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May 2013
Table of Contents
Introduction ................................................................................................ 3 Process overview ........................................................................................ 3 Configure Microsoft Dynamics AX 2012 R2, KB 2850595 and KB 2839295 .. 4
Install Microsoft Dynamics AX 2012 R2, KB 2850595 and KB 2839295 ........................................ 4 Create a Brazilian legal entity ................................................................................................. 5 Create number sequences ...................................................................................................... 5 Set up fiscal establishment groups .......................................................................................... 7 Set up fiscal establishments ................................................................................................... 7 Set up accountant information ................................................................................................ 7 Set up General ledger information........................................................................................... 8 Set up fiscal calendars ........................................................................................................ 8 Set up a chart of accounts .................................................................................................. 8 Set up currencies ............................................................................................................... 8 Set up a ledger .................................................................................................................. 8
Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298...................................................................................................... 9
Install KB 2839298 for Microsoft Dynamics AX 2009 .................................................................. 9 Activate the fiscal book integration.......................................................................................... 9 Fiscal books integration parameters ........................................................................................ 9 Set up fiscal book integration by using the job manager ...........................................................10 View the fiscal book integration log reader ..............................................................................11
Manage the integration in Microsoft Dynamics AX2012 R2 KB 2850595 and KB 2839295 .............................................................................................. 11
Maintain .......................................................................................................................... 12 Actions ............................................................................................................................ 12 View ............................................................................................................................... 12 Process staging area ............................................................................................................12 Staged inventory on hand .....................................................................................................13 Fiscal receipts......................................................................................................................14 Z Reports............................................................................................................................14
Introduction
This white paper provides information about the integration between Fiscal books for Microsoft Dynamics AX 2012 R2 and Microsoft Dynamics AX 2009. The integration functionality is included in the hotfix that is available from Knowledge Base article 2839295. You must download and install the hotfix for both versions. This integration lets users generate the SPED Fiscal and SPED EFD contribution obligation for transactions coming from Microsoft Dynamics AX 2009. This paper describes how to set up the integration in both versions and how to interpret the fiscal books information after it is transferred to Microsoft Dynamics AX 2012 R2.
Process overview
The Fiscal books integration lets you do the following things: Manage your business in Microsoft Dynamics AX 2009. As transactions are processed, fiscal documents and inventory transactions are created. Periodically, transfer fiscal documents and inventory transactions to Microsoft Dynamics AX 2012 R2. When you transfer the fiscal documents and inventory transactions, they go into a staging area. You can review them and correct any errors that you find while the fiscal documents and inventory transactions are in this staging area. When you are satisfied that all errors have been corrected, validate the fiscal documents and inventory transactions. Then you can create booking periods and perform other fiscal books and tax reporting tasks in Microsoft Dynamics AX 2012 R2.
The following illustration shows how fiscal documents and inventory transactions flow from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2.
1. Fiscal documents and inventory transactions are exported from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2 with KB 2850595 and KB 2839295 staging by using a job manager. All fiscal documents are taken from the fiscal document model and displayed in the staging area. A user can validate and edit information about fiscal documents with the following exceptions: Outgoing fiscal documents cant be edited by a user. A user cannot modify the direction, number, series, and model for a fiscal document.
2. After the fiscal documents have been validated, the user can transfer the fiscal documents to the Fiscal books module in Microsoft Dynamics AX 2012 R2.
For more information, see the following resources: Instructions for system administrators: http://technet.microsoft.com/library/gg731797.aspx KB 2850595: http://go.microsoft.com/fwlink/?LinkId=306723 KB 2839295: http://go.microsoft.com/fwlink/?LinkId=306724
To get started, click Organization administration > Common > Number sequences > Number sequences. Then click Generate.
After number sequences are created, modify each entry that was created for the Brazilian legal entity. On the Segments FastTab, a constant line is automatically added. Remove the constant line that was automatically added. In the Number allocation field group on the General FastTab, select the Continuous check box.
Note: Only one legal entity is required in Microsoft Dynamics AX 2012 R2 for the integration to work. However, you can create legal entity in Microsoft Dynamics AX 2012 R2 for each company that you have in Microsoft Dynamics AX2009 (legal entities). In this case, you must complete all steps described in this section for each legal entity.
For more information, see the following resources: Fiscal books on TechNet: http://go.microsoft.com/fwlink/?LinkId=304128
Set up currencies
Set up the currencies that are used by the Brazilian legal entity. To get started, click General ledger > Setup > Currency > Currencies. For more information, see the following resources: Create a currency code: http://technet.microsoft.com/library/hh351822.aspx
Set up a ledger
After you have created a Brazilian legal entity, you must create a ledger for that legal entity. You can have only one ledger for each legal entity. You must assign a chart of accounts, fiscal calendar, and currencies to the ledger. To get started, click General ledger > Setup > Ledger. For more information, see the following resources: Set up a ledger: http://technet.microsoft.com/library/hh416704.aspx
Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298
Install KB 2839298 for Microsoft Dynamics AX 2009
Before you begin, be sure that you are using Microsoft Dynamics AX 2009 with SP1 and RU8. Then, install the hotfix that is available from KB 2839298. For more information, see the following resource: KB 2839298: http://go.microsoft.com/fwlink/?LinkId=306725
3. Click the Execute now button to start a new job run in the Job Manager form. 4. Click the Fiscal files tab to view the fiscal files that are associated with the job. 5. Click the Job runs tab to view information about the job run. 6. Click Log to open the Log reader form, where you can verify the log for the job run. Note: This button is available only when a job run is selected in the Job Runs pane. 7. Click Refresh statuses to query the external system for all the exported fiscal files with a Finished status. Note: This button is available only when a job run is selected in the Job Runs pane, and the current status of the job run is Timeout.
8. Click the Exported fiscal files tab to view information about the exported fiscal files that are associated with the job run. Note: This button is available only when an exported fiscal file is selected in the Exported fiscal files pane. 9. Click Refresh statuses to query the external system for all of the pending exported fiscal files with a Finished status. Note: This button is available only when the status of at least one exported fiscal file is Timeout in the Exported fiscal files pane.
Refer to the following sections for information about the buttons on the Action Pane.
Maintain
Edit: You can edit and change some information for a fiscal document to fix an error. Delete: You can delete a select fiscal document or all fiscal documents that were transferred into the staging area.
Actions
Validate: You can validate a specific fiscal document or for all fiscal documents in the list. Validations are used to verify that everything from the fiscal point of view is OK. The following validation statuses are available: Pending: The fiscal validation has not been performed yet. Valid: The fiscal document has been successfully validated. Invalid: The fiscal document is invalid for fiscal purposes. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations. Modified: This is a temporary status of fiscal validation. When a user modifies information for the fiscal document and saves the changes, the status of validation is updated to Modified.
View
Referenced fiscal documents: This button allows you to view the fiscal references that are attached to the fiscal document. For example, if you select a complementary fiscal documents document and then select the action referenced fiscal document, the form displays the original fiscal documents that complement. Complementary information: This button allows you to view the fiscal legal text that is attached to the fiscal document. The form shows the code and description of the fiscal legal text. Errors: This button displays the errors found during the fiscal validation process. The errors are detailed by fiscal document at the header level or line level.
After the process is finished and the fiscal documents are posted into the fiscal document framework, you can view them on the All fiscal documents list page. To get started, click General ledger > Inquires > Fiscal documents > All fiscal documents. For more information see the following resources: (BRA) About fiscal documents and the fiscal document framework: http://technet.microsoft.com/library/jj663949.aspx
The Inventory on hand form displays the inventory position per fiscal establishment and the related fiscal information for an item. You can change the validation status.
13 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
You can validate a specific fiscal document or all fiscal documents that are available in the list. Validations are used to verify that everything from the fiscal point of view is OK. The following validation statuses are available: Pending: The fiscal validation has not been performed yet. Valid: The fiscal document has been successfully validated. Invalid: The fiscal document is invalid for fiscal purposes. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations. Modified: This is a temporary status of fiscal validation. When the user modifies some information for the fiscal document and saves the changes, the status is changed to Modified. Delete: You can delete the transaction selected or all of them. Staging validation log: You can view the log of validations.
Fiscal receipts
The integration process also transfers the fiscal receipts that were generated in the Retail module in Microsoft Dynamics AX 2009. You can validate the fiscal receipts that are transferred and fix any errors that occur. To get started, click Fiscal books > Periodic > Staging > All staged fiscal receipts.
The process of staging data will pick up these transactions with a validation status of Valid to post into the Fiscal document framework data source.
Z Reports
The integration process also transfers the Z reports that were generated in the Retail module in Microsoft Dynamics AX 2009. You can validate the Z Reports that are transferred and fix the errors that occur.
14 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
The process of staging data will pick up the transactions that have a validation status of Valid, and the transactions will be updated in the Fiscal document framework data source.
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