Andrew Karasev

Great Plains Integration with Aspect – Restaurant Management Example

Many mid-size restaurants, networks and even franchises deploys Aspect to consolidate Sales, Purchasing, Item Ingredients (or in essence bills of materials).  Aspect also allows you to consolidate transactions from various POS terminals. 

Aspect in turn could be integrated with back office accounting application, such as Microsoft Dynamics GP Great Plains.  Aspect exports text files as purchasing transactions as well as either walk in customer sales or sales transactions (invoices and payments) to on account customers, as you would have for memberships and clubs.  Article genre dictates small format and we will be able to give you just initial highlights:

1.       Purchasing Transactions.  In Aspect and in restaurant management software in general you can only order produce and food from vendors, where actual payments should be initiated in Microsoft Great Plains.  Aspects at this time exports two text files: AP header and lines, where lines are actual GL distributions for AP invoice.  AP transactions should be integrated via GP integration manager and target should be PM transaction

2.       Sales Transactions.  More likely your scenario is exporting daily sales for walk-in customers as a summary invoice and summary payment or deposit.  You also accept various credit cards: Visa, MC, Discover, Amex, Diner Club, Gift Cards, Store Coupons plus obviously cash and have to distribute tips at the end of the waiters shift, that have been paid by credit cards.  All these types you should associate with one of GP accounts and then you will have text lines, related to specific account distribution.  In Great Plains you will have to split these distribution lines into AR invoice and customer payment document.  As in GP integration manager you will need hard coded accounts handling, you will need VBA script to be associated with AR document distribution, plus in before document script you will need to skip Payment lines in AR invoice and vice versa for payments

3.       Great Plains Integration Manager technology.  This tool is end user friendly, when you have integration designed by professional Great Plains consultant

4.       Remote support overview.  As the company, having experience in Restaurant management and Aspect integrations, we do not expect all of our customers to be located in the same metropolitan area.  We work via web session, VPN and remote desktop connections to your server

Article Tags: Great Plains Integration, Great Plains, Plains Integration, Restaurant Management, Integration Manager

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