Transaction entry in Microsoft Dynamics GP (Great Plains) Payables Management

Transaction entry in Microsoft Dynamics GP (Great Plains) Payables Management

You can use Payables Management in Microsoft Dynamics GP (Great Plains) to enter, post and track invoices, credit memos and similar vendor documents.


To enter a Payables Transaction in GP:


1. From Purchasing / Transactions, open Transaction Entry.




2. Your Voucher Number will default and auto populate. (Note – This is a unique system generated number and is NOT the invoice number provided by the Vendor.  It is recommended that you do not change this number.)



3. CLICK in the Batch ID field and enter a Batch ID: We recommend that this be a specific identifier, such as initials of the user and date.  EX:  RC08242022


After entering the Batch ID, Tab

The system will ask if you want to add the batch.



4. Click Add and add your batch in the batch entry window that will come up.



  • Comment: You can add a description or comment about your batch in this field.

  • Frequency: Select the frequency of your batch.  For example, we are using a single use batch.
  • Posting Date: This date can be changed.  The system should automatically default to the current date.  **NOTE:  You cannot enter a posting date for a batch that is in a prior period if that period is closed!
  • Select the checkbook ID
  • Control totals are only required when Batch Approval is required based on your Payables setup.
  • SAVE the batch


5. Enter a Doc. Date for your transaction. This is usually the invoice date of the transaction you are entering.


6. Enter a description for your invoice if needed.



7. Select your vendor and update or fill in the invoice information: document number, PO number if necessary.  (Some information will default from the Vendor)



8. Enter your invoice amounts:




9. Click on DISTRIBUTIONS and enter or check your GL accounts. Ensure the sum of the amounts by Type on the Transaction Entry Distributions window match the invoice amounts from Transaction Entry window, for example:

    1. PURCH = Purchases
    2. TRADE = Trade Discount
    3. PAY = On Account


10. Click OK



11. Verify your entry looks correct


12. Select SAVE.




13. Continue entering transactions to your batch until you are done. The next default voucher number will automatically come up.


If you need additional assistance, then get in touch with our support team

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Steve’s been with SMB Suite since 1998 and has been involved with nearly every aspects of the Company’s business as a strategist, professional services executive, cloud solutions architect, and senior consultant. In his current role, Steve is responsible for SMB Suite’s revenue and oversees the execution of ERP, CRM and BI projects for customers across a broad range of industries. Steve combines his expertise in MS Dynamics GP, CRM and other Microsoft products with a strong foundation in accounting and business to identify gaps and streamline customers’ processes. Prior to co-founding SMB Suite, Steve was previously Corporate Controller for MEHLE Behr and, prior to that, Audit Senior for Ernst & Young. Steve holds a Bachelor of Business Administration degree from the University of Texas at Arlington.

Jeremy is responsible for SMB Suite’s technology vision, strategy and implementation and is the architect of the Company’s Dynamics Cloud Platform. Highly adept in every facet of managed services, ERP systems and e-commerce platforms, Jeremy’s expertise spans the implementation and support of business and financial software solutions, as well as the customization and integration of SMB Suite’s cloud ERP technology stack. He holds numerous Microsoft and industry-related certifications, and was primarily responsible for designing the Company’s progressive business services platform in the early days of the Cloud. Prior to SMB Suite, Jeremy served as the financial analyst, systems administrator, and information systems liaison for a $2 billion financial services corporation.

Monty is responsible for SMB Suite’s day-to-day operation and, most importantly, its customers. As a leader, motivator and mentor, Monty creates loyal high performance teams willing to “walk through walls” to accomplish their goals. Prior to SMB Suite, Monty served as President of The Bradshaw Group (TBG), a global distributor, manufacturer, and repair facility for digital printers. In this role, he was the Company’s ambassador to its most important domestic, European and Latin American customers and TBG achieved a best-in-class Net Promoter Score of 74 for its superb customer satisfaction. Prior to TBG, Monty served as the General Manager of Sam’s Clubs three highest grossing U.S. stores and was named Regional Operator of the Year in 1999. Monty holds a BBA in Marketing from Texas Tech University and is an active member of Business Navigators. He has been active in Vistage International, Executives in Action, the Dallas/Fort Worth Retail Executives Association, as well as, A.P.I.C.S., the leading professional association for supply chain and operations management. Monty also volunteers with Hunger Busters and ManeGait, a therapeutic horsemanship organization.

David is a proven financial and information technology professional with expertise in providing business accounting software and computing solutions. He began his career by starting and managing a successful independent consulting practice for several years. He then launched the local systems consulting unit of Ernst & Young’s Entrepreneurial Services Group, leading the office into the hi-tech consulting arena. After successfully developing the unit for Ernst & Young, David founded NextCorp (which became SMB Suite in 2013) to serve the business software needs of clients throughout the US. David has made SMB Suite one of the best cloud ERP providers in the industry. In addition to being a successful entrepreneur and leader, he is a software and technology specialist, holding certifications in various Microsoft and other technologies.