Tenrox 2015 R1 Great Plains Integration Guide

Transcription

1 Tenrox 2015 R1 Great Plains Integration Guide Copyright 2017 by Upland Software. All rights reserved.

2 Table of Contents About this Tenrox and Great Plains Integration Guide...5 About this Tenrox and Great Plains Integration Manual... 6 Tenrox and Great Plains Integration...8 Introduction to Tenrox and Great Plains Intregration... 9 How to add a site to Trusted sites in Internet Explorer How do I enable ActiveX Controls in Internet Explorer What is involved in setting up integration between Tenrox and Great Plains? How do I setup the connection between Tenrox and Great Plains? What are the options on the Accounting System page? What are the options on the Company Edit page? What are the options on the Great Plains Integration Properties page? What are the Tenrox currrency mapping information? What is the purpose of assocating Companies to Objects? How do I associate companies to Payroll, Payable and WIP Accural Batches? How do I associate companies with users? How do I associate companies with sites? How do I set up the default company? How do I associate companies to Invoices and Multi-Client Invoices? How do I associate companies with projects? How do I associate companies with clients? Mapping and Importing Objects What is mapping objects between Great Plains and Tenrox? How do I import objects from Great Plains and Tenrox? Setting Up Segmentation... 69

3 What is the purpose of setting up segmentation? How do I setup segmentation at the global level? What is overriding global segmentation? How do I override segment code of a selected object? How do I override accounts? How do I export objects from Tenrox into Great Plains? What are the options on the Export Microsoft Dynamics GP page? What are the Tenrox Key Exporting Features? How do I export payable batches? How do I generate a payable batch? How do I export payable batches from Tenrox into Great Plains? How do I export payables at the G/L level? How do I export a payable batch? What information do I view and select on the Post Payable Batch page? What information do I specfify and select on the Invoice Batch Edit page? How do I override the Default Payable G/L Account at the Site Level? How do I export Invoices and Multi-Client Invoices? How do I associate sales taxes to Great Plains accounts? How do I generate an invoice or multi-client invoice? How do I export Invoices or Multi-Client Invoices from Tenrox into Great Plains? How do I verify that the Allow Invoice to be exported state is set for the invoices? How do I export an invoice at the G/L level? How do I export an individual invoice? What information do I view and select on the Post Invoice page? What information do I view and select on the A/R Invoice Batch Edit page? How do I view the summary information of an invoice?...154

4 How do I export invoices with Taxable Expenses? How do I set up the invoice summary expense entry display options? How do I export a multi-client invoice? What information do I specify on the A/R Multi Client Invoice Edit page? How do I override a G/L Account at the Client Level? How do I export payroll batches? How do I set up global pay codes? What are the options on the Pay Codes page? How do I override a pay code at the object level? How do I generate a payroll batch? How do I export a payroll batch from Tenrox to Great Plains? What are the opions on the Post Payroll Batch page? How do I export WIP Accural Batches? How do I set up the WIP policy defaults? What information do I specify and select on the WIP Policy Defaults page? How do I define the WIP Policies? How do I define the WIP policy at the Project Level? How do I define a batch number for a WIP accrual batch? How do I generate a WIP accural batch? How do I export a WIP accrual batch to Great Plains? How do I map the Tenrox WIP Accural and the Great Plains G/L Batch Transaction Entries? How do I export revenue batches? How do I create a new G/L Batch through the Export G/L Batch page? How do I retrieve the results of exporting venue batches? What is the purpose of the export process? How do I map between Tenrox and Great Plains?...233

5 About this Tenrox and Great Plains Integration Guide About this Tenrox and Great Plains Integration Guide Page 5

6 About this Tenrox and Great Plains Integration Guide About this Tenrox and Great Plains Integration Manual This guide describes how to set up integration between Great Plains and the Tenrox application. It also describes the procedures for exporting payroll, payable and WIP accrual batches, as well as invoices and multi-client invoices, to Great Plains. This guide is used to integrate Great Plains with the following Tenrox releases: Tenrox 2015 R1 Tenrox 2014 R3 Tenrox 2014 R2 Tenrox 2014 R1 Tenrox 2013 R1 Tenrox 2011 R3 Tenrox 2011 R2 Tenrox 2011 R1 What's new in the Tenrox Great Plains Integration? Deprecated as of: Tenrox 2013 R1 Support of Great Plains 9. Available as of: Tenrox 2014 R3 Payment Terms added as a separate and configurable object in Tenrox. Tenrox 2011 R3 Currency mapping through the Web browser instead of the ODELinks.ini file; for more information. Click here to view the how do I set up the Connection Between Tenrox and Great Plains article. Revenue management functionality enhancements; for more information. Click here to view the how do I set up the WIP Policy Defaults article. Exporting Revenue Batches; for more information. Click here to view the how do I export revenue batches article. Page 6

7 About this Tenrox and Great Plains Integration Guide Tenrox Technical Support? The Tenrox support specialists are trained to use, configure, and troubleshoot Tenrox in your specific enterprise environment. If you have any questions, you can reach us by: Calling Sending an to Tenrox Software License Agreement? The Tenrox Software license agreement was reviewed and accepted during the installation procedure of this software in your environment. Copyright 2017 by Upland Software. All rights reserved. You may not photocopy or share this document with any other party without express written permission from Tenrox. For additional information, please contact Tenrox at: Corporate site: I Sales tenroxsales@uplandsoftware.com Support tenroxsupport@uplandsoftware.com Note: You can click the Help button and click on Online Help within Tenrox for additional assistance. Page 7

8 Tenrox and Great Plains Integration Tenrox and Great Plains Integration Page 8

9 Tenrox and Great Plains Integration Introduction to Tenrox and Great Plains Intregration The integration of Great Plains and the Tenrox application offers users the flexibility to handle financial and Customer Relationship Management (CRM) information in Great Plains, while using Tenrox to perform the following: Manage people, projects, and business processes efficiently by automating repetitive tasks Track actuals (time and expense) Centralize internal business process activity Generate detailed, real time analysis reports to analyze operations and reduce costs Meet budget requirements, as well as improve project and service delivery Note: The Tenrox and Great Plains Integration works best using Internet Explorer. Prerequisites Before connecting to Great Plains make sure that: 1. The site is added to trusted sites within Internet Explorer. For more information click here. 2. ActiveX controls are enabled in Internet Explorer. For more information click here. Page 9

10 Tenrox and Great Plains Integration How to add a site to Trusted sites in Internet Explorer This article covers adding a site to the Internet Explorer Trusted sites list. 1. Access Internet Options 1. Click Tools 2. Click Internet Options Page 10

11 Tenrox and Great Plains Integration 2. Select the Security tab Click the Security tab. Page 11

12 Tenrox and Great Plains Integration 3. Select Trusted Sites 1. In the Select a Web content zone to specify its current security settings box, click Trusted Sites. 2. Then click the Sites button. 4. Type the address of the site to add to the Trusted Sites list 1. In the Add this Web site to the zone box, type the address of the site. 2. Then click the Add button. Page 12

13 Tenrox and Great Plains Integration 5. Return to Internet Explorer 1. Click Close to return to the Internet Options. 2. Click OK to accept the changes and return to Internet Explorer. Page 13

14 Tenrox and Great Plains Integration How do I enable ActiveX Controls in Internet Explorer This article covers how to enable ActiveX controls in Internet Explorer. 1. Access Internet Options 1. Click Tools 2. Click Internet Options Page 14

15 Tenrox and Great Plains Integration 2. Select the Security tab Click the Security tab. Page 15

16 Tenrox and Great Plains Integration 3. Select Custom Level Click the Custom Level button. Page 16

17 Tenrox and Great Plains Integration 4. Enable ActiveX controls and plug-ins Scroll down until you see ActiveX Controls and Plug- ins. Page 17

18 Tenrox and Great Plains Integration 4.1. Select all Enable options for ActiveX Controls and Plug-ins items Make sure that the Enable option is selected for all ActiveX Controls and Plug-ins items. Page 18

19 Tenrox and Great Plains Integration 5. Accept the changes and return to Internet Explorer 1. Click OK. 2. Click Yes to confirm the changes. 3. Click Apply to apply your changes 4. Click OK to and return to Internet Explorer. Page 19

20 Tenrox and Great Plains Integration What is involved in setting up integration between Tenrox and Great Plains? For integration purposes, Great Plains is the master and Tenrox the slave to ensure that only one set of data exists in both applications. For example, if changes are applied to an object in Great Plains that has already been imported into Tenrox, then Great Plains (master) performs the updates in Tenrox (slave) when the object is reimported. The integration process between Tenrox and Great Plains consists of the following steps: 1. Setting Up the Connection Between Tenrox and Great Plains. 2. Associating Companies to Objects. 3. Mapping Objects Between Great Plains and Tenrox. 4. Importing Objects from Great Plains into Tenrox. 5. Setting Up Segmentation. 6. Exporting Objects from Tenrox into Great Plains. See also Tenrox Key Exporting Features that describe the following: Exporting Payable Batches Exporting Invoices and Multi-Client Invoices Exporting Payroll Batches Exporting WIP Accrual Batches Note: The master/slave model is a communication protocol that is used to define the primary application (master) that controls and updates the objects of the secondary application (slave). Page 20

21 Tenrox and Great Plains Integration How do I setup the connection between Tenrox and Great Plains? Before setting up integration, communication must first be established between Great Plains and Tenrox. Note: Only users with administrative rights can set up integration. 1. Launch the Tenrox Application. Launch the Tenrox application and log on as a user with administrative rights. 2. Access the System page within Financial Setup 1. Click Setup from the Icon Bar. 2. Click Financial from the Navigation Menu. 3. Select System. Page 21

22 Tenrox and Great Plains Integration 3. Click the Accounting button. Click the Accounting button to open the Accounting System page. 4. Select the options. Select the options as required. Click here to view the article on details of what the above options are. Note: Before setting up the company connections, ensure that the G/L accounts and taxes of all companies connecting to Tenrox are the same; otherwise, integration will not work properly. Page 22

23 Tenrox and Great Plains Integration 5. Click the Save link. Click the Save link to save the selections. 6. Click the Company Setup link. Click the Company Setup link to open the Company List page, which displays the default company Main Accounting System and the base currency of the organization. Note: The company acts as a connector to the databases existing in Great Plains. Page 23

24 Tenrox and Great Plains Integration 7. Click the New icon. Click the New icon, found in the left side of the table header, to create a new company or click the Main Accounting System link to modify the default company settings. 8. Enter and select the required information Enter and select the required information or edit the existing information on the Company Edit page. Click here to view the article on more details as to the options on the Company Edit page. Page 24

25 Tenrox and Great Plains Integration 9. Click the Save link Click the Save link to save the settings. Page 25

26 Tenrox and Great Plains Integration 10. Click the Properties link. Click the Properties link to open the Great Plains Integration Properties page. 11. Enter and select the required information Complete the boxes and select the options as required. Click here to view the article on more details as to the options on the Great Plains Integration Properties page. 12. Click the Save link Click the Save link to save the changes. Page 26

27 Tenrox and Great Plains Integration 13. Click the Currency Mapping link. Click the Currency Mapping link to set up the currency mapping information for the Great Plains integration. Version Note: Available as of Tenrox 2011 R3. The Currency Mapping link is added to the Great Plains Integration Properties page to allow users to set up the currency mapping for the Great Plains integration through the web application and not through the ODELinks.ini file. 14. Select the Multi-Currency option Upon the Currency Mapping page displaying, select the Multi-currency option to define multiple currencies used in Great Plains. 15. View The Currency table View the currency table, which displays a list of all the Tenrox currencies and the corresponding Great Plains mapping information. Click here to view the article that details the Currency Mapping page. Page 27

28 Tenrox and Great Plains Integration 16. Click the Save link Click the Save link to save the changes. Note: After saving the settings, the entered data is not deleted when toggling between multi-currency and single currency. After an upgrade, the currency mapping data is manually updated by the client. 17. Click the Back link Click the Back link to return to the Company Edit page. Page 28

29 Tenrox and Great Plains Integration What are the options on the Accounting System page? This article covers the available options on the Accounting System page. 1. Accounting System Select Microsoft Dynamics Great Plains from this list of available accounting systems. Page 29

30 Tenrox and Great Plains Integration 2. Transactions Under this section, select either of the options to define the view for exporting the General Ledger (GL) transactions to Great Plains: 2.1. Export detailed transactions Select this option to display detailed information of each transaction Export summarized transactions Select this option to group the amounts for the same accounts into one transaction when the payable, payroll or WIP accrual batches, or multi-client invoices are exported. 3. Export negative Invoices as Credit Notes Select this option to export invoices with negative totals to Great Plains as A/R Credit notes. A credit note in Great Plains is equal to a negative invoice in Tenrox. Page 30

31 Tenrox and Great Plains Integration What are the options on the Company Edit page? This article covers the information captured on the Company Edit page. 1. Name This is the company name, if not the default company, Main Accounting System. 2. Id This is the designated Id for the company. Page 31

32 Tenrox and Great Plains Integration 3. Currency This is the currency for the default company, Main Accounting System, this is set to the organization s base currency, therefore cannot be modified. When a new company is being created, click the browse icon (...) and select the currency for the company, if different from the default selection. Note: Ensure the same currency is set in both Tenrox and the Great Plains company to which the connection is being made. 4. Connection Information Under this section, enter the following for the Great Plains company database: Connection - Enter the name of the ODBC DSN pointing to the Great Plains system/server database, then add a semicolon and enter with the name of the ODBC DSN pointing to the company s Great Plains database. Note: The ODBC DSNs referenced should exist on the client workstations to connect to the Great Plains database. User - Enter the user name to access the Great Plains Database. Password - Enter the password to access the Great Plains database. 5. Invoice Number Under this section: Select the Override global Invoice number option to override an Invoice number at the company level. Manually enter the following information: Invoice number prefix Current Invoice number Invoice - number of digits 6. Payable Batch Number Under this section: Select the Override global Payable number option to override an Invoice number at the company level. Manually enter the following information: Page 32

33 Tenrox and Great Plains Integration Payable number prefix Current payable number Payable - number of digits 7. Payroll Batch Number Under this section: Select the Override global Payroll number option to override an Invoice number at the company level. Manually enter the following information: Payroll number prefix Current payroll number Payroll - number of digits Page 33

34 Tenrox and Great Plains Integration What are the options on the Great Plains Integration Properties page? This article covers the information captured on the Company Edit page. 1. Company ID Enter the company ID from Great Plains. Note: In order for the integration to successfully complete, ensure that the company ID entered: In both Tenrox and Great Plains, are identical Is not the company name. Page 34

35 Tenrox and Great Plains Integration 2. G/L Integration Under this section, make the appropriate selections to set up the integration based solely on the Great Plains General Ledger (G/L) Use G/L Integration for Invoices Select Use G/L Integration for Invoices option. Click the Default G/L Account browse button (...) to select an account to export the Accounts Receivable directly to the G/L. Note: The Use G/L Integration for Invoices option is selected only when exporting invoices at the G/L level. To create the entries in Great Plains as invoices during export, ensure that the Use G/L Integration for Invoices option cleared. If the settings are applied to the default company, then the settings are also applied to all other companies defined in the organization Use G/L Integration for Payable Select this option. Click the Default G/L Account browse button (...) to select an account to export the Accounts Payable transactions directly to the G/L. Note: The Use G/L Integration for Payable option is selected when exporting payables at the G/L level. To create the entries in Great Plains as purchases during export, ensure that the Use G/L Integration for Payable option is cleared. Page 35

36 Tenrox and Great Plains Integration Note: The G/L Integration options are selected only when exporting the accounts payable (payables) and accounts receivable (invoices) transactions directly to a G/L account; for more information, see To export payables at the G/L level and Exporting Invoices or Multi-Client Invoices at the G/L Level. When exporting to the Great Plains G/L, the transactions can be viewed in the Great Plains Financial Transactions. 3. Export rate (override pay rate defined in Great Plains) Select this option to override the Great Plains pay code rates with the cost rule rates of Tenrox. Page 36

37 Tenrox and Great Plains Integration What are the Tenrox currrency mapping information? This article covers the definitions of the information within the Currency Mapping table, which provides the list of all the Tenrox currencies and the corresponding Great Plains mapping information. Definitions of Currency Mapping Table Headings HEADING Tenrox Currency (read-only): Great Plains Currency (editable): Sales Exchange Table Name (editable): Sales Exchange Table Type (editable): Purchase Exchange Table Name (editable): DEFINITION Displays the Tenrox currency code. Defines the Great Plains currency code corresponding to the Tenrox currency. Defines the Great Plains Sales exchange table name corresponding to the Tenrox currency. Defines the Great Plains Sales exchange table type corresponding to the Tenrox currency. Defines the Great Plains Purchase exchange table name corresponding to the Tenrox currency. Page 37

38 Tenrox and Great Plains Integration HEADING Purchase Exchange Table Type (editable): DEFINITION Defines the Great Plains Purchase exchange table type corresponding to the Tenrox currency. Page 38

39 Tenrox and Great Plains Integration What is the purpose of assocating Companies to Objects? To ensure that the information is exported to the correct Great Plains database, the companies are associated with all the Tenrox objects included in the payroll, payable and WIP accrual batches, as well as the multi-client invoices. For the following associations to be successful, prerequisite associations must first be established. Click one of the links below to view more details. Associating Companies to Payroll, Payable and WIP Accrual Batches Associating Companies to Invoices and Multi-Client Invoices Associating Companies to Payroll, Payable and WIP Accrual Batches Before generating payroll, payable and WIP accrual batches, the companies are associated with all the objects in the batches, including the users and sites. If the companies are not associated with the users and sites, then the Default Company is automatically associated. Click here to view the article on setting up the Default Company. Click here to view the article on associating Companies to Payroll, Payable and WIP Accrual Batches. Associating Companies to Invoices and Multi-Client Invoices Before generating invoices and multi-client invoices, the companies are associated with all the objects in the invoices and multi-client invoices, including the projects and clients. If the companies are not associated with the projects and clients, then the Default Company is automatically associated. Click here to view the article on setting up the Default Company. Click here to view the article on associating Companies to Invoices and Multi-Client Invoices. Page 39

40 Tenrox and Great Plains Integration How do I associate companies to Payroll, Payable and WIP Accural Batches? Before generating payroll, payable and WIP accrual batches, the companies are associated with all the objects in the batches, including the users and sites. If the companies are not associated with the users and sites, then the Default Company is automatically associated. Click here to view the article on setting up the Default Company. During the payroll, payable and WIP accrual batch generation process, a company is selected to process the time, expense, and charge entries of only the users who are associated with the selected company. However, when companies are associated at various levels, the company hierarchy rule is applied to define the users included in the batches. The company hierarchy rule precedence order is: User>Site>Default Company. If a selected company is not associated with a user, the system validates the sites If the site s company matches the selected company, then all users associated with that site (master) are processed If no users and sites are associated with the selected company, and if the selected company is the default company, then all users associated with the default company are processed in the batch Click here to view the article on associating Companies to Users. Click here to view the article on associating Companies to Sites. Click here to view the article on setting up the default company. Page 40

41 Tenrox and Great Plains Integration How do I associate companies with users? This article covers associating companies with users in order to successfully generate payroll, payable and WIP accrual batches. Click here to view the article on associating companies to payroll, payable and WIP accrual batches. 1. Launch the Tenrox Application Launch the Tenrox application and log on as a user with administrative rights. 2. Access Users list page 1. Click Setup on the Icon Bar. 2. Select System from the Navigation Menu. 3. Click Users. Page 41

42 Tenrox and Great Plains Integration 3. Access User Edit page 1. Click a user from the list to open the User Edit page. 4. Open the Company List page 1. Click the Employment tab. 2. Click the Company browse button (...) to open the Company List page. Page 42

43 Tenrox and Great Plains Integration 5. Select a Company to associate to the user Click a company from the list to associate it with the user. 6. Save your changes Click the Save link to save the changes. Page 43

44 Tenrox and Great Plains Integration How do I associate companies with sites? This article covers associating companies with sites in order to successfully generate payroll, payable and WIP accrual batches. Click here to view the article on associating companies to payroll, payable and WIP accrual batches.. 1. Launch the Tenrox Application Launch the Tenrox application and log on as a user with administrative rights. 2. Select Sites Click Setup from the Icon Bar. Click Organization from the Navigation Menu. Select Sites. Page 44

45 Tenrox and Great Plains Integration 3. Select a site Upon the Sites page displaying, select a site. 4. Click the Company Browse Button Click the Company browse button (...) to open the Company List page. Page 45

46 Tenrox and Great Plains Integration 5. Select a company Click a company from the list to associate it with the site. Page 46

47 Tenrox and Great Plains Integration 6. Save your changes Click the Save link to save the changes. Page 47

48 Tenrox and Great Plains Integration How do I set up the default company? This article covers setting up the default company in order to successfully generate payroll, payable and WIP accrual batches. Click here to view the article on associating companies to payroll, payable and WIP accrual batches. 1. Launch the Tenrox Application Launch the Tenrox application and log on as a user with administrative rights. 2. Access System within Financial Setup 1. Click Setup from the Icon Bar. 2. Click Financials in the Navigation Menu. 3. Select System. Page 48

49 Tenrox and Great Plains Integration 3. Select Defaults Click the Defaults button to open the Defaults page. Page 49

50 Tenrox and Great Plains Integration 4. Click the Company Browse button Click the Company browse button (...) to open the Company List page. 5. Select a Company as the default Click a company name from the list to set it as the default. Page 50

51 Tenrox and Great Plains Integration 6. Save your changes Click the Save link to save the changes. Page 51

52 Tenrox and Great Plains Integration How do I associate companies to Invoices and Multi-Client Invoices? Before generating invoices and multi-client invoices, the companies are associated with all the objects in the invoices and multi-client invoices, including the projects and clients. If the companies are not associated with the projects and clients, then the Default Company is automatically associated. Click here to view the article on setting up the Default Company. During the invoice and multi-client invoice generation process, a company is selected to process the time, expense, and charge entries of only the projects that are associated with the selected company. However, when companies are associated at various levels, the company hierarchy rule is applied to define the projects included in the invoices and multi-client invoices. The company hierarchy rule precedence order is: Project>Client>Default Company. If a selected company is not associated with a project, the system validates its client. If the client s company matches the selected company, then all projects associated with that client are included in the invoice and multi-client invoice. If no projects and clients are associated with the selected company, and if the selected company is the default company, then all projects associated with the default company are processed in the invoice and multi-client invoice. Click here to view the article on associating Companies to Projects. Click here to view the article on associating Companies to Clients. Page 52

53 Tenrox and Great Plains Integration How do I associate companies with projects? This article covers associating companies with projects in order to successfully generate invoices and multi-client invoices. Click here to view the article on associating companies to invoices and multi-client invoices. 1. Launch the Tenrox Application Launch the Tenrox application and log on as a user with administrative rights. 2. Access the Projects page 1. Click the Setup in the Icon Bar. 2. Click Work in the Navigation Menu. 3. Select Projects. Page 53

54 Tenrox and Great Plains Integration 3. Select a Project Click a project name from the list to open the Project Edit page. 4. Click the Options Tab 1. Click the Options tab. 2. Click the Company browse button (...) to open the Company List page. Page 54

55 Tenrox and Great Plains Integration 5. Select a Company to associate it with the project Click a company name from the list to associate it with the project. 6. Save your changes Click the Save link to save the changes. Page 55

56 Tenrox and Great Plains Integration How do I associate companies with clients? This article covers associating companies with clients in order to successfully generate invoices and multi-client invoices. Click here to view the article on associating companies to invoices and multi-client invoices. 1. Launch the Tenrox Application Launch the Tenrox application and log on as a user with administrative rights. 2. Access the Clients list page 1. Click Setup on the Icon Bar. 2. Click Work from the Navigation Menu. 3. Click Clients. Page 56

57 Tenrox and Great Plains Integration 3. Select a Client Click a client name from the list to open the Client Edit page. Page 57

58 Tenrox and Great Plains Integration 4. Click the Invoice Options tab Click the Invoice Options tab. 5. Open the Company List page Click the Company browse button (...) to open the Company List page. Page 58

59 Tenrox and Great Plains Integration 6. Select a company to associatewith the client Click a company name from the list to associate it with the client. 7. Save your changes Click the Save link to save the changes. Page 59

60 Mapping and Importing Objects Mapping and Importing Objects Page 60

61 Mapping and Importing Objects What is mapping objects between Great Plains and Tenrox? The mapping of objects between Great Plains and Tenrox ensures that the information is transferred properly and reliably during the import and export processes. In Tenrox, the chart of accounts allows users to link accounts to sites, groups, users, clients, projects, tasks, expense items, purchase items and charges. Click here to view the article on mapping Tenrox WIP Accrual and the Great Plains G/L Batch Transaction Entries. Tenrox integrates with the following in Great Plains: General Ledger (GL) Accounts Receivable (A/R) Accounts Payable (A/P) Pay Codes Object Level Mapping Between Great Plains and Tenrox Great Plains Items Customers Employees Vendors Payroll Transactions Payable or Financial Transactions Receivable or Financial Transactions Tenrox Items Clients Users Users Payroll Payables Invoices Note: The following occurs when importing/exporting Customers/Clients. Importing Customers from Great Plains to Tenrox: Page 61

62 Mapping and Importing Objects When importing Customers (Clients) into Tenrox, the Payment Terms are imported at the same time. The Payment Term associated to the Customer will be properly associated when the client is being created. If a Customer (Client) does not have a Payment Term configured in Great Plains, the system default Payment Term will be set. If a Payment Term receivables account is associated to the Customer in Great Plains, this account will also be imported to the Client in Tenrox. The Payment Term Apply to Net Amount option maps to the Apply to Tax option in Great Plains. Exporting Clients from Tenrox to Great Plains: When exporting Clients from Tenrox to Great Plains, the Payment Term will not be exported. Available as of: Tenrox 2014 R3 Payment Terms added as a seperate and configurable object in Tenrox. Page 62

63 Mapping and Importing Objects How do I import objects from Great Plains and Tenrox? After successfully setting up the connection to the Great Plains database, the objects from Great Plains are imported into Tenrox. Click here to view the article on mapping objects between Great Plains and Tenrox article. 1. Access the Microsoft Dynamic Great Plains page 1. Click Tools on the Icon Bar. 2. Click Import from the Navigation Menu. 3. Click Microsoft Dynamics Great Plains to select the objects to import from Great Plains into Tenrox. 2. Complete the information and select the options as required Page 63

64 Mapping and Importing Objects Company * Click Company browse button (...) to select the Great Plains company from which the objects will be imported into Tenrox. Note: The Company box displays the default company from which all the selected Great Plains objects are imported; for information on setting up the company connection, see Setting Up the Connection Between Tenrox and Great Plains. Import List Selection Under this section, select the appropriate options: Accounts: Select this option to specify the types of accounts to import from Great Plains into Tenrox: Note: GL accounts: General Ledger (GL) accounts list all the available debit and credit accounts Pay codes: pay factors define how to handle employee earnings and deductions The editing of the primary key of a Great Plains object is not recommended; for example, the ID of a distribution code. Since the re-importing of the object is not handled properly if the update is made in Tenrox. If Payment Term receivables account is associated to the Customer in Great Plains, it will also be imported to the Client in Tenrox. Available as of: Tenrox 2014 R3 The recognized association of Payment Terms to Client, which is in line with the recent addition of Payment Terms as a seperate and configurable object in Tenrox. Clients (map to Customers): Select the Clients (map to Customers) option to import the customers from Great Plains Page 64

65 Mapping and Importing Objects into Tenrox. Under Creation Options, the placeholders can be created when importing the customers. Note: The import of Payment Terms is linked to the import of Clients; that is, when importing Clients into Tenrox, the Payment Terms will be imported at the same time. The correct Payment Term will be associated to the Client when the client is being created. The Apply to Net Amount option maps to the Apply to Tax option in Great Plains. If a Payment Term is not selected for the Customer (Client) in Great Plains, the Tenrox system default Payment Term will be set. Available as of: Tenrox 2014 R3 Payment Term included in importing Client/ Customer. Users map to Employees of <x>: Select the Users map to Employees of option to import the employees associated with the US Payroll module into Tenrox. Taxes (Tax Details map to tax details and Tax Groups to tax schedules): Select the Taxes (Tax Details map to tax details andtax Groups to tax schedules) option to import both the tax details andtax schedules into Tenrox. Creation Options Under this section, based on whether the Clients (map to Customers) option has been selected, the placeholders can be created when importing the customers: When importing a Client automatically create a Project with the same name: Select this option to automatically create a project using the same name as the imported customers Page 65

66 Mapping and Importing Objects Create Clients under the following placeholder: Select this option to create a placeholder for all imported customers AND Accept the default name or enter a new name for the placeholder in the box Note: A placeholder allows users to design a hierarchy and organize the Client tree structure; for example, all clients imported from Great Plains can be grouped together under a placeholder named Great Plains Clients. If an object is set as a placeholder, it cannot be used as a regular object. * Required Complete the information and select the options as required. 3. Click the Import link Click the Import link to import the objects into Tenrox. Note: If a placeholder option is selected but the placeholder box is left blank, the Import link is disabled. After the objects are successfully imported from Great Plains into Tenrox, locate the transferred objects in the Tenrox application. for more information see table Viewing the Imported Objects in Tenrox. Page 66

67 Mapping and Importing Objects 4. View the Message grid The Message grid displays the names and the total number of objects imported, as well as warning or error messages encountered during the import process. 5. View the imported objects To view Accounts To view Clients To view Users To view Tax Details To view Tax Groups Click Setup>Financial>System and then click the Chart of Accounts button to display the Great Plains accounts under the specified placeholder Click Setup>Work>Clients to display the Great Plains customers under the specified placeholder Click Setup>Organization>Users to display the Great Plains employees under the specified placeholder Click Setup>Financial>System and then click the Tax Details button to display the Great Plains tax details under the specified placeholder Click Setup>Financial>System and then click the Tax Groups button to display the Great Plains tax schedules under the specified placeholder View the objects you've selected to import in the areas where they are housed, as detailed in this table. Page 67

68 Mapping and Importing Objects Note: When importing Customers (Clients) into Tenrox, the Payment Terms are imported at the same time. The Payment Term associated to the Customer will be properly associated when the client is being created. If a Customer (Client) does not have a Payment Term configured in Great Plains, the system default Payment Term will be set. If a Payment Term receivables account is associated to the Customer in Great Plains, this account will also be imported to the Client in Tenrox. The Payment Term Apply to Net Amount option maps to the Apply to Tax option in Great Plains. Available as of: Tenrox 2014 R3 Payment Terms added as a seperate and configurable object in Tenrox. Page 68

69 Setting Up Segmentation Setting Up Segmentation Page 69

70 Setting Up Segmentation What is the purpose of setting up segmentation? The purpose of segmentation is to map the different Tenrox OBS (Organization Breakdown Structures) and WBS (Work Breakdown Structures) objects to specific G/L account segment codes in Great Plains. With segmentation, an account stored in the General Ledger (G/L) is defined by a set of segment codes. The segment codes can represent various account structures, such as actual account numbers, divisions or regions. For more information: Click here to view the article on setting up Global Segmentation. Click here to view the article on overriding Global Segmentation. Page 70

71 Setting Up Segmentation How do I setup segmentation at the global level? Assuming that all invoices created for the Tenrox group Administration and the site Organizations headquarters are sent to the Great Plains G/L account Cash Operating Account that has a defined segmentation code of with each segment code representing the following structure: 000 = Account 1100 = Client 00 = Site Note: This serves only as an example of a segmentation code in Great Plains. The user is not required to set up a segmentation code using the same structure. 1. Import the Accounts Import the accounts. Click here to view the article on importing objects from Great Plains to Tenrox. Page 71

72 Setting Up Segmentation 2. Access the System page within Financial Setup 1. Click Setup from the Icon Bar. 2. Click Financial from the Navigation Menu. 3. Select System Page 72

73 Setting Up Segmentation 3. Click the Chart of Accounts button Click the Chart of Accounts button to open the Chart of Accounts page that lists all the chart of accounts that have been imported from Great Plains. 4. Click the Segmentation link Click the Segmentation link to open the Segmentation Setup page and set up the following: Page 73

74 Setting Up Segmentation 4.1. Enter the length of each segment code under Segment Length Enter the length of each segment code under Segment Length. For example: In the Segment 1 box, enter 3 for the Account (000) In the Segment 2 box, enter 4 for the Client (1100) In the Segment 3 box, enter 2 for the Site (00) Note: The maximum length of a segmentation code is 10 segments Specify the following under Segment Padding Specify the following under Segment Padding: Select either Space or 0 from the Padding character list to specify the padding character Select either Left or Right from the Pad from the list to specify in which direction the padding starts Note: The Segment Padding option is used to override the AR/AP segment codes of any Tenrox object. TheAP/ AR segment codes can be overridden by clicking the Accounting button from any Tenrox objectâ s edit page. Click here to view the article on overriding Segment Codes. Enter a character to separate the segments in the Segment separator box; by default, the dash (-) is specified; however, the dash can be replaced by an other character. Note: If the Segment separator box is left empty, then the segments are displayed without a separator character. Page 74

75 Setting Up Segmentation 5. Click the Segment Item Tab Click the Segment Item tab and then under Maximum length for segment item map the Tenrox objects to the specific segment codes; for example 1. In the Account box, enter 3 for the Account (000) 2. In the Client box, enter 4 for the Client (1100) 3. In the Site box, enter 2 for the Site (00) Note: If the length of Segment 1 is set to 4 (Account) under the General tab, but the Maximum length for segment item for the Account segment is set to 3, then one of the characters from the right or left is assigned either a zero or space. For example, if the account number is equal to 123 but the Segment Length is set to 4, then the account number is displayed as 0123 (if the padding is set to 0 from left). 6. Click the Receivable Transactions Tab Click the Receivable Transactions tab to set up the accounts receivable and then from the Time Entry subtab specify to which Tenrox object the entries will be mapped. For example, to send all invoices with time entries to the Great Plains account Cash  Operating Account ( ), set the following: 1. Select Account from the Segment 1 list and then enter 000 in the corresponding box 2. Select the Segment 2 option and then select Client from list and enter 1100 in the corresponding box 3. Select the Segment 3 option and then select Site from the list and enter 00 in the corresponding box Note: The Receivable Transactions tab contains the Time Entry, Expense Entry and Charge and Product Entry subtabs. Perform the same setup for the Page 75

76 Setting Up Segmentation expense and the charge and product entries from the Expense Entry and Charge and Product Entry subtabs. Since only three segment codes are used in this example, do not use segments 4 to Click the Payable Transactions Tab Click the Payable Transactions tab to set up the account payables and then from the Expense Entry subtab specify to which Tenrox object the entries will be mapped. For example, to send any expenses to the Great Plains account Cash  Operating Account ( ), set the following: 1. Select Account from the Segment 1 list and then enter 000 in the corresponding box 2. Select the Segment 2 option and then select Client from list and enter 1100 in the corresponding box 3. Select the Segment 3 option and then select Site from the list and enter 00 in the corresponding box Note: The Payable Transactions tab contains the Expense Entry, Charge Entry and Purchase Entry subtabs. Perform the same setup for the charge and purchase entries from the Charge Entry and Purchase Entry subtabs. Since only three segment codes are used in this example, do not use segments 4 to 10. Page 76

77 Setting Up Segmentation 8. Click the Save Link 1. Click the Save link 2. Click the Back link to return to the Chart of Accounts page. Page 77

78 Setting Up Segmentation What is overriding global segmentation? By default, any OBS and WBS object included in an invoice, multi-client invoice, payroll, payable and WIP accrual batch is associated with the segment codes and accounts defined at the Financial System level. The segment codes or accounts of specific objects are overridden by clicking the Accounting button from each object's edit page. For information on overriding the global segmentation setup of a selected object. Click here to view the article on overriding segment codes. Click here to view the article on overriding accounts. When overriding the global segmentation setup for objects at different levels, Tenrox uses the segmentation precedence rule to determine which segmentation codes to associate with the objects so that the transactions are mapped to the appropriate Great Plains accounts. The segmentation precedence rule order is as follows: 1. Segmentation defined at the account level. 2. Segmentation defined at the segment code level. 3. Segmentation defined at the global level. During an invoice or batch generation process, Tenrox verifies if any objects included in the invoice or payable batch are mapped to an account at the object level. Click here to view the article on overriding accounts. If no account is mapped, then Tenrox verifies if there is an override at the object's segment code level. Click here to view the article on overriding segment codes. If no segmentation is defined at the account or segment code level, then Tenrox applies the default global segmentation codes to the object. Click here to view the article on setting up segmentation at the global level. If multiple objects included in the invoice or payable batches have an AR or AP account selection at the account level, then the account used depends on the order of the segment items. Click here to view the article on setting up segmentation. Page 78

79 Setting Up Segmentation How do I override segment code of a selected object? The Segment Code option allows users to map the transactions of a selected object to a specific segment code without having to modify the global segmentation setup. This article covers overriding the segment code of a selected object. 1. Select a specific OBS or WBS Object Click Setup>Organization>Sites and then click a site from the list to open the Site Edit page Click Setup>Organization>Groups and then click a group from the list to open the Group Edit page Click Setup>Organization>Users and then click a user from the list to open the User Edit page and the Employment tab Click Setup>Work>Clients and then click a client from the list to open the Client Edit page Click Setup>Work>Projects and then click a project from the list to open the Project Edit page and the Options tab Click Setup>Work>Work Types and then click a work type from the list to open the Work Type Edit page Note: The example screenshots below are taken from Setup>Organization>Sites>Site Edit page. Page 79

80 Setting Up Segmentation 2. Click the Accounting button Click the Accounting button to open the Accounting Edit page. 3. Select the Segment Code option 1. Under Receivable Transactions or Payable Transactions, select the Segment Code option 2. Enter a value to override the global segmentation setup for the selected object. For example, if all invoices are mapped to the Sales, Accessories account in Great Plains, except for the invoices involving thetenrox group Administration that are mapped to Sales, Accessories The second segment of the segmentation code for the account Sales, Accessories represents the group: ; therefore, a change is required at the object level for the Administration group. Page 80

81 Setting Up Segmentation Note: In this example, if a value of 2 is entered instead of 200, the system pads the 2 with 0s until the maximum length is reached for the segment code, as long as the Padding character is set to 0 and the direction is set to right. Click here to view the article on setting up global segmentation for more information on lengths and padding. 4. Click the Save Link 1. Click the Save link. 2. Click the Back link. Page 81

82 Setting Up Segmentation How do I override accounts? The Account option allows users to map the transactions of a selected object to a specific account, including, a G/ L account. This article covers overriding accounts. 1. Select a specific OBS or WBS Object. Click Setup>Organization>Sites and then click a site from the list to open the Site Edit page Click Setup>Organization>Groups and then click a group from the list to open the Group Edit page Click Setup>Organization>Users and then click a user from the list to open the User Edit page and the Employment tab Click Setup>Work>Clients and then click a client from the list to open the Client Edit page Click Setup>Work>Projects and then click a project from the list to open the Project Edit page and the Options tab Click Setup>Work>Work Types and then click a work type from the list to open the Work Type Edit page Note: The example screenshots below are taken from Setup>Organization>Sites>Site Edit page. Page 82

83 Setting Up Segmentation 2. Click the Accounting button Click the Accounting button to open the Accounting Edit page. 3. Select the Account option 1. Under Receivable Transactions or Payable Transactions, select the Account option. 2. Click the browse button (...) to open the Account List page and then select an account for the object. For example, if all invoices are mapped to the Sales, Accessories account in Great Plains, except for the invoices generated with the user Alan Acosta that are mapped to the Sales, 4000 account. Note: The Accounting List page lists all the accounts in Tenrox, including the accounts imported from Great Page 83

84 Setting Up Segmentation Plains. After an account is selected from the Accounting List, the Accounting Edit page is automatically updated. 4. Click the Save Link 1. Click the Save link to save the changes. 2. Click the Back link. Page 84

85 Page 85

86 How do I export objects from Tenrox into Great Plains? The export process transfers information from Tenrox to Great Plains. Click here to view the how do I map objects between Great Plains and Tenrox. Note: When exporting objects from Tenrox to Great Plains, an object Id is required. The object Id is entered in the Id box from each object s edit page. 1. Select Microsoft Dynamics GP within Export Click Tools on the Icon Bar. Click Export from the Navigation Menu. Click Microsoft Dynamics GP to select the objects to export from Tenrox into Great Plains. Page 86

87 2. Complete the necessary information Company * Click the Company browse button (...) to select the Great Plains company from which the objects will be exported into Great Plains. Note: The Company box displays the default company from which all the selected Great Plains objects are exported; for information on setting up the company connection, see Setting Up the Connection Between Tenrox and Great Plains. Export Options Under this section, select the appropriate options: Clients (map to Customers): Select this option. Click the corresponding Select button to add the clients that will be exported from Tenrox into Great Plains. Click the Back link to return to the Export Options. Note: When exporting Clients from Tenrox to Great Plains, the Payment Term is not exported. Available as of: Tenrox 2014 R3 Payment Terms as a seperate and configurable object in Tenrox. Page 87

88 Customer Class Id: Click the browse button (...) to select a class Id retrieved from the Great Plains database to export only the customers associated with the selected class Id from Tenrox into Great Plains. Note: After the selected clients are exported, they belong to the specified customer class Id in Great Plains. Users (map to Employees or/and Vendors): Select this option. Click the corresponding Select button to add the users that will be exported from Tenrox into Great Plains. Click the Back link to return to the Export Options. Export as Employees of <x> / Export as Vendor: Select either of these options to export the selected users as employees or vendors, respectively, into Great Plains; by default, the users are associated with the US Payroll module in Great Plains. Note: In Great Plains, all vendors are grouped by vendor group codes. Vendor Class Id: When the Export as Vendor option is selected, click the Vendor Class Id browse button (...) to select a vendor class Id for the selected users from the Great Plains database. Click the Back link to return to the Export Options. * Required Field Page 88

89 3. Click the Export Link Click the Export link to export the objects from Tenrox into Great Plains. 4. View the Message Grid To view Clients To view employees To view vendors Click Great Plains>Cards>Sales>Customers Click Great Plains>Cards>Payroll>Employees Click Great Plains>Cards>Purchasing>Vendors The message grid displays the names and the total number of objects imported, as well as warning or error messages encountered during the export process. Note: After the objects are successfully exported from Tenrox into Great Plains, locate the transferred Viewing the Exported Objects in Great Plains. When exporting clients from Tenrox to Great Plains, the Payment Term will not be exported. Page 89

90 Available as of: Tenrox 2014 R3 The Payment Terms added as a seperate and configurable object in Tenrox. Page 90

91 What are the options on the Export Microsoft Dynamics GP page? This article covers the required information on the Export Microsoft Dynamics GP page. 1. Company Available as of: Tenrox 2014 R3 The Payment Terms added as a seperate and configurable object in Tenrox. Click the Company browse button (...) to select the Great Plains company from which the objects will be exported into Great Plains. Page 91

92 2. Export Options Under this section, select the appropriate options: 2.1. Client (map to customers): 1. Select Client (map to customers) option. 2. Click the corresponding Select button to access the Client List page. 3. From the Clients List select the the client(s) that will be exported from Tenrox into Great Plains. 4. Click Add to move the chosen client(s) from the Available list to the Selected list. 5. Click the Back link to return to the Export Options. Note: When exporting Clients from Tenrox to Great Plains, the Payment Term is not exported. Available as of: Tenrox 2014 R3 Payment Terms as a seperate and configurable object in Tenrox. Page 92

93 2.2. Customer Class Id: To select a class Id retrieved from the Great Plains database to export only the customers associated with the selected class Id from Tenrox into Great Plains: 1. Click the browse button (...) to select a class Id. 2. Select a Class Id retrieved from the Great Plains database 3. The selection will appear against the Customer Class Id box. Note: After the selected clients are exported, they belong to the specified customer class Id in Great Plains. Page 93

94 2.3. User (map to Employees or/ and Vendors): 1. Select Users (map to Employees or/and Vendors) option. 2. Click the corresponding Select button to access the Users list page. 3. From the Users List select the the user(s) that will be exported from Tenrox into Great Plains. 4. Click Add to move the chosen users(s) from the Available list to the Selected list. 5. Click the Back link to return to the Export Options Export as Employees of and Export as Vendor options Select either of these options to export the selected users as employees or vendors, respectively, into Great Plains; by default, the users are associated with the US Payroll module in Great Plains. Note: In Great Plains, all vendors are grouped by vendor group codes. Page 94

95 Vendor Class Id 1. When the Export as Vendor option is selected, click the Vendor Class Id browse button (...) to select a vendor class Id for the selected users from the Great Plains database. 2. Select a Vendor Class Id retrieved from the Great Plains database 3. The selection will appear against the Vendor Class Id box. Page 95

96 What are the Tenrox Key Exporting Features? The Tenrox application supports the following export features: Payable exporting: exports user payable expenses and charges to the Great Plains A/P transactions list. For more information, click here to view the how do I export payable batches. Invoice exporting: exports invoices (billable information) generated in Tenrox to the Great Plains A/R transactions list; for more information, click here to view the how to do I export Invoices and Multi-Client Invoices. Payroll exporting: exports user payable time to the Great Plains payroll transactions list; for more information, click here to view the how do I export payroll batches. WIP Accrual Batch exporting: exports WIP accrual batches to a G/L batch in Great Plains; for more information, click here to view the how do I export WIP Accural Batches. Page 96

97 How do I export payable batches? A payable batch is defined as a collection of payable amounts, such as expenses and charges, that are reimbursed to the user. With the payable exporting feature, user payable expenses and charges can be exported to the Great Plains A/P invoices. The following illustration overviews the process for exporting payable batches to Great Plains. Importing Objects into Tenrox Before exporting the payable batches, the following objects are imported into Tenrox; for more information, click here to view the how do I import objects from Great Plains into Tenrox article. Accounts: G/L accounts from Great Plains Users: users who create the expense reports Taxes: tax details and tax schedules for mapping the taxes associated with expense items that are taxable Note: When importing taxes, the associated account is already mapped, provided that the accounts are also imported, to eliminate the need of manually associating the tax details to a Great Plains account. After the taxes and G/L accounts are imported, the accounts are automatically associated with the tax details. Setting Up Segmentation The set up of segmentation is important when exporting payable batches since users specify through segmentation to which accounts the transactions are exported; for more information, click here to view the how do I setup segmentation article. see Setting Up Segmentation. Page 97

98 Create Expense Reports The expense reports are first created and then submitted for approval. After the expense reports are approved, they can then be exported to Great Plains. When an expense entry is created, it is associated with a tax group and an expense item imported from Great Plains, as well as flagged as reimbursable, to be included in the payable batch. Exporting Users as Vendors In Great Plains, only vendors are reimbursed for all reported expenses. Therefore, users are exported as vendors from Tenrox before a payable batch is exported. For more information on exporting users, click here to view the how do I export objects from Tenrox into Great Plains article. Note: If a vendor already exists in Great Plains, instead of exporting the user as a vendor, the Great Plains vendor is created as a user in Tenrox with the same ID for both the Great Plains Vendor ID and Tenrox User ID. Page 98

99 How do I generate a payable batch? This article covers generating a payable batch. 1. Access the Payable Batches Not Posted page 1. Click Financial from the Icon Bar. 2. Click Expense Payable Batches from the Navigation Menu, to open the Payable Batches Not Posted page 2. Create a new Payable Batch Click the New icon to open the Payable Batch page and then create a new payable batch. Note: When generating a payable batch, select the Company for which the batch is being processed to ensure that only the users associated with the selected company are displayed. For more information, click here to view the how do i associate companies to Payroll, Payable and WIP Accrual Batches. Page 99

100 How do I export payable batches from Tenrox into Great Plains? After a payable batch is generated, it can then be exported from Tenrox into Great Plains. A payable batch can be exported with only the credit and debit amounts (transactional information) from Tenrox to a single Great Plains G/L account or with all the objects. When a payable batch is exported directly into a Great Plains G/L as a single transaction, only the G/L accounts andtaxes are imported into the objects. Click here to view the how do I export payables at the G/L level for more information. The Great Plains G/L account can also be overridden at the site level. Click here to view the how do I override the default payable G/L Account at the Site Level for more information. Page 100

101 How do I export payables at the G/L level? This article covers exporting payables at the G/L Level. 1. Access System within Financial 1. Click Setup from the Icon Bar. 2. Click Financial from the Navigation Menu. 3. Select System. Page 101

102 2. Click the Accounting Button. Click the Accounting button to open the Accounting System page 3. Click Company Setup 1. Click the Company Setup link which will open the Company List page 2. Click the company name that was selected during the invoice or multi-client invoice generation process to open the Company Edit page. Page 102

103 4. Click the Properties link Click the Properties link to display the Great Plains Integration Properties page. 5. Access the Great Plains Integration Properties page The Great Plains Integration Properties page displays. Page 103

104 5.1. Select the Use G/L Integration for Payable option Select the Use G/L Integration for Payable option Select a Default G/L Account Click the Default G/L Account browse button (...) to select the account to which all debit transactions of the payable batch will be exported. Note: The Use G/L Integration for Payable option is selected when exporting payables at the G/L level. To create the entries in Great Plains as purchases during export, ensure that the Use G/L Integration for Payable option is cleared. Page 104

105 6. Save your changes Click the Save link to save the changes and then click the Back link to return to Company Edit page. Note: After setting the G/L integration option, export the payable batch. Page 105

106 How do I export a payable batch? This article covers exporting a payable batch. 1. Access the Payable Batches Not Posted page 1. Click Financial from the Icon Bar. 2. Click Expense Payable Batches from the Navigation Menu, to open the Payable Batches Not Posted page Page 106

107 2. Select a payable batch Click a payable batch to open the Payable Batch page. 3. Click the Transactions link Click the Transactions link to open the Financial Transactions page. Note: The Financial Transactions page displays all financial transactions in either a summarized or detailed view. Page 107

108 4. Verify that no account information on the Financial Transaction page is displayed red Note: If the accounts are not associated with the proper segmentation codes, they appear in red. Click here to view the how do I setup segmentation article for more information. 5. Click the Back link Click the Back link to return to the Payable Batch page. Page 108

109 6. Click the Post link Click the Post link to open the Post Payable Batch page. Batch Number: Post Date *: Payable template: Read-only box that displays the designated batch number. Click the calendar icon to select the appropriate date; by default, the current date is displays. Select a template from the drop-down list. Click the Preview link to view the payable batch information (optional). Click the Close link to close the payable batch preview window. Export: The selection is and should be Great Plains from the drop-down list. Page 109

110 Overview: Total Expenses: This section is read-only and displays the total of all expense and charge entries included in the payable batch. Displays the total expenses in the payable batch. Total money charges: Displays the total money charges in the payable batch. Total: Displays the grand total of expenses and money charges in the payable batch. * Required 6.1. Click the Export button 1. Click the Export button to open the Export GL Transactions page. 2. Click the Description icon to open the Invoice Batch Edit page and specify the following information to create a new batch in Great Plains: Batch Id * Comment Enter the identification for the payable batch, limited to 15 characters. Enter the description for the payable batch, limited to 60 characters. Page 110

111 Posting Date Select the date the payable batch is posted; by default, the current date is displayed. * Required 6.2. Click the Save link 1. Click the Save link 2. Click Back to return to the Export A/P Payable page Click Export 1. Click the Export button to open the Export GL Transactions page. 2. View the Messages. 3. Click the Back link to return to the Post Payable Batch page when the export process is completed. 4. Click the Save link to return to the Export A/P Payable page. 5. Click the Next link to specify, if required, the following two, optional, pieces of information for the payable batch (Term and PO Number). Note: Please note the following: Click the Description icon to open the Invoice Batch Edit page and specify the following information to create a new batch in Great Plains: Batch Id *: Enter the identification for the payable batch, limited to 15 characters Comment: Enter the description for the payable batch, limited to 60 characters Posting Date: Select the date the payable batch is posted; by default, the current date is displayed * Required Page 111

112 Note: If the export process is successful, the export status page displays the message that the payable batch was successfully exported with the amounts. If the export process fails, the export status page displays an error message listing the problems and possible solutions Click the Post link 1. Click the Post link to post the payable batch (marks the expense entries as paid) 2. When prompted to confirm the posting of the payable batch, click either: Yes to proceed with the posting OR No to cancel the request 6.5. Click the Preview link 1. Click the Preview link to view or print the payable batch report. 2. View the report. 3. Click the Close link to close the payable batch report. Page 112

113 6.6. Click the Back link Click the Back link to return to the Payable Batch page. 7. Click the Back link Click the Back link to return to the Payable Batches Not Posted page. Page 113

114 8. View the History 1. Click the History link to open the Payable Batches Posted page that displays all posted payable batches. 2. Click the hyperlinked Batch Number of a specific payable batch to display its information. Page 114

115 What information do I view and select on the Post Payable Batch page? This article covers viewing and selecting the required information on the Post Payable Batch page. 1. Batch Number The Batch Number is a read-only box that displays the designated batch number. 2. Post Date Click the calendar icon to select the appropriate date; by default, the current date is displays. 3. Payable Template Select a template from the drop-down list. Click the Preview link to view the payable batch information (optional). Click the Close link to close the payable batch preview window. 4. Export The selection is and should be Great Plains from the drop-down list. 5. Overview This section is read-only and displays the total of all expense and charge entries included in the payable batch. Page 115

116 Total Expenses - Displays the total expense in the payable batch. Total Money Charges - Displays the total money charges in the payable batch. Total - Displays the grand total of expenses and money charges in the payable batch. Page 116

117 What information do I specfify and select on the Invoice Batch Edit page? This article covers viewing and selecting the required information on the Invoice Batch Edit page. 1. Batch Id Enter the identification for the payable batch, limited to 15 characters. 2. Comment Enter the identification for the payable batch, limited to 15 characters. 3. Posting Date Select the date the payable batch is posted; by default, the current date is displayed. Page 117

118 How do I override the Default Payable G/L Account at the Site Level? This article covers overriding the Default Payable GL Account at the Site Level. 1. Access the Sites list page Click Setup from the Icon Bar. Click Organization. Select Sites. Page 118

119 2. Select a Site from the list Upon the Sites page displaying, select a site from the list to open the Site Edit page. Page 119

120 3. Click the Account Payable browse button Click the Account Payable browse button (...) to open the Account List page. Page 120

121 4. Select a Great Plains G/L account Select a Great Plains G/L account to ensure that any payables generated for a user associated with this site are linked to the selected account as the debit account for the user transactions. Page 121

122 5. Save your changes Click the Save link to save the changes. Note: When exporting at the GL level, the payable exported to Great Plains resides in the Great Plains list of transactions (Transaction>Financial>General); otherwise, the payable resides in Transaction>Purchasing>Purchasing Batches. Click here to view the how do I export payables at the G/L level article to perform exports at the GL level. Page 122

123 How do I export Invoices and Multi-Client Invoices? The invoicing module includes multi-currency processing, integrated tax assignment and an extensive rate engine to generate fully functional invoices that are easily exported to the Great Plains list of A/R invoices. The following illustration overviews the process for exporting the invoices to Great Plain. Importing Objects into Tenrox Before exporting the invoices and multi-client invoices, the following objects are imported into Tenrox. Click here to view the how do I import objects from Great Plains to Tenrox article for more information. Accounts: GL accounts from Great Plains Customers as Clients: customers for whom invoices and multi-client invoices are generated Employees as Users: employees who create time entries Taxes: tax schedules and tax groups associated with the clients being invoiced Page 123

124 Note: If taxes and clients are not imported at the same time, then the taxes are imported first and subsequently the clients to ensure that the imported clients are always associated with the correct taxes. If taxes and clients are imported at the same time (during the same import process), the tax association is automatic. When importing Customers (Clients) into Tenrox, the Payment Terms are imported at the same time. The Payment Term associated to the Customer will be properly associated when the client is being created. If a Customer (Client) does not have a Payment Term configured in Great Plains, the system default Payment Term will be set. If a Payment Term receivables account is associated to the Customer in Great Plains, this account will also be imported to the Client in Tenrox. The Payment Term Apply to Net Amount option maps to the Apply to Tax option in Great Plains. Available as of: Tenrox 2014 R3 Payment Terms added as a seperate and configurable object in Tenrox. Setting Up Segmentation The setup of segmentation is important when exporting invoices and multi-client invoices since it is through segmentation that the accounts are set to the invoices being exported. Click here to view the how do I setup segmentation article for more information. Creating Time, Expense or Charge Entities The time, expense or charge entries are first created and then submitted for approval. After the time, expense or charge entries are approved, they can then be exported to Great Plains. When a time, expense or charge entry is created, it is associated with a tax group imported from Great Plains, as well as flagged as billable, to be included in the invoice or invoice batch. When an expense entry is created, it is also associated with an expense item imported from Great Plains. Page 124

125 How do I associate sales taxes to Great Plains accounts? Before the invoices are exported into Great Plains, the sales taxes are mapped to the appropriate accounts in Great Plains.This article covers associating sales taxes to Great Plains Accounts. 1. Access the Clients list page Click Setup from the Icon Bar. Click Work on the Navigation Menu. Select Clients. Page 125

126 2. Select a client Select a client from the list to open the Client Edit page. Page 126

127 2.1. Click the Invoice Options Tab 1. Click the Invoice Options tab. 2. Select the Default Settings subtab. 3. Verify that the sales tax group associated with the client is displayed in the Tax Group box Click the Expense Invoicing button Click the Expense Invoiving button to display the tax details associated with the tax group and take note of the sales tax displayed on the Expense Taxes page. Note: When generating an invoice with billable expense entries that are also taxable, settings can be defined on the Expense Invoicing page. Click here to view the how do i view the summary information of Invoices and click here to view the how do I export Invoices with Taxable Expenses to determine how taxes are handled and viewed, Page 127

128 2.3. Click the Save link Click the Save link to save the changes Click the Back link Click the Back link to return to the Client Edit page Click the Back link Click the Back link to return to the Clients list page. Page 128

129 3. Access System within Financial 1. Click Setup from the Icon Bar. 2. Click Financial on the Navigation Menu. 3. Select System Access the Tax Details List page Click the Tax Details button to open the Tax Detail List page. Page 129

130 3.2. Click a specific sales tax Click a specific sales tax to open the Tax Details Edit page. Note: If there are two taxes with the same name listed, ensure that the tax of type Sales is selected Verify that Sales is displayed in the Type box. Verify that Sales is displayed in the Type box since the invoices or multi-client invoices are being exported. Page 130

131 3.4. Click the Account browse button. 1. Click the Account browse button (...) to open the Account List page 2. Click the appropriate Great Plains G/L account to associate it to the sales tax. Note: The Accounts box is automatically updated Click the Save 1. Click the Save to save the changes 2. Click the Back link. Note: The taxes are mapped to the Great Plains account. Page 131

132 How do I generate an invoice or multi-client invoice? After billable entries are approved, they can be included in an invoice or multi-client invoice and billed to the appropriate clients. The invoices and multi-client invoices are generated through Invoice Manager and Multi Client Invoice Manager respectively. 1. Select Invoice Manager or Multi Client Invoice Manager 1. Click Financial from the Icon Bar Click Invoice Manager on the Navigation Menu 1.2. Click Multi Client Invoice Manager on the Navigation Menu. Page 132

133 1.1. Click the New icon 1.2. Click the New icon Click the New icon to open the Invoice Edit or Multi Client Invoice Manager Edit page and then create a new invoice or multi-client invoice respectively. Note: When generating an invoice or multiclient invoice, select the Company for which the invoices are being processed to ensure that only the projects associated with the selected company are displayed. Click here to view the how do I associate companies to Invoices and Multi-Client Invoices for more information. Page 133

134 How do I export Invoices or Multi-Client Invoices from Tenrox into Great Plains? The individual or multi-client invoices can be exported with only the credit and debit amounts (transactional information) from Tenrox to a single Great Plains G/L account or with all the objects. When an individual or multiclient invoice is exported directly into a Great Plains G/L as a single transaction, only the G/L accounts and taxes are imported into the Great Plains objects. Click here to view the how do I export Invoices at the G/L Level or click here to view the how do I export Multi-Client Invoices at the G/L Level for more information. Before the invoices can be exported from Tenrox into Great Plains, the invoices must be approved and in the Allow Invoice to be exported option must be selected. For more information on how To verify that the Allow Invoice to be exported state is set for the invoices, click here. Page 134

135 How do I verify that the Allow Invoice to be exported state is set for the invoices? This article covers verifying that the Allow Invoice to be exported option is selected. 1. Click Workflows 1. Click Setup from the Icon Bar. 2. Select Financial from the Navigation Bar. 3. Click Workflows. Page 135

136 2. Click an Invoicing workflow. Click an Invoicing workflow from the list to open the Invoicing Workflow Edit page. 3. Click the States tab. Select the States tab. Page 136

137 4. Click a state from the list. Click a state from the list or double-click a state from the design area to open the State Edit dialog box. 5. Verify that the Allow Invoice to be exported option is selected Verify that the Allow Invoice to be exported option is selected Page 137

138 6. Click the Close link. Click the Close link to close the dialog box. Page 138

139 How do I export an invoice at the G/L level? An individual or multi-client invoice can be exported directly from Tenrox to the Great Plains G/L as a single transaction with only the transactional information.this article covers exporting an invoice at the G/L level. 1. Access the System page within Financial Setup 1. Click Setup from the Icon Bar. 2. Click Financial from the Navigation Menu. 3. Select System. Page 139

140 2. Click the Accounting button Click the Accounting button to open the Accounting System page 3. Click Company Setup 1. Click the Company Setup link which will open the Company List page 2. Click the company name that was selected during the invoice or multi-client invoice generation process to open the Company Edit page. Page 140

141 4. Click the Properties link Click the Properties link to display the Great Plains Integration Properties page. 5. Access the Great Plains Integration Properties page The Great Plains Integration Properties page displays Select the Use G/L Integration for Invoices option. Select the Use G/L Integration for Invoices option. Page 141

142 5.2. Select a Default G/L Account Click the Default G/L Account browse button (...) to select the account to which all debit transactions of the payable batch will be exported. Note: The Use G/L Integration for Invoices option is selected only when exporting invoices at the G/L level. To create the entries in Great Plains as invoices during export, ensure that the Use G/L Integration for Invoices option cleared. If the settings are applied to the default company, then the settings are also applied to all other companies defined in the organization Click Save Click the Save link to save the changes and then click the Back link to return to Company Edit page. Note: After setting the G/L integration option, click here to view the how do I export Individual Invoices article Exporting Individual Invoices or click here to view the how do I export Multi-Client Invoices article for more information on exporting the invoice. Page 142

143 How do I export an individual invoice? The individual invoices can be exported from either the Post Invoice or Invoice Manager page. This article covers exporting an individual invoice. 1. Click Invoice Manager 1. Click Financial from the Icon Bar. 2. Click Invoice Manager from the Navigation Menu to open the Invoice Manager page. Page 143

144 2. Click an Invoice On the Invoice Manager page, click an invoice to open the Invoice Edit page. 3. Click the Transactions Link Click the Transactions link to open the Financial Transactions page. Note: The Financial Transactions page displays all financial transactions in either a summarized or detailed view. 4. Verify that no account information on the Financial Transactions page is displayed in red. Note: The debit and credit amounts should balance at zero. If the accounts are not associated with the proper segmentation codes, they appear in red. Click here to view the how do I setup Segmentation. Page 144

145 5. Click the Back Link. Click the Back link to return to the Invoice Edit page. 6. Click the Post Link. Click the Post link to open the Post Invoice page. Page 145

146 6.1. Available options within the Post Invoice Page Post Date * Invoice Number Invoice template Click the calendar icon to select a date; by default, the current date is displayed. Displays the designated invoice number. Select a template from the drop-down list. Click the Preview link to view the invoice report. Click the Close link to close the invoice report preview window. a copy of the Invoice to the Client Billing Information Payment Overview Select this option to send an to the client with the invoice report as a pdf attachment. The Billing Information is read-only and displays an organization s billing information. The Payment Overview section is read-only and displays the total of all expense and charge entries included in the invoice. * Required Page 146

147 7. Click the Export button Click the Export button to open the Export A/R Invoice to Great Plains page. Note: When exporting invoices to Great Plains, the system will pass the Payment Terms configured for the invoice being exported. If the payment term cannot be found in Great Plains, the transactions will still be exported. The individual invoices can also be exported from the Invoice Manager page by selecting the invoice options and then clicking the Export link to open the Export A/R Invoice to Great Plains page. Available as of: Tenrox 2014 R3 The Payment Terms as a seperate and configurable object in Tenrox Select either an existing batch or click the New icon. Page 147

148 Create a new Batch 1. Click the New icon to open the A/R Invoice Batch Edit page. 2. Specify the following information to create a new batch in Great Plains: Batch Id *: Enter the identification for the invoice, limited to 15 characters. Comment: Enter a comment for or description of the invoice batch, limited to 60 characters. Posting Date: Select the date the invoice batch is posted; by default, the current date is displayed. 3. Click the Save link to return to the Export A/R Invoice to Great Plains page. Note: The date selected should fall within the Great Plains Fiscal Calendar Select an existing Batch Select an existing Batch Click the Next link. Click the Next link to specify, if required, the below required information for the invoice batch. Page 148

149 Document Term PO number Enter the name of the document, if different from the default entry of the Invoice No. Click the browse button (...) to select the appropriate Term from the Term Codes page. Click the Back link to return to the previous Export A/R Invoice to Great Plains page. Enter the PO number Click the Export Link. Click the Export link to display the status of the export process. Note: If the export process is successful, the export status page displays the message that the invoice was successfully exported with the amounts. If the export process fails, the export status page displays an error message listing the problems and possible solutions Click the Back Link Click the Back link to return to either the Post Invoice or Invoice Manager page when the export process is completed to post the invoice. Page 149

150 8. In order to post the invoice(s), do either of the following: 8.1. Click the Post link on the Post Invoice page to post the selected invoice. Click the Post link on the Post Invoice page to post the selected invoice From the Invoice Manager page: 1. Select the invoice(s). 2. Once a selection has been made te Post link become enabled. Click the Post link to post the invoices; marking all entries as billed. 9. When prompted to confirm the posting of the invoice(s), click either of the following: Click Yes to proceed with the posting of the invoice OR Click No to cancel the request. Page 150

151 What information do I view and select on the Post Invoice page? This article covers viewing and selecting the required information on the Post Invoice page. 1. Post Date Click the calendar icon to select a date; by default, the current date is displayed. 2. Invoice Number Displays the designated invoice number. 3. Invoice template Select a template from the drop-down list. Click the Preview link to view the invoice report. Click the Close link to close the invoice report preview window. 4. a copy of the Invoice to the Client Select this option to send an to the client with the invoice report as a pdf attachment. Page 151

152 5. Billing Information The Billing Information is read-only and displays an organization s billing information. 6. Payment Overview The Payment Overview section is read-only and displays the total of all expense and charge entries included in the invoice. Page 152

153 What information do I view and select on the A/R Invoice Batch Edit page? This article covers viewing and selecting the required information on the A/R Invoice Batch Edit page. Batch Id Enter the identification for the invoice, limited to 15 characters. Comment Enter a comment for or description of the invoice batch, limited to 60 characters. Posting Date Select the date the invoice batch is posted; by default, the current date is displayed. Note: The date selected should fall within the Great Plains Fiscal Calendar. Page 153

154 How do I view the summary information of an invoice? The Summary tab displays the following information for the invoices: Billing information Invoice information History information Total amount of charges, items, expenses, taxes and services included in the invoice Accounts Receivable information This article covers viewing the summary information of an invoice. 1. Click Invoice Manager 1. Click Financial from the Icon Bar. 2. Click Invoice Manager from the Navigation Menu to open the Invoice Manager page. Page 154

155 2. Select an Invoice On the Invoice Manager page, click an invoice to open the Invoice Edit page. 3. View Summary information Click the Summary tab to display the summary information for the selected invoice. Note: The summary information is read-only and cannot be modified. Page 155

156 How do I export invoices with Taxable Expenses? When an invoice with billable expense items that are also taxable is generated, the following options can be set for handling and displaying the taxes of an invoice from the Summary tab: Exclude From Invoice: does not calculate the taxes incurred from the taxable expense entry and displays only the expense entry s Net Amount in the Expenses box. Include in Amount: calculates the Gross Amount of the expense entry and display the expense entry s Net + Tax total in the Expenses box. Note: If both the Exclude From Invoice and the Include in Amount check boxes are cleared, then the expense entry s amount and tax amount are displayed in the Expenses and Total taxes boxes respectively. Page 156

157 How do I set up the invoice summary expense entry display options? This article covers setting up the invoice summary expense entry display options. 1. Verify that the sales tax details are defined at the client level Verify that the sales tax details are defined at the client level and the purchase tax details are defined at expense entry level. Note: To display the taxes of an invoice from the Summary tab, the correspondence between the sales tax details at client level (Setup>Work>Clients>Client Edit>Invoice Options>Tax Group List) and purchase tax details at expense entry level (Entries>Expense Report>Expense Report List>Expense Entry Edit) need to be defined. Page 157

158 2. Access the Clients page 1. Click Setup in the Icon Bar. 2. Click Work in the Navigation Menu. 3. Select Clients. View the Clients list View the Clients list. Page 158

159 3. Select a Client Click a client from the list to open the Client Edit page. 4. Click the Invoice Options Tab 1. Click the Invoice Options tab 2. Click the Expense Invoicing button to define how the billable expense items that are taxable are displayed in the invoice summary. Note: Under Expense Invoicing Options (Setup>Work>Clients>Client Edit>Invoice Options), when the Apply Client Tax Group when invoicing Expenses option is selected, the Tax Group for the client is calculated at the client level and not at the expense entry level. Page 159

160 4.1. Click Save Click the Save link to save any changes. Page 160

161 How do I export a multi-client invoice? The multi-client invoice feature allows the generation of a single invoice for multiple clients and projects. The multi-client invoices can be reviewed and approved collectively, as well as exported to an accounting system in a single operation. Before exporting the multi-client invoices to Great Plains, the invoices must be approved and in the Allow Invoice to be exported state of the Invoicing workflow. Click here to view the how do I verify that the Allow Invoice to be exported state is set for the invoices article for more information. 1. Access Multi Client Invoice Manager page 1. Click Financial from the Icon Bar. 2. Click Multi Client Invoice Manager from the Navigation Menu to open the Multi Client Invoice Manager page. Page 161

162 2. Click an Invoice Batch Click an invoice batch to open the Multi Client Invoice Manager Edit page. 3. Click the Transactions Link Click the Transactions link to open the Financial Transactions page. Note: The Financial Transactions page displays all financial transactions in either a summarized or detailed view Verify the Account information Verify that no account information on the Financial Transactions page is displayed in red. Note: The debit and credit amounts should balance at zero. If the accounts are not associated with proper segmentation codes or if the taxes are not associated with the accounts, they appear in red. Click here to view the how do I setup taxes article for more information. Page 162

163 3.2. Click the Back Link Click the Back link to return to the Multi Client Invoice Manager Edit page. 4. Click the Back Link Click the Back link to return to the Multi Client Invoice Manager page. 5. Select the options Select the Invoice Batche(s) to export. Note: The Post and Export links are available only when one or more Invoice Batches are selected. 6. Click the Export Link Click the Export link to open the Export A/R Invoice to Great Plains page. Note: Page 163

164 When exporting invoice batches to Great Plains, the system will pass the Payment Terms configured for the invoice being exported. If the payment term cannot be found in Great Plains, the transactions will still be exported. Available as of: Tenrox 2014 R3 The Payment Terms as a separate and configurable object in Tenrox Select either an existing A/R invoice batch or click the New icon Create a new Batch 1. Click the New icon to open the A/R Invoice Batch Edit page. 2. Specify the following information to create a new batch in Great Plains: Batch Id *: Enter the identification for the invoice, limited to 15 characters. Comment: Enter a comment for or description of the invoice batch, limited to 60 characters. Posting Date: Select the date the invoice batch is posted; by default, the current date is displayed. 3. Click the Save link to return to the Export A/R Invoice to Great Plains page. Page 164

165 Note: The date selected should fall within the Great Plains Fiscal Calendar Select an existing Batch Select an existing Batch Click the Export Link. Click the Export link to display the status of the export process. Note: When exporting a multi-client invoice as a batch type item to Great Plains, ensure that the tax group selected for the invoice is the same as the tax associated with the items in Great Plains and not the clients tax group to avoid problems in cases where multiple items in the invoice are associated with different taxes. If the export process is successful, the export status page displays the message that the invoice batch was successfully exported with the amounts. If the export process fails, the export status page displays an error message listing the problems and possible solutions Click the Back Link Click the Back link to return to the Multi-client Invoice Manager page when the export process is completed. Page 165

166 7. Select the options of the invoice batches. Select the invoice(s). Note: Once a selection has been made te Post link become enabled. 8. Click the Post Link Click the Post link to post the multi-client invoices; marking all entries in the invoice as billed. 9. When prompted to confirm, click either of the following: When prompted to confirm the posting of the multiclient invoices, click either of the following: Click Yes to proceed with the posting of the invoice or Click No to cancel the request Page 166

167 What information do I specify on the A/R Multi Client Invoice Edit page? This article covers the required information specified on the A/R Multi Client Invoice Edit page. 1. Batch Id Enter the identification for the invoice, limited to 15 characters. 2. Comment Enter a comment for or description of the invoice batch, limited to 60 characters. 3. Posting date Select the date the invoice batch is posted; by default, the current date is displayed. Note: The date selected should fall within the Great Plains Fiscal Calendar. Page 167

168 How do I override a G/L Account at the Client Level? The Great Plains G/L account can be overridden at the client level in Tenrox. The default Account Receivable G/L account can be overridden at the client level to ensure that any payables generated for an invoice associated with this client uses the selected account as the debit account for its transactions. 1. Access the Clients page 1. Click Setup in the Icon Bar. 2. Click Work in the Navigation Menu. 3. Select Clients. Page 168

169 2. Select the client From the Clients list, select the appropriate client. 3. Select the Invoice Options tab Upon the Client Edit page displaying: Click Invoice Options tab. Page 169

170 4. Click the Accounts Receivable browse button 1. Click the Accounts Receivable browse button (...) to select a G/L account from the Account List page. 2. Selecting a G/L account. 3. This will will automatically display the Client Edit page where the selected G/L account against the Accounts Receivalbe Page 170

171 5. Save your changes Click the Save link to save the changes. Note: When exporting at the GL level, the invoice exported to Great Plains resides in the Great Plains list of transactions (Transaction>Financial >General); otherwise, the invoice resides in Transaction>Sales>Receivable Batches. For more information on exporting at the GL level, see Exporting Invoices or Multi-Client Invoices at the G/L Level. Page 171

172 How do I export payroll batches? A payroll is generated to calculate the costed (compensation) amount that employers owe their employees. The payroll exporting feature allows the export of users costed time to Great Plains timecards. The illustration overviews the process for exporting the payroll batches to Great Plains. Importing Objects into Tenrox Before exporting the payroll batches, the following objects are imported into Tenrox. Click here to view the how do I import objects from Great Plains to Tenrox for more information. Pay Codes: codes that define how employee earnings and deductions are handled. Employees as Users: users whose time entries are tracked. Page 172

173 How do I set up global pay codes? The pay codes define the type and rate of compensation for users when generating a payroll batch; therefore, the set up of pay codes is important for the export of payroll batches. The pay codes are applied to regular time, overtime, double overtime, leave time, and charge entries to ensure employees are properly compensated. This article covers setting up global pay codes. 1. Import the Pay Codes Note: Click here to view more information on how to import objects from Great Plains into Tenrox. 2. Access the Financial System page 1. Click Setup in the Icon Bar. 2. Click Financial in the Navigation Menu. 3. Select System. Page 173

174 3. Click the Chart of Accounts button Click the Chart of Accounts button to open the Chart of Accounts page. 4. Click the Pay Codes Link Click the Pay Codes link to open the Pay Codes page to set the global pay codes for all users in the organization. Page 174

175 5. Below are the definitions of each section on the Pay Codes page: SECTION Regular Time Pay Code Priority Overtime Pay Code Priority Double Overtime Pay Code Priority Charges Pay Code Priority Leave Time Pay Code DESCRIPTION Defines the rate of compensation when users include regular hours in their timesheets; regular hours are typically defined as eight hours per day. Defines the rate of compensation when users include overtime in their timesheets. Defines the rate of compensation when users include double overtime in their timesheets. Defines the rate of compensation when users include specific payable charges in their timesheets. Defines the rate of compensation when users are on leave by tracking special work types, such as vacation and sick leave. Note: For the regular time, overtime, and double overtime entries, the priority level can be set for the objects User, Project, Task, and Work Type. For the charge entries, the priority level can be set for the objects User, Project, Task, Work Type and Charge. There is no priority level set for the leave time entries. Page 175

176 6. Click the Default browse button For each of the above-mentioned section, click the Default browse button (...) to select a pay code type for the regular time, overtime, double overtime, charge and leave time entries. 7. Select an object from the Priority 1, Priority 2, and Priority 3 Lists For each of the above-mentioned section, excluding the Leave Time Pay Code section, select an object from the Priority 1, Priority 2, and Priority 3 lists to set the priority for each pay code type. Page 176

177 8. Click the Save Link Click the Save link to save the priority settings. Note: The global pay codes settings can be overridden at the object level. Click here for more information on how to override global pay codes. Page 177

178 What are the options on the Pay Codes page? This article covers the required information on the Pay Codes page. 1. Regular Time Pay Code Priority Defines the rate of compensation when users include regular hours in their timesheets; regular hours are typically defined as eight hours per day. 2. Overtime Pay Code Priority Defines the rate of compensation when users include overtime in their timesheets. 3. Double Overtime Pay Code Priority Defines the rate of compensation when users include double overtime in their timesheets. Page 178

179 4. Charges Pay Code Priority Defines the rate of compensation when users include specific payable charges in their timesheets. 5. Leave Time Pay Code Defines the rate of compensation when users are on leave by tracking special work types, such as vacation and sick leave. Note: For the regular time, overtime, and double overtime entries, the priority level can be set for the objects User, Project, Task, and Work Type. For the charge entries, the priority level can be set for the objects User, Project, Task, Work Type and Charge. There is no priority level set for the leave time entries. Page 179

180 How do I override a pay code at the object level? The global pay code setup can be overridden at the object level. The regular, overtime and double overtime pay codes can be overridden for users, projects, tasks and work types. For example, an hourly pay code can used for the regular time entries at the global level; however, a weekly hourly pay code can be used for the regular time entries at the object level.the pay codes for leave time entries cannot be overridden at an object level. To override leave time pay codes, click Setup>Timesheet>Leave Time and select a leave time type from the list to open the Leave Time Edit page, then click the Pay Codes button to override a leave time pay code. Note: The pay code associated with a Tenrox user must be the same as the one associated with the Great Plains employee. 1. Select an Object OBJECT Users Projects Tasks Work Types NAVIGATION Click Setup>Organization>Users. Click a user from the list to open the User Edit page. Click the Employment tab. Click Setup>Work>Projects. Click a project from the list to open the Project Edit page. Click the Options tab. Click Setup>Work>Tasks. Click a task from the list to open the Task Edit page. Click Setup>Work>Work Types. Click a work type from the list to open the Work Type Edit page. Page 180

181 OBJECT Charges NAVIGATION Click Setup>Financial>Charges. Click a charge from the list to open the Charge Edit page. Note: The charge pay code can be overridden for users, projects, tasks, work types and charges. For leave time entries, each individual leave time task can override the global leave time pay code. Select an object to override its global pay code setup. Note: The example screenshots are taken by selecting the Users object Page 181

182 2. Click the Pay Codes Button Click the Pay Codes button to open the Pay Codes page. 3. Click the Browse button Click the browse button (...) for the appropriate box to select the pay code type for the regular time,overtime, double overtime or charge entries Note: If there is an override at the object level, the system first checks the priorities set in the global pay code setup and then applies the appropriate pay codes. Click here to view the how do I setup global pay codes article or more information. Page 182

183 4. Click the Save Link Click the Save link to save the changes Creating Time Entries Before the timesheets are included in a payroll batch, they must be completed and then submitted for approval. The payroll batch process generates the payroll for all users in the selected period. Note: The time entries must be marked as payable to appear in the payroll batch. Page 183

184 How do I generate a payroll batch? After the timesheets are approved, they can be included in a payroll batch and exported. The payroll batch process generates the payroll for all users in the selected period. After a payroll batch is generated, it can then be exported in a single operation.this article covers generating a payroll batch. 1. Access the Payroll Batches Not Posted page 1. Click Financial from the Icon Bar. 2. Select Payroll from the Navigation Bar to open the Payroll Batches Not Posted page. Page 184

185 2. Create a New Payroll Batch Click the New icon to open the Payroll Batch page and then create a new payroll batch. Note: When generating a payroll batch, select the Company for which the payroll batches are being processed to ensure that only the users associated with the selected company are displayed. Click here to view the how do I associate companies to payroll, payable and WIP accrual batches for more information. Page 185

186 How do I export a payroll batch from Tenrox to Great Plains? The actual payroll amounts and processing are handled in Great Plains since the users timesheet entries are associated with a specific Great Plains pay code when exported. Click here to view the how do I setup global pay codes article for more information on pay codes. 1. Access the Payroll Batches Not Posted page 1. Click Financial from the Icon Bar. 2. Select Payroll from the Navigation Bar to open the Payroll Batches Not Posted page. Note: A payroll batch cannot be posted until all time entries in the batch interval are approved. Page 186

187 2. Click the Payroll Batch Click a payroll batch to open the Payroll Batch page. 3. Click the Pay Codes Link Click the Pay Codes link to view the payroll transaction information. 4. Click the Back Link Click the Back link to return to the Payroll Batch page. 5. Click the Post Link Batch Number Displays the designated batch number. Page 187

188 Post Date * Payroll Template Click the calendar icon to select a date; by default, the current date is displayed. Select a template from the drop-down list. Click the Preview link to view the payroll batch. Click the Close link to close the payroll batch preview window. Overview The Payment Overview section is read-only and displays the total of all expense and money charge entries included in the payroll batch. * Required Click the Post link to open the Post Payroll Batch page. 6. Click the Export Button Click the Export link to display the status of the export process. Note: If the export process is successful, the export status page displays the message that the payroll batch was successfully exported with the amounts. If the export process fails, the export status page displays an error message listing the problems and possible solutions Click the Back Link Click the Back link to return to the Post Payroll Batch page after the export process is completed. Page 188

189 7. Click the Post Link Click the Post link to post the payroll batch, marking all time entries as paid. 8. When prompted, Click Either, When prompted to confirm the posting of the payroll batch, click either: Yes to proceed with the posting of the payroll batch OR No to cancel the request 9. Click the Back Link Click the Back link to return to the Payroll Batch page. 10. Click the Back Link Click the Back link to return to the Payroll Batches Not Posted page. Page 189

190 11. Click the History Link Click the History link to open the Payroll Batches Posted page, which displays all payroll batches that are posted Click the Batch Number Click the batch number of a specific payroll batch to display its information. Page 190

191 What are the opions on the Post Payroll Batch page? This article covers the required information on the Post Payroll Batch page. 1. Batch Number Displays the designated batch number. 2. Post Date Click the calendar icon to select a date; by default, the current date is displayed. 3. Payroll Template Select a template from the drop-down list. Click the Preview link to view the payroll batch. Click the Close link to close the payroll batch preview window. 4. Overview The Payment Overview section is read-only and displays the total of all expense and money charge entries included in the payroll batch. 5. Export Click the Export list to select from a list of available export options. Page 191

192 How do I export WIP Accural Batches? The WIP Accrual Manager creates batches to process the WIP transactions for selected projects. The WIP accrual batch exporting feature allows users to create a new or append an existing G/L batch in Great Plains. The illustration overviews the process for exporting the WIP accrual batches to Great Plains. Importing Objects into Tenrox Before exporting the WIP accrual batches, the GL accounts are imported into Tenrox. Click here to view the how do I import objects from Great Plains into Tenrox for more information. Page 192

193 How do I set up the WIP policy defaults? The WIP policy defaults are set up at the company level to allow users to define the WIP rule types on a per project basis. This article covers setting up the WIP policy defaults. 1. Access the System page within Financial Setup 1. Click Setup from the Icon Bar. 2. Select Financial from the Navigation Bar. 3. Click System. Page 193

194 2. Click the Accounting button Click the Accounting button to open the Accounting System page. 3. Access Company List page Click the Company Setup link to open the Company List page. Page 194

195 4. Select a Company From the List Click the company name to open the Company Edit page. Page 195

196 5. Click the WIP Policy Link Click the WIP Policy link to open the WIP Policy Defaults page and then specify the following: WIP Accrual Number Defaults Under this section, define the company defaults for the WIP Accrual Batch number: Current WIP Accrual number: Enter the batch number to generate the next time a WIP accrual batch is created. WIP Accrual - number prefix: Enter the prefix that precedes the Current WIP Accrual number. WIP Accrual - number digits: Enter the total number of digits for the WIP of accrual batch number. Note: If the WIP Accrual Number Defaults are not defined, the settings specified at the global level are used. Account Defaults Under this section, define the default WIP and revenue accounts: Page 196

197 Default WIP Account *: Click the browse button (...) to select the default account from the Account List page. Default Revenue Account *: Click the browse button (...) to select the default account from the Account List page. Note: The Account Defaults boxes are required that are set, by default, to the system default account. Time and Material Policy Defaults Under this section, define the default settings for the Time and Materials rule: Select the entry type option. Click the browse button (...) to select the account from the Account List page for these boxes: - WIP Account - Revenue Account Note: Separate WIP and Revenue accounts can be set up for each entry type. The entry types available are based on licensing. By default, the options are cleared. When a Time and Materials type WIP Policy rule is defined for a project, the Time and Material Policy Defaults defined at the company level are inherited by the project. However, if the project company changes at a later date, the rule settings are not updated. * Required Available as of: Tenrox 2011 R3. The Revenue Recognition link is renamed WIP Policy and the Revenue Recognition Defaults page is renamed to WIP Policy Defaults. Page 197

198 6. Save your changes 1. Click the Save link to save the changes 2. Then click the Back link to return to the Client Edit page. Page 198

199 What information do I specify and select on the WIP Policy Defaults page? This article covers the required information specified on the WIP Policy Defaults page. 1. WIP Accural Number Defaults Under this section, define the company defaults for the WIP Accrual Batch number: Current WIP Accrual number - Enter the batch number to generate the next time a WIP accrual batch is created. WIP Accrual number prefix - Enter the prefix that precedes the Current WIP Accrual number. WIP Accrual - number of digits - Enter the total number of digits for the WIP accrual batch number. Page 199

200 Note: If the WIP Accrual Number Defaults are not defined, the settings specified at the global level are used. 2. Account Defaults Under this section, define the default WIP and revenue accounts: Default WIP Account - Click the browse button (...) to select the default account from the Account List page. Default Revenue Account - Click the browse button (...) to select the default account from the Account List page. Note: The Account Defaults boxes are required that are set, by default, to the system default account. 3. Time and Material Policy Defaults Under this section, define the default settings for the Time and Materials rule: Select the entry type option. Click the browse button (...) to select the account from the Account List page for: WIP Account Revenue Account Note: Separate WIP and Revenue accounts can be set up for each entry type. The entry types available are based on licensing. By default, the options are cleared. When a Time and Materials type WIP Policy rule is defined for a project, the Time and Material Policy Defaults defined at the company level are inherited by the project. However, if the project company changes at a later date, the rule settings are not updated. Page 200

201 How do I define the WIP Policies? A WIP policy is defined for a given project that is then used by the WIP accrual batch to calculate the revenue to be recognized. The total amount of revenue to recognize can be based either on a fixed amount or a project's running total amount. Click here to view the how do I define he WIP Polices at the Project Level for more information. Click here to view the how do I define the WIP policies at the Financial System Level for more information. Page 201

202 How do I define the WIP policy at the Project Level? When the WIP Policy option is accessed from the Project Edit page, the Project, Client, Currency (set to the client currency) and Company (set to company that the project belongs) boxes are read-only. This article covers defining a the project level. 1. Access Projects list page 1. Click Setup from the Icon Bar. 2. Select Work from the Navigation Bar. 3. Click Projects. Page 202

203 2. Select a Project from the list Click a project from the list to open the Project Edit page. 3. Click the Options Tab 1. Click the Options tab 2. Click the WIP Policy button to open the WIP Policy Edit page that displays the WIP policy for the selected project. Note: The WIP Policy button is available for suspended projects but not for placeholder projects. Available as of: Tenrox 2011 R3. The Revenue Recognition button is renamed WIP Policy and the Revenue Recognition Policy Edit page is renamed WIP Policy Edit. Page 203

204 4. Select a Rule From The Rule Type List Select a rule from the Rule Type list to display the corresponding WIP Rule Options. Note: By default, None is displayed in the Rule Type box The following two account boxes also appear: Upon selecting a Rule Type, in addition to the WIP Rule Options appearing, the following two account boxes also appear. WIP Account * Click the browse button (...) to override the specified WIP account that is set by default at the company level; Revenue Account * Click the browse button (...) to override thes pecified revenue account that is set by default at the company level * Required Page 204

205 4.2. WIP Rule Options based on the Rule Type selected: Fixed Price with Average Rate WIP is based on the percent (%) complete between the time budget defined and the actual time using an average rate. The available WIP Rule Options are: Budgeted Hours *: Specifies the Project Current Time Budget by default (the first time the rule is created) that can be overridden by the user; if multiple budgets exist for a project, they are summed up. Average Rate *: Specifies the hourly rate used to calculate the revenue; uses existing project and user forecasting rates as the average rate defined in the client currency. Note: The Budgeted Hours and Average Rate can be updated while a project is included in an accrual batch. The entries in the batch are not be updated until the batch is updated. Changing the client currency does not rerate the average rate defined. Can override Percent to Recognize: Select the optionto override the % to recognize in the accrual batch that is calculated by the system; option is cleared by default. Note: The Fixed Price with Average Rate rule only accounts for approved billable entries of type Time for all the project s tasks (including suspended and decommissioned tasks). For example, if an average rate of $ and a time budget of hours is defined, then for 80 hours of billable work completed, the % complete at accrual time is 80% and the revenue to recognize is $8, (80 hours * $ average rate). Page 205

206 Time and Materials WIP is based on the work performed on a project (when billable entries are approved for all tasks in the project within the project s start date and the accrual batch date); for example, 10 hours of work at a billable rate of $ per hour recognizes a revenue of $1, The available WIP Rule Options are: Apply to approved entries of type: Under this section, select the options of the following entry types to include in the WIP accrual: Time Expense Charge Product For each of the following boxes, click the browse button (...) to select the account from the Account List page: WIP Account Revenue Account Note: If no accounts are specified for the entry types, the project accounts are used. Page 206

207 Percent Complete An amount of the project milestone billing rule is recognized based on the Milestone % complete specified on the Milestone Edit page. The available WIP Rule Options are: Total Revenue: (read-only) Specifies the sum of all amounts set for the project milestone billing rules (converted to the client currency using the exchange rate of the current date). Use system Milestone Percent Complete: Select the option to use the % complete defined for the Milestone in the accrual batch; by default the option is cleared. Can override Percent Complete: Select the option to override the % complete in the accrual batch that is specified on the Milestone Edit page; by default the option is cleared. Note: Changing the client currency does not rerate the Total Revenue. 5. Save your changes Click the Save link to save the changes. Page 207

208 How do I define a batch number for a WIP accrual batch? Each WIP accrual batch is associated with a batch number that is used to process the WIP transactions for the selected projects. The global settings for the WIP accrual batches are defined before the batches can be created, generated or posted. 1. Access the Financial System page 1. Click Setup in the Icon Bar. 2. Click Financial in the Navigation Menu. 3. Select System. Page 208

209 2. Open the WIP Accrual Setup page. Click the WIP Accrual button to access the WIP Accrual Setup page. 3. Define the following for the WIP accrual number: Current WIP Accrual number *: Enter the batch number that is to be generated the next time a WIP accrual batch is created. WIP Accrual number prefix: Enter the prefix that is to precede the Current WIP Accrual number. WIP Accrual - number of digits *: Enter the total number of digits for the WIP accrual batch number. Allow WIP Accrual number override: Select this option to allow users to override the WIP accrual batch number from the WIP Accrual Batch Edit page; by default, the option is cleared. Create <x> WIP Transactions: Select the type of WIP transactions to be created by selecting the transaction type from the list; by default, reversal is selected as the transaction type. The options are: 1. Reversal - Select this type to roll back any WIP transaction for a project and send a new WIP transaction. Page 209

210 2. Incremental - Select this type to create a WIP transaction for the difference between the last and the new WIP transaction for the project. For example, if $10, is recognized at the end of January and $25, (additional $15,000.00) is recognized at the end of February, the following applies: Reversal example: One WIP transaction is generated that credits WIP with $10, and debits revenue with $10, and another WIP transaction is generated that debits WIP with $25, and credits revenue with $25, Incremental example: One WIP transaction is generated that debits WIP with $15, ($25, ,000.00) and credits revenue with $15,000.00; if the incremental amount is a negative amount of -$1, for example, one WIP transaction is generated that credits WIP with $1, and debits revenue with $1, * Required Field 4. Save your changes Click the Save link to save the changes. Note: If there are open batches when saving an updated WIP transaction type, a message indicates that changing the WIP transaction type will regenerate the WIP transactions for all non-posted WIP accrual batches. Click No to cancel the save action or Yes to regenerate the transactions for all open batches using the new transaction type (only the transactions are regenerated, the WIP accrual batch is not updated). Page 210

211 How do I generate a WIP accural batch? Before a WIP accrual batch is generated, the projects are first included to the accrual batch. From the WIP Accrual Manager page, users can create, delete, post and export WIP accrual batches with transactions. 1. Navigate to the WIP Accrual Manager Page To navigate to the WIP Accrual Manager page, by either one of the following methods: 1. Click Financial in the Icon Bar. The click the WIP Accrual Manager link in the Navigation Menu. 2. Click Portal in the Icon Bar. The click the Client Central link in the Navigation Menu. Then select the WIP Accrual Manager tab within the Client Central page. 2. Click the New Link Click the New link to create a new WIP accrual batch, and if required, edit the following: Page 211

212 2.1. Select the Company From Drop-down List Company: Select the company from the list, if different from the system default company that automatically displays Click the Calendar Icon Batch Date: Click the calendar icon to select a date. Note: if different from the default, current date that automatically displays. 3. Click the Save Link Click the Save link to automatically generate the batch number using the defined accrual settings. For more information defining the WIP accrual batch numbers, see Defining the WIP Accrual Batch Numbers. Note: Click here to view the how do I define a WIP Accural Batch Number article for more information. After a WIP accrual batch is saved, the General and Transactions tabs are displayed, the Company and Batch Date boxes are no longer editable, and as long as the Allow WIP Accrual number override option is selected, the batch number can be edited. When a batch number is changed, the system verifies that the number entered is unique; otherwise, the batch number cannot be saved. 4. View the information for the WIP Accrual Batches From the General tab, view the information for the WIP accrual batches and expand each entry to view the details for each project. Page 212

213 Note: Suspended projects are displayed in red. 5. Click the Select/Unselect Project Link Click the Select/Unselect Project link to add or remove projects from the WIP accrual batch Click the Back Link Click the Back link to return to the WIP Accrual Batch Edit page. Note: The Available Projects list displays all suspended and active non-placeholder projects that can be added to the batch; however, projects that are already included in non-posted batches are not listed. Page 213

214 6. Click the Update Link Click the Update link to update the entries and regenerate the transactions. Note: The Update link is available as long as the batch is not exported or posted. The Update link can also be accessed from the Transactions tab. 7. Click the Transactions Tab COLUMN Account DESCRIPTION Displays the account ID. Account Name Displays the account name. Debit Displays either the WIP or revenue debited amount. Credit Displays either the WIP or revenue credited amount. Currency Displays the client currency. Reference (revenue rows) Displays for all the rule types the Client Name, Project Name and Type of rule, as well as the Type of entry for the Time and Materials rule type; if the transaction is intended for reversal purposes, Reversal is also added. Page 214

215 COLUMN Reference (WIP rows) DESCRIPTION Displays WIP Account and Project Name; if the transaction is for reversal purposes, Reversal is also added. Note: The transactions are generated every time the WIP accrual batch is updated. The Transactions tab displays the debit and credit information grouped by project. The Total Debit and Total Credit amounts are displayed in the system currency. Click the Transactions tab to view the generated debit and credit information grouped by project. 8. Click the Export Link Click the Export link to export the transactions; for more information, see Exporting a WIP Accrual Batch to Great Plains Confirm the Export Displays Upon the prompt to confirm the exporting displays, click either of the following: Yes to export the batch OR No to cancel the action Page 215

216 8.2. View the status of the export process View status of the export process. 9. Click the Post link Click the Post link to lock the WIP accrual batch and make the projects available for selection in other batches Confirm the posting displays Upon the prompt to confirm the posting displays, click either of the following: Yes to post the batch OR No to cancel the action Note: The Post link can also be accessed from the General tab. Page 216

217 How do I export a WIP accrual batch to Great Plains? The Export link is enabled when Great Plains is set up as the accounting system; for more information, see Setting Up the Connection Between Tenrox and Great Plains. When a user selects a WIP accrual batch for export, either a new General Ledger (G/L) batch is created or appended to an existing G/L batch in Great Plains. Each G/L batch in Great Plains contains one or multiple Journal Entries with each Journal Entry containing one or multiple Journal Entry Details. The Tenrox WIP accrual batch is sent to Great Plains as follows: WIP accrual batch is exported in a new or existing G/L batch. Each project within the Tenrox WIP accrual batch is created as a single Journal Entry in the G/L batch. Each project transaction in the Tenrox. Click here to view the how do I map the Tenrox WIP Accrual and the Great Plains G/L Batch Transaction Entries article for more information. Page 217

218 1. Access the WIP Accrual Manager page 1. Click Financial in the Icon Bar. 2. The click the WIP Accrual Manager link in the Navigation Menu to open the WIP Accrual Manager page. 2. Select a WIP accrual batch Select a WIP accrual batch from the list. Page 218

219 3. Click the Export Button Click the Export button to open the Export G/L Batch page that displays a list of existing nonposted G/Lbatches in Great Plains Select a Batch number Select a Batch Number and click Export 3.2. Confirm Initiating the Export Process When prompted to confirm initiating the export process, click either: Yes to proceed OR No cancel export process of the WIP accrual batch. Note: After the WIP accrual batch is exported, it is automatically posted and a message confirming that the export was successful is displayed on the Export G/L Batch page. After a batch is posted, it can no longer be modified, deleted or reexported to an accounting system. If the export process fails, the batch will not be posted and the Export G/ L Batch page lists the reasons the export failed. Page 219

220 3.3. Click the Back Link Click the Back link to return to the WIP Accrual Manager page once the the status of the export process is displayed. Page 220

221 How do I map the Tenrox WIP Accural and the Great Plains G/L Batch Transaction Entries? Tenrox integration with Great Plains involves the mapping of key data for the accounts. In Great Plains, users look up the batches from the Batch Entry window and open the Transaction Entry window by clicking the Transactions button. From the Transaction Entry window, users can then open each transaction for the specified batch by using the Journal Entry lookup. Page 221

222 Table For Mapping the Tenrox WIP Accrual and the Great Plains G/L Batch Transaction Entries 1. Batch Entry boxes Batch Entry boxes Batch ID Comment Origin Frequency Tenrox Set to the selected batch in Tenrox Set to the description entered on the G/L Batch Edit page for a new batch creation Defaults to General Entry (cannot set after the batch is created) Defaults to Single Use 2. Transaction Entry boxes Transaction Entry boxes Journal Entry (number) Batch ID Transaction Type Transaction Date Source Document Reference Currency ID Distribution Reference Account Debit/Credit Tenrox Generated by Great Plains Set to the selected batch in Tenrox Set to Standard in Great Plains Set to the Tenrox WIP accrual batch date Defaults to General Journal (GJ) Set to <Tenrox Batch Number>_<Tenrox Project code> Set to the corresponding client s currency Set to the Tenrox transaction reference Set to the Tenrox transaction account (WIP or Revenue) Amount of debit or credit (cannot contain the currency code or the thousand separators; the amount is set in the client currency) Page 222

223 Transaction Entry boxes Exchange Rate Tenrox Exchange rate in Great Plains set at export time (the rate used is Tenrox s exchange rate from the date of the batch for regular transactions); for Reversal transactions, the rate is the one of the reversed batch Page 223

224 How do I export revenue batches? The Revenue Batch allows recognizing deferred revenue up to the selected date (revenue batch date) and sending it over to the accounting system. Import Objects Into Tenrox Before exporting the Revenue batches, the GL accounts are imported into Tenrox. Click here to view the how do I import objects from Great Plains into Tenrox article for more information. Export Process The export process creates a new G/L batch or appends to existing G/L batch in Great Plains. Each G/L batch within Great Plains contains one or multiple Journal Entries. And each Journal Entry contains one or multiple Journal Entry Details. The Tenrox Revenue Batch is sent to Great Plains as follows: Page 224

225 The Revenue Batch is exported in the selected G/L Batch. Each Project within the Tenrox Revenue Batch is created as a single Journal entry in the G/L Batch. Each Project transaction within the Tenrox Revenue Batch is created as a single Entry Detail for that batch's corresponding Entry in the G/L Batch. Exporting a Revenue Batch to Great Plains Once the Great Plains accounting system is setup, clicking the Export link, from either the Revenue Batch Manager page or from the Revenue Batch Edit page, opens the Export G/L Batch page from where the user can select a G/L Batch to which the Revenue Batch is to be exported. The Export G/L Batch page At the top of the Export G/L Batch page, the following two (2) are available: LINK Back Export DESCRIPTION Click this link to close the page and return to either the Revenue Batch Edit page or Revenue Batch Manager page. Click this link to proceed with the exporting. Upon clicking, a message displays reading: "The Revenue Batch will be posted once it is successfully exported. Once a Revenue Batch is posted, it can no longer be modified, deleted or re-exported to the accounting system. This process cannot be reversed. Are you sure you want to continue?" Click Yes to have the export process begin. Click No to cancel the action. Page 225

226 LINK New (icon) DESCRIPTION Click this icon, found to the far left of the table header, to create a new G/L Batch to which the Tenrox Revenue Batch is to be exported. The table For each batch listed, it displays the Number, the Status, the Description, the Entries and the Amount: COLUMN Number Status DESCRIPTION The Batch Id, which can be up to 15 characters long. Indicates whether the batch is Available or not. Description The description of the G/L Batch, which can be up to 60 characters. Entries Amount The number of entries within the batch. The total amount of the batch. Page 226

227 How do I create a new G/L Batch through the Export G/L Batch page? Creating a new G/L Batch can be done through either the Revenue Batch Manger or Revenue Batch Edit page. 1. Access the Revenue Batch Manager page Access the Revenue Batch Manager page through either of the following avenues, then proceed to Step Through the Financials Icon Bar 1. Click Financial from the Icon Bar. 2. Click Revenue Batch Manager from the Navigation Menu, to open the Revenue Batch Manager page Page 227

228 Click Portals from the Icon Bar. 2. Click Client Central from the Navigation Menu, to open the Client Central page 3. Click the Revenue Batch Manager link 2. Access the Revenue Batch Edit Page Access the Revenue Batch Edit page by first opening the Revenue Batch Manager as detailed above. 3. Select a Revenue Batch Upon the Revenue Batch Manager page opening, select a Revenue Batch. 4. Click the Export Link Page 228

229 5. Confirm Initiating the Export Process When prompted to confirm initiating the export process, click either: Yes to proceed OR No cancel export process of the WIP accrual batch. 6. Select a Batch number 1. Select a Batch Number 2. Click Export 7. View the status of the export process View status of the export process. Page 229

230 8. Click the Back Link Click the Back link to return to the Revenue Batch Edit page. Page 230

231 How do I retrieve the results of exporting venue batches? This article covers retrieving the results of exporting venue batches. Click the Export link from either the Revenue Batch Manager page or from the Revenue Batch Edit page to export the revenue batch to Great Plains. The Revenue Batch is exported to Great Plains as a Journal Entry. 1. View the status of the export process 1.1. Successful Export Once the Export has been successfully processed, the Revenue Batch in Tenrox is automatically posted and set as Exported, and the Export G/L Batch page displays confirming that the export was successful. The Messages box reads: Export for company: <Company Name> Export of Revenue Batch: <Revenue Batch Number> Export completed successfully Failed Export If the Export fails for any reason, the batch is not set as exported and is not posted. The system displays the Export G/L Batch page which lists reasons as to why the export failed. The Messages box reads: Export for company: <Company Name> Export of Revenue Batch: <Revenue Batch Number> Export failed. <Reasons for failure> Page 231

232 What is the purpose of the export process? The export process creates a new G/L batch or append to existing G/L batch in Great Plains. Each G/L batch within Great Plains contains one or multiple Journal Entries. And each Journal Entry contains one or multiple Journal Entry Details. The Tenrox Revenue Batch is sent to Great Plains as follows: The Revenue Batch is exported in the selected G/L Batch. Each Project within the Tenrox Revenue Batch is created as a single Journal entry in the G/L Batch. Each Project transaction within the Tenrox Revenue Batch is created as a single Entry Detail for that batch's corresponding Entry in the G/L Batch. Page 232

233 How do I map between Tenrox and Great Plains? Tenrox integration with Great Plains involves the mapping of key data for the accounts. In Great Plains, users lookup the batches from the Batch Entry window and open the Transaction Entry window by clicking the Transactions button. From the Transaction Entry window, users can then open each transaction for the specified batch by using the Journal Entry lookup. View the table below for more information. The following table depicts the data that is mapped between the Tenrox Revenue Batch and the Great Plains G/L Batch: Mapping Between Tenrox and Great Plains Great Plains Tenrox Batch Batch ID This box is set to the G/L Batch selected in Tenrox. Comment In the case that a new batch is being created, this box is set to the Description entered on the G/L Batch Edit page. Page 233