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FINANCIALS I IN
MICROSOFT DYNAMICS AX 2012
Table of Contents
Introduction
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1-1
2-1
3-1
4-1
5-1
ii
Table of Contents
Lab 5.8 - EU 115 Sales Tax Directive .............................................................. 5-63
Withholding Sales Tax ...................................................................................... 5-66
Summary .......................................................................................................... 5-69
Test Your Knowledge ....................................................................................... 5-70
Quick Interaction: Lessons Learned ................................................................. 5-73
Solutions ........................................................................................................... 5-74
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7-1
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iii
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iv
Table of Contents
Quick Interaction: Lessons Learned ............................................................... 10-79
Solutions ......................................................................................................... 10-80
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12-1
vi
Introduction
INTRODUCTION
Welcome
We know training is a vital component of retaining the value of your Microsoft
Dynamics AX 2012. investment. Our quality training from industry experts
keeps you up-to-date on your solution and helps you develop the skills necessary
for fully maximizing the value of your solution. Whether you choose Online
Training, Classroom Training, or Training Materials; there is a type of training to
meet everyone's needs. Choose the training type that best suits you so you can
stay ahead of the competition.
Online Training
Online Training delivers convenient, in-depth training to you in the comfort of
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budget to travel. Our newest online training option, eCourses, combine the
efficiency of online training with the in-depth product coverage of classroom
training, with at least two weeks to complete each course.
Classroom Training
Classroom Training provides serious, in-depth learning through hands-on
interaction. From demonstrations to presentations to classroom activities, you
receive hands-on experience with instruction from our certified staff of experts.
Regularly scheduled throughout North America, you can be sure you will find a
class convenient for you.
Training Materials
Training Materials enable you to learn at your own pace, on your own time with
information-packed training manuals. Our wide variety of training manuals
feature an abundance of tips, tricks, and insights you can refer to again and again:
0-1
Challenge Yourself!
Level 3 exercises are the most challenging. These exercises are designed for the
experienced student who requires little instruction to complete the required task.
Step by Step
Level 1 exercises are geared towards new users who require detailed instructions
and explanations to complete the exercise. Level 1 exercises guide you through
the task, step by step, including navigation.
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Introduction
Documentation Conventions
The following conventions and icons are used throughout this documentation to
help you quickly and effectively navigate through the information.
CAUTION: Cautions are found throughout the training manual and are preceded by
the word CAUTION in bold. Cautions are used to remind you of a specific result of a
specific action which may be undesirable.
HINT: Hints are found throughout the training manual and are preceded by the word
HINT in bold. Hints are used to suggest time-saving features or alternative methods for
accomplishing a specific task.
NOTE: Notes are found throughout the training manual and are preceded by the word
NOTE in bold. Notes are used to provide information which, while not critical, may be
valuable to an end user.
BEYOND THE BASICS: Advanced information found throughout the training manual
is preceded by the words BEYOND THE BASICS in bold. Beyond the Basics provides
additional detail, outside of standard functionality, that may help you to more optimally
use the application.
EXAMPLE: Examples are found throughout the training manual and are preceded by
the word EXAMPLE in bold. Examples bring to light business scenarios that may better
explain how an application can be used to address a business problem.
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Student Objectives
What do you hope to learn by participating in this course?
List three main objectives below.
1.
2.
3.
0-4
Introduction
A general ledger is a formal ledger that contains a companys accounting records.
To make the General ledger functional, setup the chart of accounts, fiscal
calendars, legal entities, and currencies. The chart of accounts is a list of main
accounts and financial dimensions that are allowed by one or more account
structures.
Fiscal calendars specify what time period financial data is posted, while currency
setup determines which currencies are available for business transactions.
This course explains how to work with the chart of accounts and its multiple
dimensions. These dimensions may be used to track profits, cost centers, and
other important financial information.
Allocation rules and methods are also defined in this course.
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Currency Setup
In Microsoft Dynamics AX, all currencies are provided by default. The
currencies are loaded the first time a user opens the General ledger parameters
form.
To view currencies click General ledger, click Setup, click Currency, and then
click Currencies.
Only one currency can represent the Triangulation currency. By default, the EUR
currency is selected as the Triangulation currency. To change the Triangulation
currency, you must first clear the Reference currency for triangulation check
box on the EUR record in the Currencies form. Then, you can select the
Reference currency for triangulation on the desired currency.
1-2
$ - U. S. dollar
- Euro
Field
Description
Currency
The unique identifier a code of up to three characters
for the selected currency.
Examples:
USD- U.S dollar
Name
EUR - Euro
Euro
Canadian dollar
Symbol
Currency
Code
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NOTE: The value in the General round-off field affects all values in all modules.
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Currency Gender
Currency Gender is used for Spanish speaking countries to define the gender
printed on checks and reports. Select Feminine if the selected currency has a
feminine gender and the gender is used on checks and reports.
The default value for this field is Masculine, which, in effect, means no gender.
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Denomination Currencies
Add the currencies that are denominated as the triangulation currency and should
be triangulated through the triangulation currency during the currency conversion
process.
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1-11
Value
Realized Loss
801300
Realized Profit
801500
Unrealized Loss
801400
Unrealized Profit
801600
Challenge Yourself!
1. Set up the South African Rand (ZAR) posting accounts and rounding
options.
2. Set up the exchange rate.
3. Convert the ZAR Quotation unit to 100.
Step by Step
Perform the following steps to set up the currency rounding options:
1. Click General ledger, click Setup, click Currency, and then click
Currencies.
2. Highlight the Currency ZAR.
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Both fiscal year and periods can be set up by the following measurements of
time:
Years
Months
Days
The periods and fiscal year feature is very useful for the preparation and
reconciliation of periodic and yearly accounts
For example: Fixed assets may require two calendars one for auditing purposes
and one for tax purposes. Having multiple calendars allows you to run parallel
depreciations.
Before posting transactions, a new fiscal year must be divided into periods as
transactions cannot post unless a period is created for the posting date.
NOTE: Microsoft Dynamics AX posts transactions according to dates as
opposed to periods. Accounting periods are used for reporting. Closing of
accounting periods allows the user to close the sub-ledger to make sure that no
additional transactions are recorded.
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Click General ledger, click Setup, and then click Fiscal Calendar.
Click the New fiscal calendar button.
Enter the name of the calendar to be created in the Calendar field.
Enter a description of the fiscal calendar in the Description field.
This description may print on reports.
Enter the Start and End dates of the initial fiscal year in the
appropriate fields.
Enter a Fiscal year name of the initial fiscal year to be associated
with this fiscal calendar.
Enter the Length of the period and the Unit of the periods. These
fields work together to determine how many periods will be created.
Click the Create button.
NOTE: There will always be an Open and Closing period created along with the
number parameters specified in the Length of the Period and the Unit fields.
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Unit entered in
setup
Number of Periods
Created
Days
367
Months
14
Year
1-16
NOTE: It is also possible to create multiple closing periods. This provides the
ability to track internal button external audit adjustments (for example) in
separate periods.
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Challenge Yourself!
Create the fiscal year calendar for 2012, which begins on July 1, 2011.
Step by Step
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
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Click General ledger, click Setup, and then click Fiscal Calendar.
Click the New fiscal calendar button.
Enter FIS-2012 in the Calendar field.
Enter Fiscal Year 2012 in the Description field.
In the Start of fiscal year field, enter 7/1/2011.
In the End of fiscal year field, enter 6/30/2012.
Enter 2012 in the Fiscal year name field.
In the Length of period field, enter 1.
In the Unit field, click the arrow to select Months.
Click the Create button to create the year.
Click Close to close the form.
Date Intervals
Create and manage date intervals that can be used in financial statements and
reports. Date intervals allow you to create dynamic dates. When you use date
intervals, you can set up predefined periods when you run financial statements.
Date intervals can also be used when setting up an allocation rule.
Scenario
Ken, the Controller at Contoso Entertainment USA (CEU), runs a dimension
statement every month. Instead of entering the dates every time he runs the
report, he selects a date interval.
The date interval automatically fills in the start date and the end date. Therefore,
Ken does not have to specify the start date and the end date when he runs the
dimension statement.
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Field name
Value
Before
Fiscal year
Start/End
Start
Calculation date
3/13/2012
Starting point
1/1/2012
Field name
Value
Before
Quarter
Start/End
End
Calculation date
3/13/2012
Starting point
3/31/2012
Value
Before
Year
Start/End
Start
+/-
Years
Calculation date
3/13/2012
Starting point
1/1/2012
After adjustment
1/1/2012
Field
Value
Before
Year
Start/End
Start
+/-
-1
Years
Calculation date
3/13/2012
Starting point
1/1/2012
After adjustment
1/1/2012
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Value
After adjustments
4/17/2012
After
Fiscal year
Start/End
Start
From date
1/1/2012
Field
Value
After adjustments
4/17/2012
After
Quarter
Start/End
End
From date
6/30/2012
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Reason Codes
Reason codes are standardized codes that can be used in various transaction types
or changes to field values to provide background data about the transaction. For
example, auditors or managers frequently want to see reasons recorded for
various transactions such as reversals.
When you use standard reason codes instead of transaction text, you have
guidelines for which codes to select from. Standard reason codes also allow
management and auditors to analyze transaction history by specific reason.
Reason codes can be used with the following:
General ledger
Accounts payable
Accounts receivable
Bank
Elimination proposal
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Financial Dimensions
Financial dimensions have the following characteristics:
Ledger accounts
Customers
Vendors
Scenario
Ken, the Controller at Contoso Entertainment USA, must analyze company
figures from a perspective other than only ledger accounts. Ken wants to make
reports and sales statistics inquiries based on cost centers and departments.
Therefore, he decides to set up dimensions as a supplement to voucher and
account numbers.
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Field
Description
Dimension
Value
Description
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Description
Select the
level of
dimension
value to
display
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Field
Description
Active from
Active to
Suspended
Owner
Group
Dimension
Calculate total
from multiple
dimension values
Description
Do not allow
manual entry
Companies
If Companies is selected in the Select the level of dimension value to display
field, Financial Statement Formatting and Cost accounting tabs become
available.
The following describes how to use each of the fields in the expanded Financial
Statement Formatting tab:
Field
Description
Invert sign
Column
Bold
Italics
Line above
Line below
Underline text
Underline
amount
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Description
Blocked for
service
transactions
Blocked for
distribution
Blocked for
allocation
1-30
Field
Description
Template ID
Financial dimensions
Ledger accounts
Customers
Vendors
For example, customer 4037 may be set up by department and cost center
dimensions. When a sales order is created for customer 4037, the defined
dimensions are populated on the sales order automatically, but the values can be
changed.
Throughout Microsoft Dynamic AX, you can separate data in different ways by
using dimensions. For example, you can attach a department number to each
transaction and then run a query that shows balances by department code.
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Challenge Yourself!
Help Phyllis enter the necessary dimension validation options for account
605110.
Step by Step
1. Click General ledger, click Common, and then click Main
accounts.
2. Select account 605110, Cleaning expense, and click the Edit button.
3. Select Companies in the Select the level of main account to display
field.
4. Select CEU in the Companies field. You may have to click on the
green cross icon to select the company.
5. Expand the Financial Dimensions FastTab.
6. In the Cost center field, click the arrow to select the Building
maintenance account.
7. Close the form.
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Scenario
Sara, the Chief Financial Officer (CFO) at Contoso Entertainment USA (CEU),
must:
To view the sales revenue for all departments in CEU, Sara decides to create a
dimension set that consists of ledger accounts and departments dimensions.
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Period Allocations
Allocation is the process of distributing monetary amounts to one or more
accounts or account and dimension combinations.
Microsoft Dynamics AX has the ability to use predefined allocation rules to
perform generated allocations. Generated allocation is the distribution of posted
or fixed amounts to combinations of destination accounts and dimensions at any
time, which generate new journal entries.
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Basis
Fixed percentage
Fixed weight
Spread even
Allocations also provide the ability to allocate across multiple companies, also
known as Intercompany allocations.
Scenario
Phyllis, the Accounting Manager at Contoso Entertainment USA (CEU), creates
a new Intercompany allocation rule for Electric Utilities to distribute overhead
utility expense to each department based on fixed percentages. The rule is for the
new fiscal year that begins on January 1, 2012. Because Phyllis does not want the
new rule to be used until then, she enters 01/01/2012 as the start date for the rule.
Because CEU typically reviews its allocation rules every fiscal year, Phyllis
enters 12/31/2012 as the end date for the rule.
Phyllis enters detailed notes about the basis and reasons for the allocation rule.
Phyllis then selects the Microsoft Word template that was implemented when
CEU experienced an audit review to document the allocation rule completely.
When Phyllis has finished writing the document, she attaches a copy of it to the
rule. Anyone who wants additional information about the rule can open the
document or print an Allocation rules definition report.
The General settings dictate which fields are available in the rule
tabs.
The Source data for the allocation is also known as the allocation
pool.
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6.
In the Data source field, select the source of the amount to allocate:
o Ledger
o Fixed value
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Scenario
Phyllis runs the Allocation rules definition report that details the allocation rules
for the current year. The report contains details about each rule including the rule
ID, description, From/To account number and dimension combinations, effective
start and end dates, calculation method details, usage information, and other
setup information.
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Scenario
Phyllis runs an allocation proposal without posting it to review the allocation
results and the detailed distributions that will be created based on the allocation
rule used. If the results are accurate, Phyllis posts the entry.
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Summary
The General ledger setup course describes the initial setup to start working with
Microsoft Dynamics AX financials. The course provides basic introductions to
set up:
1-44
Fiscal calendars
Period allocations
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2.
3.
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Solutions
1. What effect does the value in the General round-off field have on the values
in Microsoft Dynamics AX 2012?
MODEL ANSWER:
The value are used to round all amounts in all modules.
2. When you change the display currency, it affects all users.
( ) True
() False
3. Is it possible to post activity that uses a date for which a period has not been
created?
( ) Yes
() No
4. What are reason codes?
MODEL ANSWER:
Reason codes are standardized codes that can be used in various transaction
types or changes to field values to provide background data about the
transaction.
5. What are the parts of an allocation rule?
() General
() Source
() Destination
() Offset
6. Which allocation method defines how and in what proportion the source
amounts are distributed to the various destination lines, by referring to
balances in other account-dimensions?
() Basis
( ) Fixed percentage
( ) Fixed weight
( ) Spread even
1-48
Create a ledger.
Introduction
A Chart of Accounts is a set of main accounts tracked by Microsoft Dynamics
AX. It captures financial information to make good financial decisions. Each
account is assigned an account number as a unique identifier.
Each main account contains the account structures used by the chart of accounts
to define the valid combinations of main accounts and financial dimension
values.
The chart of accounts is shared and is a list of main accounts and account
structures that define a chart of accounts in use by one or more ledgers.
Additionally, different allocation terms can be set up for an account to distribute
the amount to several accounts and account-dimension combinations, and system
accounts help users handle automatic postings.
The Chart of Accounts Setup course also shows all the reports and inquiries
related to the Chart of Accounts.
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Scenario
Phyllis, the Accounting Manager, wants to include the Current Ratio on the
Short-term solvency KPI report. Current Ratio is calculated by dividing a
companys current assets by current liabilities. Current assets typically consist of
cash, cash equivalents, accounts receivable, inventory, and marketable securities.
Current Liabilities consist of any liabilities that are payable within one year.
The following table shows the types of accounts defined in Contoso
Entertainment USA:
Ledger account
Account name
110100
Cash
130000
Accounts receivable
140000
Inventory
170000
Fixed Assets
To derive the Current Asset value, Phyllis must sum the values of the Cash,
Accounts receivable, and Inventory accounts. Fixed Assets are not considered
current assets. To perform this calculation, Phyllis uses the Main account
category field. Main accounts later added to the chart of accounts will also use
the Main account category to automatically be included in existing calculations.
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2-3
Chart of Accounts
The Chart of Accounts (COA) is the structured list of an organization's general
ledger accounts. The COA will provide the main accounts for the COA plus the
account structures in use for the COA. These structures determine the valid main
account and financial dimension value combinations for the chart. Use the COA
to do the following:
Make sure that there is sufficient space so that in the future, additional main
accounts can be created between the existing main accounts. Decide whether
operating accounts must come before balance accounts or the other way around.
2-4
Main account
Dimension values
Chart of accounts
Main accounts
Account structures
Advanced rules
Financial dimensions
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Allocation Terms
Allocated transactions redistribute account balances from one account to one or
more destination accounts or account-dimension combinations. The allocation
feature is valuable when centrally administrated expenses must be distributed to,
for example, individual cost centers.
Use allocation for realized and budget transactions. During allocation to the
given accounts, the net amount is totaled. After allocation, any remainder relative
to the journal line is posted to the original account with the original dimensions.
2-10
Currency
User ID
Posting types
Optional - the field is not validated at the time of posting. This is the
default setting.
Table - the system verifies that the field is completed for posting and
that the value corresponds with the value specified in the account.
List - the system verifies that the field is completed with one of the
values that are defined on the Validation list button.
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Advanced Rules
Advanced rules link a financial dimension or multiple financial dimensions to an
account number or range of account numbers so additional information can be
gathered for reporting and analysis.
Advance rule structures provide the financial dimension combinations that are
valid for the advanced rule.
For example, you want to track the travel expense account by the airlines. You
could set up "Travel Expense" as the main account and create another financial
dimension called "Airlines" and set criteria for that financial dimension such as
"Airline 1", "Airline 2", and "Airline 3". Now, you can easily track travel
expense by each airline defined.
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Ledger Setup
The term ledger is used as a system for classifying transactions for the general
ledger using a chart of accounts, a fiscal calendar, and one or more currencies.
Creating multiple ledgers will provide a ledger for each legal entity which
provides the chart of accounts, accounting currency, reporting currency and fiscal
calendar for the legal entity. The ledger also provides the means for sharing the
chart of accounts, currencies and fiscal calendar by multiple legal entities.
Each legal entity will have a separate ledger and it is possible to have multiple
ledgers for each legal entity.
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Recalculate Calendars
Use the Recalculate ledger periods form to validate the ledger period in the
general journal. If the ledger period has been modified for the ledger, the
reference to the ledger period will be updated in the general journal. A message
will be displayed and you will need to update the closing transactions using the
Close form.
To recalculate ledger periods follow these steps:
1. Click General ledger > Setup > Ledger.
2. Click the Recalculate ledger periods button.
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Value
Main account
131150
Name
Prepaid Rent
Prepaid Expenses
Currency
USD
Challenge Yourself!
Use the table information to create a new Main account.
Step by Step
1. Click General Ledger, click Common, and then click Main
accounts.
2. In the New group on the Action Pane, click Main account.
3. In the Main account field, enter 131150.
4. In the Name field, enter Prepaid rent.
5. In the Main Account type field, use the arrow to select Balance
sheet.
6. In the Main account category field, use the arrow to select
PREPAIDEXP for Prepaid Expenses.
7. Expand the Setup FastTab.
8. In the Currency field, click the arrow to select USD.
9. Click Close to close the form.
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Challenge Yourself!
Use the information in the scenario to enter the allocation terms for account
600200.
Step by Step
1. On the Navigation Pane, click General Ledger, click Common, and
then click Main accounts.
2. Double-click on the Main account 600200 in the Main accounts list
page.
3. Click the Edit button.
4. In the Select level of main accounts to display field, select
Companies.
5. Click the Legal entity icon and select CEU.
6. Expand the General FastTab and select the Allocation check box.
7. Click the Allocation terms button.
8. In the Percentage field enter 50.00
9. On the Source Dimension FastTab, In the Department field, select
Specific, and then use the arrow to select OU_4569 (Administration).
10. In the To account field select 600200.
11. On the Destination ledger account FastTab, In the Department
drop down list, use the arrow to select OU_2562 (Professional
Services).
12. Close the Allocation form.
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o
o
o
NOTE: The Error Account, Penny Difference, and Year-end Result accounts for
automatic transactions are mandatory. The other accounts for automatic
transaction are set up depending on whether that functionality is used. If a
service pack is installed, new accounts for automatic transactions may be
introduced. Click the Create button after you install a service pack to make sure
you have all the latest default account types.
3. Click New to create a new account for automatic transactions, if
accounts are already created.
4. Attach the relevant main account for each account for automatic
transactions in the Main account field. The name of the main
account is automatically inserted in the Name field.
NOTE: To interrupt updates with an error message when the error account is
used in the posting process, select the Interrupt in case of error account check
box in the General ledger parameters form.
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Click the Voucher button to view the vouchers that are contained in
the audit trail entry. The entry also includes references to the user
who created the entry and to the entry date and time.
You can use the Ledger transaction list to view a list of all posted
transactions on the current account.
Journals
Sales and purchase orders
Any other modules that post to ledger
To open the Account Transactions form, click General Ledger, click Reports,
click Transactions, and then click Ledger transaction List.
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Summary
This course, Chart of Accounts Setup, covers the basic information about the
Chart of Accounts, Advanced Rules, Account Allocation Terms, Accounts for
Automatic Transactions, and inquiries and reports related to these topics. The
Chart of Accounts, the central collection location for daily financial transactions,
is the base of the General Ledger module. It provides information about a
company's financial state.
Allocated transactions redistribute main account balances from one main account
to another destination main account. This is practical and can be used to set up
automatic posting of, for example, percentage allocation of main account
postings.
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2.
3.
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Solutions
Test Your Knowledge
1. Is it possible to have the same chart of accounts used across multiple
companies?
() Yes
( ) No
2. Before creating a company's Chart of Accounts, what considerations should
be discussed?
MODEL ANSWER:
-What degree of specification is needed
-How the Chart of Accounts must be structured
-If external accountants offered any suggestions about the structure of the
Chart of Accounts
3. Is the purpose of account allocation to use for realized transactions and
budget transactions?
() Yes
( ) No
4. Can using posting types reduce the risk of selecting a wrong account when
you set up posting profiles?
() Yes
( ) No
5. Which of the following system accounts are required to be set up? (Select all
that apply)
() Error account
( ) Cash difference
() Year-end result
() Penny difference
6. Which tasks are completed from the Chart of Accounts in Microsoft
Dynamics AX? (Select all that apply)
() Create accounts
() Set standard parameters
() Access transactions
() View a company's financial state
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Introduction
A journal is a worksheet that you can use before you enter postings into the
system manually. Before you use financials in Microsoft Dynamics AX, review
the setup procedures for journals in this course. The procedures explain the basic
setup of journals such as journal names, controls, and texts. You can use journals
quickly and efficiently when you set them up correctly.
3-1
Journal Setup
There are manually generated journals and system generated journals in
Microsoft Dynamics AX. Examples of system generated journals are allocation
journals and elimination journals. These journals are created automatically and
are never created manually. Manual journals entries are generated by postings
entered into the system such as a general journal entry. When you use a manual
journal entry the transactions are not posted immediately. Before you can post a
manual entry, they can be the following states:
Changed
Reviewed
Approved
Deleted
Review data imported from external ledger systems. You can ensure
that all valid fields contain a value and that all restrictions for the
transaction are fulfilled.
Make sure that the necessary voucher series is set up before you
create journals. You can set up number sequences and attach them to
the appropriate references.
3-2
Daily
Periodic
Invoice register
Approval
Customer payment
3-3
3-4
3-5
3-6
Specify how many journal lines are allowed in the Lines limit field.
If the number of journal lines exceeds the number specified in the
Lines limit field, the journal lines are distributed into several smaller
journals.
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3-8
Journal Controls
Set up journal control options to set up posting rules for the journal name.
Scenario
Contoso uses journal control to set up limitations to certain journals. For
example, the bank journal name is set up so that it is only possible for users to
make bank account postings, and the customer payment journal allows only
customer type postings.
3-9
Journal Descriptions
Use journal texts to enter and reuse transaction texts when you record in journals.
Users frequently enter the same transaction text every time they post a certain
transaction. For example, users transfer from petty cash to bank or payment of
invoice number. You can save the transaction texts in a table with a search name
so that you can reuse the transaction text.
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Scenario
Phyllis, the Accounting Manager at Contoso, wants to track the current and
expected balance of liquidity accounts better. These include bank accounts and
petty cash accounts. After Phyllis has set up the balance control accounts, April,
the Accounts Payable Coordinator, verifies the expected balance of the bank
account to make sure the balance is sufficient to pay invoices. The expected
balance includes posted and unposted journals.
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3-12
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3-14
Option
Value
Vendor Journal
Name of Journal
Day3
Description
Vendor Invoice
Journal Type
Daily
Voucher Series
Acco_18
Account Type
Ledger
Name of Journal
PerRent
Description
Rent Journal
Journal Type
Periodic
Voucher Series
Acco_23
Account Type
Ledger
Company Account
ceu
Rent Journal
Challenge Yourself!
Use the information in the table to set up the journals.
Step by Step
Perform the following steps to set up the Vendor Invoice journal.
1. Click General ledger, click Setup, click Journals, and then click
Journal names.
2. Click the New button to add a line.
3. In the Name field, enter Day3.
4. In the Description field, enter Vendor Invoice.
5. In Journal type, use the arrow to select Daily.
3-15
From the Journal names form, click the New button to add a line.
In the Name field, enter PerRent.
In the Description field, enter Rent Journal.
In the Journal type field, use the arrow to select Periodic.
In the Voucher series field, use the arrow to select the first
Acco_23.
In the Account type field, verify Ledger is populated automatically.
Click the Journal control button.
Click the Add button in the Which account types can be posted?
In the Company accounts field, click the arrow to select CEU.
Close the Journal control form.
Close the Journal names form.
Perform the following steps to set up journal text for the Rent Journal.
1. Click General ledger, click Setup, click Journals, and then click
Journal description.
2. Press the New button to add a line.
3. In the Identification field, enter rent. Notice the Search name
defaults with the same value.
4. In the description field, enter rent.
5. Close the form.
3-16
Summary
Journal setup completion allows users to create journal and journal lines and
record vendor and customer transactions.
It is also possible to set up journal validation and journal approvals for every
financial journal. With journal validation, you can lace restrictions on users,
accounts, and modules. For each journal type, approval procedures for
verification may be set up before any update.
User rights are also an important consideration. The level of detail stored in
individual records and fields may be modified. Defining access permissions
(read, edit, add, or delete) also allows for increased security for sensitive
information.
3-17
3-18
3-19
2.
3.
3-20
Solutions
Test Your Knowledge
1. What is the purpose of the Blocking function when setting up Journals?
MODEL ANSWER:
To restrict the usage of a journal
2. Which of the following types of journals may be set up in Microsoft
Dynamics AX? (Select all that apply)
() Daily
() Periodic
() Approval
( ) Annual
3. What is the purpose of using Balance Control Accounts?
MODEL ANSWER:
-To monitor the current and expected balance on an account as transactions
are entered in a journal.
4. Sequentially order the following steps for working with journals.
Step:
4
: Post transactions.
5. Which of the following would be used to monitor the current and expected
balance on an account as transactions are entered in a journal.
( ) Journal names
( ) Journal controls
() Balance control accounts
( ) General ledger parameters
3-21
3-22
Introduction
Every manual posting entered into Microsoft Dynamics AX is entered through a
journal. A journal is a type of worksheet where entries do not post immediately.
You can review, change, and verify completed journals until they are ready for
posting.
There are many ways to set up the journals to control different kinds of entries
and to apply an approval system so that special journals post only after they have
been approved. You also can choose whether to keep the used journals for
historical purposes.
This course explains journal management and journal transactions in the General
ledger module.
4-1
General ledger
Bank
Customer
Vendor
Projects
Fixed assets
In a general journal, users enter the following relevant information for the
transaction:
Posting date
Amount
Accounts to post to
The information that users enter in a general journal is temporary and can be
changed as long as it remains unposted within the journal.
4-2
4-3
Accounting date
Ledger account
Use the Journal lines form to enter transactions within a journal. Click the Lines
button on the General Journal to open the Journal lines form.
4-5
4-6
GenJrn
Journal Number
Description
AV Equipment
Account
Description
Invoice
Debit
6000
Offset Account
110180
Challenge Yourself!
1. Help Ken record the activity in the prepaid rent expense account in
Microsoft Dynamics AX. Enter a journal for the prepaid rent
expense.
2. After you enter the transaction information, post the journal.
4-7
Post the Journal (Only if Fiscal Year has been set up):
1. If a fiscal year and period has been set up for this fiscal period you
may click Post to post this transaction. If a fiscal period has not
been set up you will receive a message that you cannot post until
setting up a fiscal period for this date.
4-8
Challenge Yourself!
1. Enter a journal for office expenses, using two lines of entry instead
of an offset account.
2. Validate the journal.
3. Review the balance control accounts online.
Step by Step
Create the General Journal:
1. On the Navigation Pane, click General ledger, click Journals, and
then click General journal.
2. Click the New button to add a line.
3. In the Name field, click the arrow to select GenJrn.
4. In the Journal batch number field, accept the system default.
5. In the Description field, enter Electricity.
6. Click the Lines button.
7. In the Date field, enter 06/25/2011.
8. In the Account Type field, click the arrow to select account Bank.
9. In the Description field, select invoice.
10. In the Debit field, enter 800.
11. Press the down arrow key to add a line.
12. In the Date field, enter 06/25/2011. Note that this field may already
be filled in.
13. In the Account Type field, click the arrow to select account Ledger.
4-9
4-10
General ledger
Accounts receivable
Accounts payable
Project
You can post journals immediately or set them up as a job for batch processing.
Scenario
Contoso uses batch processing at the end of its business day to process large jobs.
During the day, Susan, the order processor, opens and creates multiple journals.
The journals are not posted in case Susan must make corrections or add more
items to the journals during the day. At the end of the day, Susan runs a journal
batch job to post all the open journals at the same time.
4-11
4-12
HINT: Use the Delete posted journals form (General ledger > Periodic >
Cleanup > Ledger journals clean up) to cleanse the Journals form. The Delete
posted journals form deletes all posted journals in the Journals form to free
space. This does not delete the posted vouchers.
Approval Journals
To set up an unlimited number of journal templates, use the Journal names
form. You can set up the journal templates with or without a mandatory approval
of the transactions before posting. The person responsible for journal routines
sets up the approval system in one of the journals.
4-13
4-14
4-15
4-16
Scenario
Phyllis, the Accounting Manager for Contoso, has the responsibility for
guaranteeing the accuracy of transactions posted in Microsoft Dynamics AX.
Phyllis has noticed many errors on entries posted by Alfredo Fuentes Espinosa
(AFE) in the GenJrn journal, a journal used only by Admin. Now Phyllis has
decided that entries made to GenJrn must be approved by a member of the
Finance team, Alex Roland (ASR). Phyllis needs help establishing the proper
procedures to enable this approval.
User ID
User Group
User ID
User Group
Request to Enable Journal Approval
Journal Name
Active
Select
Approve
Private for user group
How would you complete the following tables to provide Phyllis with the setup
that she needs? Some hints and the completed table are shown in the next lesson
sections.
Helpful Information
Here are some hints:
Because only Admin makes entries to the GenJrn journal, you can
use the Private for user group field to prevent other users from
accessing the journal. If you do this, then the approving user must
also be a member of the Private for user group value selected to see
the journal for approval.
4-17
User ID
AFE
User Group
Admin
User ID
ASR
User Group
Finance; Admin
Journal Name
GenJrn
Active
Select
Approve
Finance
Admin
Voucher Templates
A voucher template is a voucher that can be used as the basis for future vouchers.
Use voucher templates with a general journal or an accounts payable invoice
journal.
Scenario
Phyllis, the Accounting Manager at Contoso, is entering a voucher to record
interest expense on a fixed-rate long-term note. The voucher debits Interest
Expense and credits Interest Payable for 350.00 U.S. dollars (USD) each.
This voucher for the same amount must be recorded each month. To reduce
future data entry time, Phyllis decides to save the voucher as a voucher template
by amount.
The next time Phyllis records an interest expense, she selects the Load voucher
template action and chooses the interest entry. The original ledger accounts and
amounts are loaded into the form automatically.
4-18
Debit Amount
150 USD
150 USD
150 USD
150 USD
Accounts Payable
Credit Amount
600 USD
April saves this entry as a Voucher template by percent. This will hold the value
assigned to each account as a percentage of the total. In this case, April will
assign each department 25 percent.
The next time April receives the telephone bill, she must retrieve the Voucher
template and enter only the amount of the telephone bill. The distributions then
are created based on the original percentage.
4-19
Periodic Journals
A periodic journal only has data entered periodically. For example:
Then, each month, the user retrieves the journal and posts it with the
appropriate accounting date.
4-20
4-21
4-22
Unit field - select the unit to use for the selected periodic transaction,
for example, Months for monthly postings. If you do not select a
date, the Unit field does not apply.
Last date field - this field contains the Session date of the last time
you transferred the periodic line to a journal. The system updates the
field automatically.
4-23
RentExp
Description
Rent Expense
Date
06/30/2011
Account
131100
Transaction Text
Rent Expense
Credit
$1,000.00
Offset Account
Unit
Month(s)
Number
Challenge Yourself!
1. Create a Periodic journal to use for posting the monthly expense.
2. Post the entry for June.
NOTE: Set the Session date to 06/30/2011 for this lab.
4-24
4-25
4-26
Inquiry on tracing
Inventory transactions
NOTE: You also can enable Reason codes for transaction reversal.
4-27
4-28
Reports
Inquiries
Periodic jobs
Reports
Inquiries
Periodic jobs
4-29
4-30
Scenario
An interest note is issued on September 16, with interest payable on October 15.
Assuming the interest payment at the end of the 30-day period is 100.00 USD,
half of the expense must be reported in September, because that is when the costs
were incurred. Phyllis, the Accounting Manager, enters a month-end transaction
on September 30, as shown in the following table.
Account
Debit amount
50 USD
Credit amount
50 USD
Because the full payment will not be made until October 15, Phyllis sets the
previous transaction with a reversing date of October 1. This action creates a
reversal of the previous transaction in the new accounting period, as shown in the
following table.
Account
Debit amount
50 USD
Credit amount
50 USD
When the actual transaction for payment of interest is entered on October 15, the
following transaction occurs:
Account
Debit amount
100 USD
Cash
Credit amount
100 USD
The overall balance for the interest expense for October is a debit of 50.00 USD.
4-31
4-32
To access this report, click General ledger, click Reports, click Transactions,
then click Balance list.
The total of all the debit balances should equal the total of all the
credit balances. If the debits do not equal the credits, then an error
occurred somewhere in the process.
The total of all accounts on the debit side and on the credit side is
known as the trial balance. Print the trial balance to verify the debits
and the credits equal.
To access this report, click General ledger, click Reports, click Transactions,
then click Trial balance.
4-33
Summary
By using the connectivity in Microsoft Dynamics AX, many transactions in the
general ledger are posted automatically. This applies to sales and purchases, cost
of goods sold, discounts, interest payments, exchange rate adjustments of
accounts receivable and accounts payable, project invoices and costs, work in
progress, fixed asset transactions and inventory transactions.
However, you also can enter General Ledger transactions manually when you use
general ledger journals. You can control the posting in the journals by the way
you set up of the Chart of Accounts and the journal templates. The journal itself
also offers various posting options.
4-34
4-35
4-36
2.
3.
4-37
Solutions
Test Your Knowledge
1. General journals are used to post transactions in which of the following
accounts? (Select all that apply)
() General ledger
() Bank
() Customer
() Vendor
2. The information you enter in a general journal is temporary and changeable
as long as the journal is unposted.
() True
( ) False
3. What information is needed to create a journal entry? (Select all that apply)
() Accounting date
() Ledger account
() Offset account
() Debit or credit amount
4. When can Multiple journals be posted? (Select all that apply)
( ) Yearly
() Immediately
( ) On a delayed schedule
() Set up as a job for batch processing
5. In Microsoft Dynamics AX, you can set up journals that require mandatory
approval.
() True
( ) False
4-38
4-39
4-40
Introduction
The requirements for tax calculation and tax reporting differ significantly for
different countries. Therefore, the tax module of a true international Enterprise
Resource Planning (ERP) system must be comprehensive. In Microsoft
Dynamics AX, the tax module offers many different options for:
Tax calculation
Posting
Reporting
This content explores the extensive functionality for sales tax handling.
NOTE: The labs in this chapter must be completed in order as they are
dependent on the previous lab.
5-1
5-2
The user specifies the sales tax authorities by using the Sales tax
authorities form.
The user specifies when and how frequently to settle under sales tax
settlement periods.
When you buy an item from a vendor or sell an item to a customer, the system
must calculate all the applicable sales taxes.
The calculated sales tax in Microsoft Dynamics AX is based on the sales tax
codes included in both of the tax groups that are attached to the customer or
vendor and the item.
5-3
If you sell the item P Lamp to customer TTL Tire, the system calculates the sales
taxes based on tax codes CA and Fed because those codes exist in both groups.
When you attach settlement period and posting group to the tax codes, you
specify how to post and pay the taxes. Finally, you can set up the tax reporting on
the sales tax code.
5-4
The system attaches the ledger accounts that the taxes are posted in
to the sales tax code.
Because each ledger account can use several tax codes, a ledger
posting group determines posting.
Each ledger posting group can contain several ledger accounts. The
help text indicates the purpose of each account and how it is used.
You can set up ledger accounts that have the posting type Sales tax
to select the accounts in the Account group form.
Sales-tax payable
Use-tax payable
Settlement account
Sales-tax receivable
5-5
Debit (USD)
100
Credit (USD)
95
* The sales tax payable line represents the ledger account specified in the Sales
tax payable field on the Ledger posting group form. The system credits this
account for sales tax amounts received from customers and debits the appropriate
customer accounts.
5-6
Debit ($)
Credit ($)
100
95
** This account represents the ledger account specified in this field. The system
debits to this account the sales tax amounts that you pay vendors and credits the
appropriate vendor accounts.
2. Enter the ledger account for posting deductible incoming taxes that
vendors do not claim or report to the tax authority in the Use-tax
expense list.
NOTE: If the Apply US sales tax and use tax rules check box is selected on the
General Ledger Parameters form on the Sales tax tab, the Sales tax payable
field is unavailable. Instead, the system debits sales taxes paid to vendors as
expenditures (costs) to the same accounts as the purchases.
5-7
Debit (USD)
Credit (USD)
100
105
5-8
5-9
Challenge Yourself!
1. Create an account to record the sales tax payable and the sales tax
settlements for the Alabama customer.
2. Set up a new ledger posting group to assign to the Alabama customer
to automate postings of sales tax transactions.
Step by Step
Set up the ledger account:
1. On the Navigation Pane, click General ledger, click Common, then
click Main accounts.
2. Click the Main account button to add a line.
3. In the Main account field, enter 220105.
4. In the Name field, enter Alabama state sales tax payable.
5. In the Select the level of main account to display field, select Chart
of accounts.
6. In the Main account type field, click the arrow to select Balance
sheet.
7. Click the Setup FastTab.
8. In the Posting type field, click the arrow to select Sales tax.
9. Close the Main Accounts - Chart of accounts form.
5-10
5-11
5-12
5-13
5-14
Challenge Yourself!
Set up the Alabama sales tax authority. Use ALA for the authority name.
Step by Step
1. On the Navigation Pane, click General ledger, then click Setup,
then click Sales tax, and then click Sales tax authorities.
2. Click the New button to add a new line.
3. In the Authority field, enter ALA.
4. In the Name field, enter Alabama Authorities.
5. Expand the General FastTab
6. In the Report layout field, click the arrow to select U.S. report
layout.
7. In the Rounding form field, click the arrow to select Normal.
8. In the Round-off field, enter .01.
9. Close the Sales tax authorities form.
5-15
When she runs the Sales tax payment periodic job, the amount the
company owes the sales tax authority transfers to the sales tax
authority's vendor account.
To automate payments to the Alabama sales tax authority, Phyllis has asked you
to set the Alabama sales tax authority up as a vendor. Use the following
information for the vendor.
Field
Value
Name
State of Alabama
Search name
AL tax
Group
10
Terms of payment
Method of payment
USAUSD_CHK
NOTE: The labs in this chapter must be completed in order as they are
dependent on the previous lab.
Challenge Yourself!
1. Create a vendor for Alabama sales tax.
2. Assign the vendor to the sales tax authority for Alabama.
5-16
Step by Step
Set up the vendor:
3. On the Navigation Pane, click Accounts payable, click Common,
click Vendors, then click All Vendors.
4. Click the New - Vendor button to add a record. In Contoso, because
of accounts payable setup, the next available vendor number is
assigned automatically.
5. In the Name field, enter State of Alabama.
6. In the Search name field, enter AL tax.
7. In the Group field, click the arrow to select 70- Tax Authorities.
8. Click the Payment FastTab.
9. In the Term of payment field, use the arrow to select M15.
10. In the Method of payment field, use the arrow to select
USAUSD_CHK.
11. Close the Vendor form.
Assign the vendor to the authority:
1. On the Navigation Pane, click General ledger, then click Setup,
then click Sales tax, and then click Sales tax authorities.
2. Locate the line for Alabama Authorities.
3. In the Vendor account field, click the arrow to select State of
Alabama.
4. Close the Sales tax authorities form.
5-17
Monthly
Quarterly
Yearly
5-18
5-19
5-20
View the sales tax payments for a specific sales tax settlement period
by selecting a sales tax settlement period and clicking Sales tax
payments. Additionally, view sales tax payments for a specific
period by selecting an interval on the Periods tab and clicking
Interval sales tax settlements.
HINT: Click General ledger > Reports > External > Sales tax payments to print
a report about all settled sales taxes.
View posted sales tax transactions for a specific sales tax settlement
period by selecting a sales tax settlement period and clicking Posted
sales tax. This provides an overview of each sales tax transaction,
which is posted in Microsoft Dynamics AX with a sales tax code.
Alternatively, click Sales tax per interval to view posted sales tax
transactions for a specific interval.
Use settlement periods to create and manage the periods the company uses to
report sales tax.
5-21
January 1 - March 31
April 15
April 1 - June 30
July 15
July 01 - September 30
October 15
October 1 - December 31
April has asked for your assistance in completing the setup for the Alabama sales
tax settlement so that April can generate the tax payments automatically.
NOTE: The labs in this chapter must be completed in order as they are
dependent on the previous lab.
Challenge Yourself!
Set up the required sales tax settlement for Alabama.
Step by Step
Set up the Tax Settlement:
5. On the Navigation Pane, click General ledger, click Setup, click
Sales tax, and then click Sales tax settlement periods.
6. Click the New button to insert a line.
7. In the Settlement period field, enter AL.
8. In the Description field, enter Alabama Quarterly.
9. Expand the General FastTab.
5-22
5-23
The sales tax value is very important because no tax is calculated without it.
A sales tax code includes information about the following:
You can define the sales tax rate for the following:
5-24
5-25
5-26
Round-off =
0.10
Round-off =
1.00
Round-off =
100.00
98,765.43
98,765.40
98,765.00
98,800.00
NOTE: There is no requirement that the value be less than 1. If the value must
round to the nearest 10, enter 10.00 in the field.
5-27
If this check box is clear, the unit of measure is converted to the unit
of measure displayed in the Unit field in the Sales tax codes form.
Select the Calculate before sales tax check box to calculate and add a duty or
tax to the net amount before sales tax is calculated.
For example, you could calculate a duty and a sales tax on the same transaction,
and add the duty amount to the net amount before the sales tax is calculated.
Example:
5-28
5-29
Setup 2 - Use
percentage of sales tax
Rate
Duty 1
Percentage of net
amount
Percentage of net
amount
10%
Duty 2
Percentage of net
amount
20%
Sales Tax
Calculation
Percentage of gross
amount
Percentage of gross
amount
25%
5-30
Duty 1
10%
Duty 2
20%
Formula
Setup 2
Calculation
Formula
Calculation
Setup 2
Gross
Amount
Sales Tax
Calculation
25%
Duty + Sales
Tax
Total Sale
The completed table is shown in the next lesson section.
Setup 2
Rate
Formula
Calculation
Formula
Calculation
Duty 1
10%
$10 * 10%
$1.00
$10 *
10%
$1.00
Duty 2
20%
$10 * 20%
$2.00
($10+1)*
20%
$2.20
$10+1+2
$13.00
$10+1+2
.20
$13.20
$13 * 25%
$ 3.25
$13.20 *
25%
$ 3.30
Duty +
Sales Tax
$1+2+3.25
$ 6.25
$1+2.20
+3.30
$ 6.50
Total Sale
$10 + 6.25
$16.25
$10 +
6.50
$16.50
Gross
Amount
Sales Tax
Calculation
25%
5-31
Sales taxes lower than the minimum limit amount are not recorded, and sales
taxes over the upper limit amount are set to the upper limit amount automatically.
You can attach the limits to specific dates. The sales tax code defines the limits.
Changes to minimum and upper limits do not affect sales tax that is already
updated and posted.
5-32
5-33
5-34
Gross amount per unit - value of the unit. This includes any
other taxes. You can include only one tax code with this or the
previous property in the individual calculation.
Invoice total incl. other sales tax amounts - The total value for
the invoice. This includes any other taxes. You can include only
one tax code with this property in the individual calculation.
Whole amount - the sales tax calculates for the whole amount,
which the tax rate for the interval that includes the transaction
determines.
Interval - the base is divided into intervals. The part within a
given interval is calculated automatically based on the tax rate
for that interval.
NOTE: Click the Inquiries button > Included in sales tax groups or Included in
item sales tax groups to view or attach sales tax codes to sales tax groups or
item sales tax groups.
Click the Inquiries button > Posted sales tax to display posted sales tax
transactions for a sales tax code and an itemization of each tax. Use this function
for inquiries and error detection. In the Sales tax transactions form, click
Voucher to view related ledger transactions.
Click the Recalculate tax button to recalculate taxes on unposted transactions if
the settings of a sales tax code have been modified.
5-35
Maximum limit
Tax rate
0.00
50.00
10%
50.001
100.00
9%
100.001
8%
NOTE: The labs in this chapter must be completed in order as they are
dependent on the previous lab.
Challenge Yourself!
1. Use sales tax code intervals to structure the AV_FLST tax rate in
Microsoft Dynamics AX for the new rates.
2. Microsoft Dynamics AX will require an 'ending' date for the tax.
Plan to enter an artificial date of 12/31/2020.
Step by Step
Edit the State of Florida Tax code record:
1. On the Navigation Pane, click General ledger, then click Setup,
then click Sales tax, and then click Sales tax codes.
2. Locate the line for AV_FLST.
3. Click the Values button.
5-36
5-37
Foreign customers
VAT
Yes
No
Export Tax
No
Yes
Environmental
Duty
Yes
Yes
The two groups of customers (domestic and foreign) do not have identical tax
needs. Therefore, you must create two different sales tax groups that reflect the
differences:
Foreign customers: this group would contain the Export Tax and
Environmental Duty tax codes
After you create the sales tax groups, attach the appropriate sales tax group to:
5-38
Customers
Vendors
Ledger accounts
5-39
Sales tax codes rounding is according to the sales tax code roundoff. You can see the value in the Round-off field on the Calculation
tab of the Sales tax codes form.
5-40
Sales tax codes the sales taxes are shown by sales tax code.
Sales tax groups the sales taxes are shown by sales tax group.
5-41
5-42
5-43
Set up a default item sales tax group for all ledger accounts
Set up default item sales tax groups for particular ledger accounts, if
necessary
You can change any default item sales tax group that appears automatically on a
journal line as necessary before the transaction posts.
NOTE: In sales journals, purchase journals, and other journals where you enter
an item number, the item sales tax group attached to the item automatically is
entered on the journal lines.
5-44
5-45
5-46
Set up two accounts in the Chart of Accounts: one for the Arkansas
state sales tax payable (account 220107) and one for the Little Rock
city sales tax payable (account 220245)
Value
Name
City
Little Rock
State
AR
72205
Group
10
Currency
USD
Terms of Payment
N030
5-47
Value
Name
Search Name
AR tax
Group
70
Terms of Payment
M15
Method of Payment
USAUSD_CHK
You can set up the sales tax authority by using the U.S. Report layout. Plan to
round taxes in a typical manner to the nearest penny. Any gain or loss that occurs
when you round will post to account 618160.
The tax breakdown for city and state taxes is as follows:
City of Little Rock: three percent, the maximum tax limit that can be
paid is 1000 USD in sales tax
Challenge Yourself!
1. Setup two ledger posting groups, by using ARST for Arkansas and
LRAST for Little Rock.
2. Setup a sales tax group by using ARLRA as the group name.
3. Setup a sales tax authority by using ARA as the authority name.
4. Enter a sales tax settlement period (AR) to use for each code. The
term of payment is 15 days. The settlement period is an interval of
one month. Then set up three new periods starting with the beginning
of the current month.
5. Plan to set up two sales tax codes, one for each authority, by using
the codes ALL_LRCITY and ALL_ARST. Use the standard ledger
posting group for each tax code.
5-48
Step by Step
Set up Blue Yonder Airlines as a vendor:
1. On the Navigation Pane, click Accounts payable, click Vendors,
then click All vendors.
2. Click the New - Vendor button on the action pane. In CEU, the next
available vendor number is assigned automatically based on setups in
the sample data.
3. In the Name field, enter Blue Yonder Airlines.
4. In the Search name field, enter Blue Yonder.
5. In the Group field, click the arrow to select 10.
6. Click the Address FastTab, and click the Add button to create a new
address.
7. In the Name and description field enter Primary.
8. In the Country/region field select USA from the drop down list.
9. In the Zip code field, enter 72205.
10. Verify that the tab entries are correct. These values were populated
automatically based on setups in the sample data. Click the OK
button and close the window.
11. Click the Payment FastTab.
12. In the Terms of payment field, use the arrow to select N030.
13. In the Method of payment field, use the arrow to select
USAUSD_CHK.
14. Close the window.
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5-50
5-52
5-53
Challenge Yourself!
Help Ken find the two forms that can specify whether the journal amounts
include sales tax.
Step by Step
Follow these steps:
1. On the Navigation Pane, click General ledger, click Setup, then
click General ledger parameters.
2. Click the Sales tax link on the left hand navigation pane.
3. In the Amount include sales tax field, select the field.
4. Close the form.
5. On the Navigation Pane, click General ledger, then click Setup,
then click Journals, and then click Journal names.
6. Select the GenJrn journal from the left hand Navigation pane.
7. In the Amount include sales tax field, select the field.
8. Use the GenJrn journal.
9. Close the form.
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5-57
NOTE: Create a posting profile for the purpose of posting sales tax on
prepayments in Accounts receivable > Setup > Posting profiles in the Posting
profiles form. Then select the appropriate ledger account on the Setup tab in the
Sales tax prepayments list.
4. Select the Prepayment journal voucher check box on the Payment
tab when you post a prepayment through a journal. If you omit this
step, the sales tax posts incorrectly.
When you create a sales invoice and settle the prepayment, an automatic
transaction on the sales tax prepayments account offsets the first temporary sales
tax transaction.
5-58
5-59
5-60
The sales tax group and sales tax rate is recorded automatically on
the transaction.
If the invoice has sales tax exemptions, it groups the transactions according to
sales tax exempt descriptions.
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5-62
Challenge Yourself!
Set up the sales tax system so that, when you use tax codes that are marked
exempt in the tax system, the Exempt code prints on invoices.
Create a new sales tax code named Exempt. Use the Settlement periods, Ledger
posting groups, and Sales tax groups already set up in the data for California.
Use the following data:
Field
Data value
Settlement period
CA
CAST
CA
Customer
9100
Item number
10000
Exempt code
Subsidiary
Description
Sales to Subsidiary
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5-66
Allow for the journal to propose this setup by default when you enter
a payment into a journal for a vendor who is set up for withholding
tax. However, you also can edit the calculated amounts, select a
different withholding tax, or deactivate the withholding tax
calculation for this particular payment.
Follow these steps to set up withholding tax in Accounts Payable and General
Ledger:
1. Click Accounts payable, click Common, click Vendors, then click
All vendors. On the Action Pane in the New section click Vendor.
2. On the Invoice and delivery FastTab, select the Calculate
withholding tax check box and a Withholding tax group to
activate the calculation when a payment is entered in a journal.
5-67
There is no entry in the Invoice field for the selected journal line.
5-68
Summary
The requirements for tax calculation and tax reporting differ greatly for different
countries. Therefore the tax module of a true international ERP system must be
comprehensive.
In Microsoft Dynamics AX, the tax module offers many different options for tax
calculation, posting, and reporting. The features include:
Percentage calculation
Tax on tax
EU tax
Tax exemption
Packing duty
For EU countries, special EU statistic reports such as Intrastate and EU sales list
are also available.
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5-71
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2.
3.
5-73
Solutions
Test Your Knowledge
1. Each ledger account can use several tax codes. True or False?
() True
( ) False
2. Changes that you make to the ledger account numbers in ledger posting
groups only affect ____.
( ) Posted transactions
( ) Deleted transactions
() Not yet posted transactions
( ) Posted transactions from previous months
3. Before creating ledger posting groups, you must create a(n) _________ in the
General Ledger to link to ledger posting group.
( ) Tax Group
( ) Sales Tax
() Account
( ) Group
4. Tax authorities can be ______. (Select all that apply)
() Countries
() States
() Regions
() Cities
5. Sales tax can be paid by the Microsoft Dynamics AX system to _____ ?
(Select all that apply)
( ) A client
( ) An employee
() A vendor
() A sales tax authority
6. You use settlement periods to create and manage the periods the company
uses to report sales tax.
() True
( ) False
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11. When the sales tax groups are created, attach the sales tax group to ______.
(Select all that apply)
( ) Company
() Customers
() Ledger accounts
() Vendors
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5-76
Introduction
This content describes features that you can use across the various financial
modules in Microsoft Dynamics AX.
This content describes how to set up reason codes, which allow you analyze
transaction history by specific reason.
This content also describes how to use the Fill utility to update multiple records,
similar to find and replace functionality.
6-1
General Ledger
Accounts Payable
Accounts Receivable
Scenario
Cassie, the Accountant at Contoso, is responsible for managing the company's
fixed assets. Contoso's auditors have required explanations for all new assets
purchased, in addition to certain changes to existing assets. Cassie has decided
that using reason codes will satisfy the auditors.
To accommodate the auditors requirements, Cassie establishes internal controls
in Microsoft Dynamics AX by setting up parameter values, which enforce use of
reason codes during various transactions and value changes in the accounting
records.
Cassie also develops a list of standard fixed asset reason codes and descriptions.
These codes can be used with asset transactions. For example, one of Contoso's
vehicles (vehicle number 17) was recently in an accident. Because of the accident
damage, Cassie must adjust downward the asset's value, service life, and
expected scrap value. She creates a reason code titled V-ACC-SC, with a
description of Vehicle Accident - Single Car for transactions related to this
accident.
Later, Cassie records the write-down adjustment to the vehicle and changes the
other asset values. Because of the selected parameter settings, she uses the VACC-SC reason code with the asset journals and the other forms that require
reason codes.
When the auditors next review the accounting records, they can see within the
accounting records and history forms that vehicle number 17 was adjusted
because of the accident and that no other car was involved in the accident.
6-2
6-3
6-4
Transaction
Type
Path
General
Ledger
General
journal
General
Ledger
Process
allocation
request
General
Ledger
Elimination
proposal
General
Ledger
Consolidation,
Online
Fixed
Assets
Fixed assets
journal
6-5
Transaction
Type
Path
Fixed
Assets
Inventory to
fixed assets
journal
Accounts
Receivable
Cancel
payment
Accounts
Receivable
Free text
invoice
Bank
Payment
reversal
Accounts
Payable
Invoice
journal
Accounts
Payable
Check
reversals
journal
Accounts
Payable
Deposit slip
payment
cancellations
journal
NOTE: You must select the reason codes as available for all transaction types
within the journal line to be posted. This must include the ledger offset account.
Reason Comments
Optional reason comments can be entered on the respective Financial reasons
form. Although you can set up default reason comments for each reason code, no
setup is required.
If you select a reason code for a transaction, the default comment that is set up in
the Financial reasons form displays in the Reason comment field. You can
change the default reason comment. If you enter a reason comment first and then
select a reason code, the typed reason comment is not replaced.
6-6
Fill Utility
The Fill utility enables authorized users and/or administrators to mass-update
records This is done in a similar manner to the Find and Replace function. This
utility assists administrators or users during implementations or when business
process changes affect multiple records.
Scenario
Contoso has decided to change its payment terms. High-priority customers will
now receive a longer discount period. Instead of updating each account
individually, Phyllis, the Accounting Manager, will use the Fill utility to update
the discount terms of all high priority customers in one step.
6-7
Description
Name of
table
Displays the name of the table that was modified for the
selected Fill Utility Log record.
Modified
field
Displays the name of the field that was modified for the
selected Fill Utility Log record.
New value
Displays the new value for the field that was modified for
the selected Fill Utility Log record.
Created by
Displays the user name of the person who made the change,
which is indicated in the selected Fill Utility Log record.
Created
date and
time
Query
statement
Summary
The Financial Features section described the setup of reason codes and the use of
the Fill utility.
6-8
2. Which of the following statements correctly describe the Fill utility? (Select
all that apply)
( ) The Fill utility enables authorized users to mass-update records.
( ) Users can view a log of changes that the Fill utility made,
( ) The system prompts users to create a backup before they use the
FillUtility.
( ) The system automatically makes a back up before it uses the Fill
utility.
6-9
2.
3.
6-10
Solutions
1. What are reason codes?
MODEL ANSWER:
Reason codes are standardized codes that you can use in various transaction
types or changes to field values which provide background data about the
transaction.
2. Which of the following statements correctly describe the Fill utility? (Select
all that apply)
() The Fill utility enables authorized users to mass-update records.
() Users can view a log of changes that the Fill utility made,
() The system prompts users to create a backup before they use the
FillUtility.
( ) The system automatically makes a back up before it uses the Fill
utility.
6-11
6-12
Introduction
In Microsoft Dynamics AX, companies use the Cash and Bank Management
module to create and maintain bank accounts. The bank account table contains a
record for each bank account. Each record contains bank account information,
such as the following:
Address
Currency
Check set up
The application uses this information to process all bank transactions, such as
payments and deposits.
To use the Cash and Bank Management module, set up the following:
Bank groups
Bank accounts
Checks
7-1
7-2
7-3
7-4
Challenge Yourself!
Help Annie by creating a new bank transaction type of 20 for cash withdrawals
and a new bank transaction group of 80.
Step by Step
Create a bank transaction type for cash withdrawals.
1. Click Cash and bank management, click Setup, and then click
Bank transaction types.
2. Click the New button to insert a new record.
3. In the Bank transaction type field, enter 20.
4. Enter the name Cash Withdrawal in the Name field.
5. Type in 110110 in the Main account field.
6. Close the Bank transaction type form.
Create a bank transaction group for bank charges.
1. Click Cash and bank management, click Setup, and then click
Bank transaction groups.
2. Click the New button to insert a new record.
3. In the Bank transaction groups field, enter 80.
4. Enter Bank Charges in the Description field.
5. From the Bank transaction groups form click the Type FastTab.
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7-8
7-9
Bank Groups
Use bank groups when several bank accounts share the same address information
or routing number. When you create a new bank account and enter the bank
group, the bank group information is copied to the account automatically. For
example, you can create a bank group for one financial institution at which five
accounts are open.
7-10
o
o
o
7. Click the Address FastTab and enter the address for the bank.
8. Click the Contact information FastTab and enter the information
for the bank group's contact person.
Bank Accounts
Enter and maintain all information for the company bank accounts in the Bank
accounts form. Use the options on the form to view the details for each bank
account, such as transactions, current balance, and checks that have been created.
7-11
7-12
Active Status
Use the Active fields to enter specific dates when the bank account becomes
active.
The following two fields are optional and available if the Bank account status
field is set to Active for all transactions:
Active from: enter the date when the bank account will become
active and be available for new transactions. If you do not enter a
date, the bank account is immediately available for new transactions.
Active to: enter the date when the bank account will no longer be
active for new transactions. Any existing transactions that are not
completed by this date, such as pending payments, will still occur as
they were originally scheduled. If you do not enter a date, the bank
account remains active indefinitely.
Use the Bank account status to select the status to use for the bank account.
Active for all transactions - the bank account is active and available
for all transactions.
Credit Limit
If the bank uses credit limits for this account, use the Credit limit field to enter
the amount that the bank offers for this account.
7-13
7-14
7-15
Challenge Yourself!
1. Create the new bank group.
2. Create the new bank account.
Step by Step
Create a new account for Cash in bank - CNY to the Chart of accounts.
1. Click General ledger, click Common, and then click Main
accounts.
2. Click the Main account button to create a new record.
3. In the Main account field, enter 110115.
4. In the Name field, enter Bank Account CNY.
5. Click the General FastTab and select Balance sheet in the Main
account type field.
7-16
7-17
Check Layout
Use the Check layout form to set up the check layout for the bank accounts. You
can define a different check layout for each bank account.
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7-19
7-20
NOTE: The MICR line can be included only if the check is to be printed on blank
paper without preprinted information, such as watermarks.
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7-22
The checks must print two inches under the top of the page.
The bank account, name, and number must be printed on the check.
Challenge Yourself!
1. Define the check layout for CNYBANK.
2. Preview the check layout.
Step by Step
1. Click Cash and bank management, click Common, and then click
Bank Accounts.
2. Double-click the line for CNYBANK.
3. Click the Setup tab, then click the Check button on the Action Pane.
4. In the Check number method field, select Free, because pre-printed
checks are not used.
5. In the Check form field, select U.S. check format.
6. In the Paper length field, enter 8.5.
7. In the Paper length unit field, select Inch.
8. In the Check start position field, enter 2.
9. In the Unit for the start position of the check field, select Inch.
10. In the Number of slip copies field, enter 2.
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7-24
Summary
This course focuses on how banking functions are structured in Microsoft
Dynamics AX. Companies define bank transaction types to manage transactions,
such as the following:
Deposits
Fees
Payments
Companies then create groups of transaction types for analysis and reporting. In
Microsoft Dynamics AX, companies have the option to create bank groups for
banks in which they hold more than one bank account.
The bank account window holds all the information about each company bank
account and provides quick access to detailed information about each account,
which includes transactions and current balance. For each bank account from
which checks are printed, companies define how the checks for that account will
look.
7-25
3. If you are using pre-printed checks, what method do you select in the Check
number method field?
( ) Variable
( ) Fixed
( ) Print
( ) Original
4. How many signatures can the application print on a check? (Select all that
apply)
()1
()2
()3
()4
7-26
2.
3.
7-27
Solutions
1. What is a Bank Transaction Group?
MODEL ANSWER:
A bank transaction group is used to set up groups of different bank
transaction types. In the bank statement reconciliation, totals can be
calculated for each bank transaction group and for each bank transaction
type.
2. What is a Bank Group?
MODEL ANSWER:
A bank group is used when several bank accounts share the same address
information or routing number. When you create a new bank account and
enter the bank group, the bank group information is copied to the account
automatically..
3. If you are using pre-printed checks, what method do you select in the Check
number method field?
( ) Variable
() Fixed
( ) Print
( ) Original
4. How many signatures can the application print on a check? (Select all that
apply)
() 1
() 2
()3
()4
7-28
Create checks.
Delete checks.
Void checks.
Introduction
Within the Cash and Bank Management module, users manage the financial
transactions between the company and its bank accounts. These transactions
include the following:
8-1
Create Checks
In Microsoft Dynamics AX, the Check form provides access to view existing
check transactions and to create new checks.
8-2
Delete a Check
After users create a check in Microsoft Dynamics AX, they can delete the check
if it has not been used. Checks created but not used have the status of Created in
the Status field.
8-3
Challenge Yourself!
Help Annie to create checks, and then delete the unnecessary checks.
Step by Step
Create 15 checks for the EUR OPER bank account, starting with check number
101.
1. Click Cash and bank management, click Common, and then click
Bank accounts.
2. Double-click on the EUR OPER Bank account.
3. On the Action Pane, click the Setup tab.
4. Click the Check numbers button.
5. In the From field, type 101.
6. In the Quantity field, type 15.
7. Click OK.
8. Click the Close button in the Infolog.
8-4
8-5
Deposit Slips
A deposit slip is a document used to deposit checks, credit card notes, and cash
into a bank account. Use the Deposit slip form to view and manage deposit slips
for payments into bank accounts.
8-6
8-7
8-8
Challenge Yourself!
Help Annie complete the following:
1.
2.
3.
4.
Step by Step
Create a customer payment journal:
1. Click Accounts receivable, click Journals, click Payments, and
then click Payment journal.
2. Click the New button to create a new record.
3. Select ARPay in the Name list.
4. Click the Lines button to access the Journal voucher form.
5. In the Account field, select customer account 2022.
6. In the Credit field, type 1000.
7. Select the Use a deposit slip check box.
8. Make sure that the Offset account field contains USA OPER.
9. Make sure that the Currency field contains USD.
10. In the Payment reference field, type 1987.
11. Click the Post button, and then click Post.
12. Click the Close button in the Infolog.
8-9
8-10
Refund Checks
Under certain circumstances, companies must generate payment refunds to their
customers or process refunds they received from their vendors. This usually
occurs when credit notes, overpayments, and bonuses are involved in third-party
transactions.
In Microsoft Dynamics AX users can create a check refund that prints out a
check. The refunding feature is implemented in payment journals for customers.
8-11
8-12
Challenge Yourself!
Help Annie create a refund check to pay Triangle Headquarters the overpayment
amount of 396 USD.
Step by Step
1. To access the customer payment journal click Accounts receivable,
click Journals, click Payments, and then click Payment journal.
2. Click the New button to create a new record.
3. In the Name field, select ARPay.
4. Click the Lines button to access the Journal voucher form.
5. From the Journal voucher form, in the Account field, select 2022,
Triangle Headquarters.
6. In the Credit field, type -396.
7. Verify that Bank is selected in the Offset account type field and
USA OPER display in the Offset account field.
8. From the Method of payment list, select Refund.
9. Click the Functions button, and then click Generate payments.
10. In the Method of payment field, verify that Refund is selected.
11. In the Bank account field, verify that USA OPER is selected
12. Click OK to generate the check.
13. Close the Infolog or Warning message.
14. Click the Post button, and then click Post.
8-13
Bank Remittance
Use the Remittance form to view the remittances made to company bank
accounts.
8-14
Payment Reversal
Occasionally, you must reverse a check after you have made a payment and
posted the check. For example, the delivery company may have the check or a
member of the accounting staff may notice that an employee paid the check in
error. Microsoft Dynamics AX provides a function to reverse posted check
payments.
There are two methods available for reversing posted checks.
When you click the Payment reversal button in the Check form, the
reversal first is sent to the Check reversals journal in Cash and bank
management, where a reviewer can then post or reject the reversal.
You might reverse a check to reissue a payment made to a vendor. You can
reverse only posted checks that have a status of Paid. Reversing differs from
deleting or voiding checks because you can delete only checks that have a status
of Created, and you can void only unposted checks.
8-15
8-16
Reconcile Overview
It is not possible to reconcile a bank account statement with a bank account if any
of the checks or deposit slip payments that are listed on the statement currently
have a status of Pending cancellation.
After a reviewer posts or rejects a check reversal or deposit slip payment
cancellation, the status is no longer Pending cancellation, and it is possible to
reconcile the bank account.
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8-19
Summary
This course covers the main procedures in the Cash and Bank Management
module in Microsoft Dynamics AX. The application provides functionality to
manage check payments, as well as procedures for resolving special situations
with checks. Users can delete, refund, and void checks, in addition to generating
and issuing checks according to company specifications. In addition, because the
system records all financial transactions, companies can use the bank
reconciliation function to match internal company records of transactions against
bank statements.
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8-22
2.
3.
8-23
Solutions
Test Your Knowledge
1. Annie, the Bookkeeper at Contoso, must create checks numbered 2361
through 2366. What values must she enter in the From and Quantity fields to
do this?
( ) Enter 2361 in the From field and 5 in the Quantity field
( ) Enter 2366 in the From field and 5 in the Quantity field
() Enter 2361 in the From field and 6 in the Quantity field
( ) Enter 2366 in the From field and 6 in the Quantity field
2. What status must a check have for you to delete it?
( ) Void
( ) Processed
() Created
( ) Invoiced
3. How can you tell if a deposit slip is canceled?
MODEL ANSWER:
On the Deposit slip form, on the General tab, the Canceled check box is
selected.
4. Create a check refund by placing the following steps in order:
Step:
1
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8-26
Introduction
This course describes the different Accounts Payable setup options in Microsoft
Dynamics AX. It shows setup procedures and defaults used throughout the
Accounts Payable module. This course explains topics such as payment options,
vendor setup and posting profiles.
Microsoft Dynamics AX offers extensive functionality for setting up different
vendor payment options. These global payment options are used in the Accounts
Payable and Accounts Receivable modules, and include the following:
Payment schedules
Payment days
Terms of payment
Cash discounts
Methods of payment
Payment fees
This course also explains the vendor setup for efficient management of vendors
and vendor transactions.
9-1
Payment Schedule
Use payment schedules to pay invoices in installments. Define the following to
set up a payment schedule:
Number of installments
A set amount
For example, an invoice of 10,000 USD is recorded. It is paid at 2,000 USD each
month until the balance is paid. During this period the invoice is not considered
past due if the scheduled payments are made on time. This is also known as a
finance plan, or contract payments.
9-2
9-3
Terms of Payment
Use the Terms of payment form to define all the terms of payment used by a
company and the vendors. Use a term of payment for calculation of a due date
based on the date of the invoice.
Specify terms of payment for each of the following:
Scenario
Contoso has a standard vendor payment term of Net 30 days. If an invoice with a
Net 30 payment term ships goods on September 15, and the invoice is dated
November 15, then payment is due December 15. With a Net 30 Days settlement,
Contoso must pay the net due within 30 days of the invoice date, according to the
settlement. After that date, if the payment is not completed, an interest charge of
a specified percent per month may be added to the invoice. Other services
charges may also apply.
9-4
9-5
9-6
Payment Days
Use payment days to define the payment day used for calculating due date. The
due date always is rounded up to the nearest specified date.
Payment day can be specified for one of the following:
Set up the payment day in the Terms of Payment form on the Setup FastTab to
define the payment date used for calculation of the due date.
9-7
Challenge Yourself!
Help Cassie create the new term of payment titled N012 and assign it to the
vendor.
Step by Step
Create the new term of payment and name it N012.
1. Click Accounts payable, click Setup, click Payment, and then click
Terms of payment.
2. Click the New button.
3. In the Terms of payment field, type N012.
4. In the Description field, type Net 12 days.
5. Click the Setup FastTab.
6. Click the Payment method arrow, and then click Net.
7. In the Days field, type 12.
8. Close the form.
Assign the new term of payment to the vendor Southbridge Insurance Co.
1. Click Accounts Payable, click Common, then click Vendors, and
then click All vendors.
2. Double- click the record for vendor 8004 (Southbridge Insurance
Co.).
3. Click the Edit button on the Action Pane.
4. Click the Payment FastTab.
5. In the Terms of payment list, select the newly created term of
payment N012.
6. Close the form.
9-8
Cash Discounts
The following information applies to cash discounts:
Scenario
Contoso obtains a cash discount if it pays vendor invoices within certain dates.
Contoso has set up the following codes:
The three cash discounts occur sequentially as the cash discount date nears.
However, only one cash discount is granted.
To specify the cash discounts following the 5D10% code, the 10D5% code is
selected in the Next discount code list. On the 10D5% code, the 14D2% code is
selected in the Next discount code list. Finally, on the 14D2% code the Next
discount code is left blank.
9-9
9-10
9-11
9-12
9-13
Payment Fee
Use payment fees to do the following:
Scenario
Contoso electronically transfers invoice amounts (that are due to the vendor) to
its bank. The bank then transfers the money directly into a vendor's designated
banking account. After the invoice amount is transferred, a paper remittance
invoice is sent automatically to each vendor explaining the specific account the
payment is posted to and the amount of the payment issued.
To manage the payment fees from the bank, Contoso decides to set up payment
fees for vendor invoices.
9-14
9-15
4. If the company agrees with the bank to specify the payment, select
the payment specifications in the Payment specification field.
5. Select the currency that enables the fee in the Currency field. Only
transactions with this currency can enable the fee. If you leave this
field blank, all currencies enable the fee.
6. Select the calculation method in the Percentage/Amount list. Select
among:
o Amount
o Percent
o Interval
7. Enter the size of the fee in the percentage of the payment or the
amount for one payment in the Fee amount field.
8. Select the currency code for the fee in the Currency field.
9-16
9-17
Methods of Payment
Many companies offer several methods to pay due invoices, such as the
following:
9-18
Credit
Cash in advance
Bill of exchange
Vendors
Journals
Purchase orders
9-19
9-20
Action
Export
format
Return
format
Remittance
format
9-21
9-22
9-23
Value
Payment status
None
Account type
Bank
Payment account
EUR OPER
03
Export
Format 1 (Test)
Return
Challenge Yourself!
Help April set up the method of payment. Attach the new terms of payment and
cash discount to the vendor.
Step by Step
Create a new method of payment called SCD, Special Cash Discount.
1. Click Accounts payable, click Setup, click Payment, and then click
Methods of payment.
2. Click the New button to create a new method of payment.
3. In the Method of payment field, type SCD.
4. Click the Period arrow, and then click Invoice.
9-24
Assign the new method of payment to the vendor. Also assign the N014 Terms of
payment to the vendor, which specifies that the balance is due in 14 days.
1. Click Accounts payable, click Common, and then click All
vendors.
2. Double-click Vendor account 4103.
3. Click the Payment FastTab.
4. Click the Edit button on the Action pane.
5. Click the Terms of payment arrow, and then click N014.
6. Click the Method of payment arrow, and then click SCD.
7. Click the Cash discount arrow, and then click 2%D07.
8. Close the form.
9-25
Vendor Groups
Use vendor groups to set up certain information that always defaults when you
enter a new vendor.
For example, use the vendor group to set up automatic posting to General Ledger
accounts for consumption generated by vendor transactions.
In the Vendor groups form, set up vendor groups. You must set up at least one
vendor group, because a vendor group must be specified when you create a new
vendor.
Scenario
Contoso has multiple vendors to monitor. To simplify the management of
vendors, Contoso has set up several vendor groups to do the following:
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9-27
All - Each transaction is posted for all item numbers in the same
account in the ledger. The first matching account is used for
posting.
Based on the kind of business that you run, decide which accounts you must set
up. The focus of finance is related to consumption and revenue accounts, whereas
the focus of logistics is the issue, receipt, and packing slip accounts.
Item
relation
Account
code
All
All
All
Group
Table
B-R14
All
Account
relation
Main
account
510100
50
510800
510120
If the posting is set up as illustrated in the following table, and the Primary
receipt posting list is set to Vendor, and you bought some of item type B-R14
from vendor 3000, the transaction is posted to account number 510100 because
of the Accounts Payable parameter setup.
9-28
Item
relation
All
Table
B-R14
Account
code
Account
relation
Main
account
Table
3000
510100
All
510120
9-29
Challenge Yourself!
Help April create a new vendor group that has automatic posting.
Step by Step
Create a new vendor group, which is titled 13 for cash vendors. Assign a cash
terms of payment and COD settle period.
1. Click Accounts payable, click Setup, click Vendors, and then click
Vendor groups.
2. Click the New button to create a new group.
3. In the Vendor group field, type 83.
4. In the Description field, type Cash Vendors for the description.
5. Click the Terms of payment arrow, and then click P007.
6. Click the Settle period arrow, and then click P007.
Assign the automatic posting to the new vendor group.
1.
2.
3.
4.
5.
6.
7.
9-30
All vendors
Groups of vendors
Single vendor
When you post a vendor transaction automatically, the system searches for the
ledger accounts shown in the previous order. Consider the following examples:
A posting profile line exists for the vendor, this line is used.
No posting profile line exists for the vendor, however, the line
specified for the vendor group that the vendor is attached to is used.
Neither of these exists, the posting profile line for all vendors are
used.
In the Vendor posting profiles dialog box, you can set up many vendor posting
profiles. If all vendor transactions are processed together, set up only one posting
profile for all vendors.
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9-33
Value
Posting Profile
COD
Description
Account Code
Group
Account/Group Number
80 - Other Vendors
Summary Account
211100
Settle Account
110180
Arrival
211310
Offset Account
211320
Challenge Yourself!
Help April create the new vendor posting profile for group 80.
Step by Step
1. Click Accounts payable, click Setup, and then click Vendor
posting profiles.
2. Click the New button to create a new profile.
3. In the Posting profile field, type COD.
4. In the Description field, type Cash on delivery profile.
5. Click the Table restrictions FastTab.
6. Verify the Settlement check box is selected.
7. Verify the Cancel check box is selected.
8. Click the Setup FastTab.
9. Click the Account code arrow, and then select Group.
10. In the Account/Group number, type 80.
11. In the Summary account field, type 211100.
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9-35
Invoices
Payments
Reports
The base data automatically appears as the default for all transactions involving
the vendor.
Default information can always be changed.
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9-40
9-41
Value
Vendor group
80 - other vendors
Credit limit
10,000
Method of payment
Cash discount
4%D10
Terms of payment
N015
Challenge Yourself!
Help April create a new vendor.
Step by Step
Create the new vendor.
1. Click Accounts payable, click Common, click Vendors, and then
click All vendors.
2. Click the New Vendor button on the action pane to create a new
vendor. A new vendor account number will be assigned
automatically.
3. In the Name field, type Dakota Travel.
4. Tab to the Group field and type 80.
5. Click the General tab.
6. Click the Miscellaneous details FastTab and then type 10,000.00 in
the Credit Limit field.
7. Click the Payment FastTab.
8. Click the Terms of payment arrow, and then click N015.
9. Click the Method of Payment arrow, and then click
USAUSD_CHK.
10. Click the Cash discount arrow, and then click 4%D10.
11. Close the form.
9-42
Summary
Payment options in Microsoft Dynamics AX are flexible to accommodate
different business processes. You can do the following with payment options:
Set up terms of payment for cash payment so that the payment posts
automatically when you issue the invoice.
Set up the cash discounts as multiple (for example, ten days three
percent and 30 days one percent). You can decide whether you want
special ledger accounts to post.
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9-44
2.
3.
9-45
Solutions
Test Your Knowledge
1. A payment schedule consists of which of the following?
( ) Payments
( ) Consecutive time intervals
( ) Consecutive payments
() Consecutive payments in set time intervals
2. What elements must be defined to create a payment schedule? (Select all that
apply)
( ) Vendor account
() Due date of each installment
() Amount of each installment
() Number of installments
3. Outline the steps to setting up a term of payment. Place the following steps in
order.
Step:
9-46
: Enter a description.
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9-48
Generate a payment.
Set up a prepayment.
Post a prepayment.
Introduction
This chapter discusses the various Invoice Journals in the Accounts Payable
module. It describes what to use each Invoice Journal for and how to enter
transactions into each journal.
Purchasing goods for resale or as materials for manufacturing or services is a
large responsibility. Tracking those purchases and paying the vendors that supply
the goods is just as challenging.
Companies must monitor Accounts Payable closely and implement procedures to
enable management to easily obtain the financial information that they must have
to stay informed about changes in the costs of goods. To give an accurate view of
the financial condition of the business, all the expenses that affect the net profit
are included in Accounts Payable.
10-1
Registered
Approved
Paid
Invoice Register
Invoice Journal
Invoice Register
The purpose of the invoice register journal is to pre-register invoices when they
arrive at the company and transfer them to an invoice pool for approval. In the
invoice register journal, an employee registers the following information:
Vendor account
Invoice number
Amount
The same employee validates and posts the journal to the accounts specified in
the posting profile. Usually the accounts are pending accounts where the amounts
requite the manual approval and reclassification by the person specified in the
journal line.
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10-3
10-4
10-5
10-6
10-7
10-8
10-9
10-10
NOTE: In the Main accounts - chart of accounts form, you can set up a default
offset account that appears automatically in the Offset account field. This can
also be done in the Offset account field in the Vendors form
3. Select an offset transaction text in the Offset-transaction text list.
4. Enter the number or name of the document that is the basis of the
transaction in the Document field.
5. Enter a date for the document in the Document date field.
6. Enter or view the amount to report on the 1099 form in the 1099
amount field.
7. Select the location on the 1099 form where you want to print the
1099 amount in the 1099 box list.
10-11
Post and transfer: post lines that do not have errors and transfer
lines that have errors to a new journal.
Post: post the selected lines. If an error exists, no lines are posted
and an error message is displayed.
When you post the journal lines, you transfer them to an invoice pool. In an
invoice approval journal, you can transfer them from the invoice pool into the
invoice approval journal.
10-12
Scenario
April, the Accounts Payable Clerk, registers an incoming invoice in the invoice
register and posts the registration. April sends the physical invoice to Phyllis, the
Accounting Manager, for approval. Phyllis approves the invoice with a signature
or a stamp and returns the invoice to April. April registers and posts the approval
in the invoice approval journal. The invoice is now ready to be paid.
Invoice Pool
To view the postings in the invoice pool click Accounts Payable, click
Inquiries, and then click Invoice pool.
The following applies to the invoice pools:
The invoice pool displays the relevant information about the invoices
awaiting approval.
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10-14
10-15
Value
Invoice register
Inv_R
Vendor account
3002
Invoice number
INV123
Transaction text
Invoice
Credit
150
Approved by
BKD
Terms of payment
D30
Cash discount
7D4
Invoice approval
Inv_A
Invoice approval
601500
Challenge Yourself!
Use the invoice register, invoice pool, and invoice approval journal to complete
the workflow outlined in the scenario.
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10-17
10-18
To post the lines, create a new invoice journal, and then click
Functions. Select Invoice pool and accept the individual invoices in
the pool after you approve them.
Use the invoice journal to transfer the invoices for approval and
posting.
Scenario
April, the Accounts Payable Clerk at Contoso, registers the incoming invoice in
the journal invoice pool excluding posting. April sends the invoice to Phyllis, the
Accounting Manager, for approval. Phyllis approves the invoice with a signature
or a stamp and returns the invoice to April. April creates a new invoice journal,
uses the Function button to find the invoice from the invoice pool, and posts the
journal. Now the invoice is ready to be paid.
10-19
10-20
Value
Vendor account
3002
Description
Invoice
Credit
1000
Invoice number
INV777
APInv
Approver
Phyllis
Offset account
601500
Challenge Yourself!
Help April enter the invoices into the invoice pool excluding posting. Then help
Phyllis review and approve them in an invoice journal.
Step by Step
1. Click Accounts payable, click Journals, click Invoices, and then
click Vendor invoice pool excluding posting details.
2. Click File - New to create a new journal.
3. In the Date field, type todays date.
4. Click the Vendor account arrow, and then click 3002.
5. Click the Description arrow, and then click invoice.
6. In the Credit field, type 1000.
7. In the Invoice field, type INV777.
8. Click the History tab.
9. Click the Approved by arrow, click Phyllis Harris, and then click
Select.
10. Close the form.
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10-22
Invoice Journal
A third option for processing incoming invoices is to enter them directly into the
invoice journal.
By default, the user who is logged in and who enters the journal lines
approves the invoices.
The invoice journal is designed for users to enter the invoices they
receive from vendors without using the approval journal. As soon as
the user enters the incoming invoices, the user can post.
Scenario
April, the Accounts Payable Clerk at Contoso, enters the invoice directly into a
new invoice journal, and then approves and posts the journal. Now the invoice is
ready to be paid.
Journal form
10-23
Then
The journal
is correct
The journal
is incorrect
10-24
Post and transfer - Posts all correct vouchers in the journal and
transfers the lines with errors to a separate journal.
Value
APInv
Vendor account
3002
Invoice number
INV879
Credit
1300
Bank
Offset account
USA OPER
Challenge Yourself!
Help April enter, validate, and post a journal.
Step by Step
1. Click Accounts payable, click Journals, click Invoices, and then
click Invoice journal.
2. Press CTRL+N or click the New button to create a new journal.
3. Click the Name arrow, and then click APInv.
4. Click the Lines button.
5. Click the Account arrow, and then click 3002.
6. In the Invoice field, type INV879.
7. In the Credit field, type 1300.
8. Click the Offset account type arrow, and then click Bank.
9. Click the Offset account arrow, and then click USA OPER.
10. Click the Validate button, and then click Validate.
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10-26
Voucher Template
Use a voucher template as the basis of future vouchers. You can use voucher
templates with an accounts payable invoice journal.
Scenario
Phyllis, the Accounting Manager, is entering a voucher to record interest expense
on a fixed-rate long-term note. The voucher debits Interest Expense and credits
Interest Payable for 350 U.S. dollars (USD) each.
Phyllis must record this voucher for the same amount each month. To reduce
future data entry time, Phyllis decides to save the voucher as a voucher template
by amount.
The next time Phyllis records an interest expense, she selects the Load voucher
template action and chooses the interest entry. The original ledger accounts and
amounts load into the form.
April, the Accounts Payable Coordinator, receives a telephone bill that she must
enter. At Contoso the telephone expenses are distributed across all departments
equally. April enters the voucher with the appropriate departments. The
following table is an example of the distributions for an invoice in the amount of
600.00 U.S. dollars (USD).
Account
Debit amount
150 USD
150 USD
150 USD
150 USD
Accounts Payable
Credit amount
600 USD
April chooses to save this entry as a Voucher template by percent. This will hold
the value assigned to each account as a percentage of the total. In this case, she
will assign each department 25 percent.
The next time April receives the telephone bill she must retrieve the Voucher
template and enter only the amount of the telephone bill. The distributions will be
created automatically based on the original percentage.
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10-28
Payment Journals
After you register, approve, and post the invoice, it is time to pay the invoice.
Payment journals have the following characteristics:
Use the payment journal to enter and post payments. Make payments
and enter them according to the terms of payment established with
the vendors. In the payment journal there are several ways to create
payment lines:
o
o
o
There are two methods for selecting the invoices to pay through the
payment journal.
o
o
After you create all the payment lines, use the Generate payments
command on the Functions button to generate the payment. This is
the selected method of payment and the setup of controls if the
system should, for example, print checks or create a payment file.
NOTE: To learn more about all the tabs and fields on the Journal window,
review the Invoice Register lesson.
Payment Proposal
You must post payments made to vendors to ensure the Accounts Payable
subsidiary ledger matches the General Ledger.
The payment proposal function searches for payment lines that either
are due or have a maximum date for receiving a cash discount.
The system includes only transactions with either a due date or a cash discount
date in the search. As soon as the payment lines generate, edit them in the
payment journal.
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10-30
2.
3.
4.
5.
6.
7.
8.
9.
10.
Payment proposal lines that meet the criteria appear in the lower
Payment proposal pane.
When you select a payment proposal line, view the open invoice
transactions that contribute to the payment proposal line in the upper
Open transactions pane.
To change certain fields on several lines in one operation, select the lines, click
the Multiple change button, and enter the values to be implemented.
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10-32
NOTE: The Vendor account and Currency fields must contain values to select
the Settlements option.
5. Click the Functions button, and then click Settlement to open the
Settle open transaction form.
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10-34
Payment proposals
Settlements
10-35
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10-37
Click Accounts payable > Common > Vendors > All vendors.
Select a vendor account.
On the Action Pane, click On hold.
In the form that is displayed, select Payment in the Vendor hold
field.
5. In the Vendor hold release date field, enter the date when the
payment hold should end, and payments should again be made to the
vendor. If you do not enter a date, the payment hold lasts
indefinitely.
10-38
Value
Date
4/1/2011
Invoice number
1000
Amount
550 USD
Approver
Brooke Drynan
Value
Date
4/1/2011
Invoice number
1001
Amount
600 USD
Approver
Brooke Drynan
Challenge Yourself!
Help April with the following tasks:
1. Register the invoices.
2. Post the approvals for these transactions in one journal.
3. Enter the expense accounts to balance each line item:
o For the Airfare line, use account 601500
o For the Hotel line, use account 601500
4.
5.
6.
7.
After you complete the required steps, validate and post this journal.
Make the appropriate edits and validate the journal again.
Post the journal.
Generate the payment(s) for this invoice.
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10-40
10-42
Prepayments
Advance payments of expenses such as taxes or insurance can be used as
prepayments. The system functionality can automate a process for making a
prepayment for a purchase order. This functionality allows the prepayment to be
settled against the purchase order to help prevent over or double payment. In
addition, parameters allow for the posting of prepayments to be directed to a
different posting profile.
Prepayment Process
Five basic steps involved with processing a prepayment for a purchase order
include the following:
1.
2.
3.
4.
5.
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10-45
10-46
Challenge Yourself!
Using the information provided, create a new purchase order and setup an
prepayment for 10 percent of the purchase order total.
Next, post the prepayment invoice for the purchase order created in the previous
step.
Process and post a payment journal for the prepayment vendor invoice.
Step by Step
To create a purchase order with a request for a prepayment, follow these steps:
1. Open Procurement and sourcing > Common > Purchase orders >
All purchase orders.
2. Click New > Purchase order to create a new purchase order.
3. Select 1002 in the Vendor account field.
4. Click Yes to transfer the vendor information to the purchase order.
5. Click OK to create the order.
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10-49
Invoice Matching
Accounts payable invoice matching is the process of matching the vendor
invoice, purchase order, and product receipts information. Vendor invoices are
frequently based on product receipts that represent actual shipments, instead of
on purchase orders. Sometimes the invoiced amounts do not match the purchase
order amounts, and sometimes the shipped quantities do not match the invoiced
quantities. To manage this information, Microsoft Dynamics AX enables you to
do the following things:
View and approve price match discrepancies between the invoice net
unit price and the purchase order net unit price. You can set up price
tolerance percentages for companies, vendors, and items. If the
vendor invoice line price is not within the acceptable price tolerance,
you can save the invoice until it is approved for posting, or until you
receive a correction from the vendor.
10-50
NOTE: Refer to the User Help In Microsoft Dynamics AX for more details on the
types of Invoice Matching.
Scenario
Alicia, the Buyer at Contoso, enters a purchase order with one line item for 50
bulbs at a price of 2.00 U.S. dollars (USD) each. The purchase order is approved
and submitted to the vendor.
The vendor ships only 30 bulbs. Sammy, the Shipper, enters a product receipt for
30 bulbs.
April, the Accounts payable clerk, receives the invoice in the mail for 50 bulbs at
a price of 2.00 USD each for a total of 100 USD, but the totals that April is
viewing reflect 30 bulbs at 2.00 USD each, for a total of 60 USD. April examines
the vendor invoice and notices that the quantity is 50, not 30 as the system
defaulted. She changes the invoice quantity to 50. The system flags April with a
Quantity matching discrepancy, because the quantity on the invoice does not
equal the total matched quantity for the invoice line.
April cannot post the invoice, but she chooses to put it on hold so she can check
with Alicia or Sammy to inquire why the invoice has arrived for a quantity that
differs from the product receipt quantity currently posted in the system.
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10-53
10-54
10-55
10-56
10-57
Account code
Table
Table
Table
Group
Table
All
Group
Table
Group
Group
Group
All
All
Table
All
Group
All
All
The default company price tolerance is zero percent and it applies to all items and
all accounts (All, All). You cannot delete the default company price tolerance
record.
For example, you can set up the following price tolerance percentage records.
Item
code
Item
relation
All
Table
10-58
Battery
Account
code
Account
relation
Price
tolerance
percentage
Notes
All
1%
This percentage
applies to all items
and all vendors,
unless one of the
other scenarios
applies. This is the
legal entity price
tolerance
percentage.
All
1%
This percentage
applies to the
Battery item from
all vendors.
Item
relation
Account
code
Group
Low
Group
Group
Account
relation
Price
tolerance
percentage
Notes
All
2%
This percentage
applies to all items
whose item value
model group has the
Low item price
tolerance group
assigned to their
item value model
groups, and all
vendors.
Medium
All
6%
High
All
15%
All
Group
5 percent
5%
All
Group
10
percent
10%
This percentage
applies to vendors
who are assigned to
the 10 percent
group, and All
items.
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10-63
If the amount paid is greater than the amount due, the invoice is
settled and closed. The payment transaction for the customer remains
open for the amount by which the payment exceeds the amount due.
If the payment amount is less than the amount due, the payment
amount is subtracted from the amount due, and the invoice remains
open. The payment transaction is fully settled and is closed.
If the amount paid equals the amount due, the payment and invoice
transactions are closed.
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Scenario
Phyllis, the Accounting Manager at Contoso, reviews and approves the Accounts
Payable transactions. Phyllis realizes that a consulting fee was paid twice and she
wants to reverse the settlement.
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Challenge Yourself!
Help April reverse the transaction and check history to ensure she reversed it
correctly.
Step by Step
1. Click Accounts payable, click Common, click Vendors, and then
click All Vendors.
2. Click Vendor account 5001.
3. On the Action Pane, click the Invoice tab, and then click Closed
transaction editing.
4. Click the last line in the form.
5. Select the Mark check box.
6. Click the Reverse button.
7. Click the Inquiry button, and then click History to view the
reversed transactions.
8. Close all forms.
10-68
Print Management
You can define print management original records, copy records, and conditional
settings at the module, account, or transaction level. You can control various
activities that include the following:
Print destination
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Scenario
Alicia, the Purchasing Agent at Contoso, is entering a purchase order for a new
vendor. Because this is her first time buying from the vendor, the terms are cash
on delivery. She must enter the order with the vendor's payment terms so that she
receives the material on time.
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Path
Purchase order
Purchase order
invoice
Purchase order
packing slip
Purchase order
receipts list
Request for
quotations
Request for
quotation replies
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Summary
Microsoft Dynamics AX offers the following important features for managing
Accounts Payable:
Payment proposals.
Prepayments
Print Management
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2.
3.
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Solutions
Test Your Knowledge
1. After you post the lines of the invoice register, the postings display in the
payment proposal.
( ) True
() False
2. You can use the invoice pool to view registered invoices that are ready for
posting.
() True
( ) False
3. You must validate the journal before you post.
( ) True
() False
4. Which voucher template type lets users re-create a voucher for the same
accounts and values as the original entry?
( ) Percent
( ) Division
( ) Aggregate
() Amount
5. Invoice matching is the process of matching information from what
documents? (Select all that apply)
() Purchase Order
() Vendor Invoice
() Product Receipt
( ) Vendor Checks
6. In the Is marked field, a red icon appears if a transaction already is selected
for settlement.
() True
( ) False
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10-82
Introduction
This course introduces the setup procedures and defaults you can use throughout
the Accounts Receivable module.
Accounts Receivable offers extensive functionality to set up different customer
payment options. This includes the following:
Payment schedules
Payment days
Terms of payment
Cash discounts
Methods of payment
Payment fees
This course also explains Customer setup so you can process customers and
customer transactions quickly and efficiently.
11-1
Payment Schedule
Use payment schedules to pay invoices in installments. To set up a payment
schedule, define the following:
Number of installments
Set amount
For example, an invoice of 10,000 U.S. dollars (USD) is recorded. The customer
pays 2,000 USD each month until the balance is paid. During this period the
invoice is not considered past due as long as the customer makes the scheduled
payments on time. This is known as a finance plan, or contract payments.
11-2
11-3
Terms of Payment
Use the Terms of payment form to define all the terms of payment that a
company and its customers use. You can also use a term of payment to calculate
the due date based on the date of the invoice.
Specify terms of payment for each:
Scenario
Contoso has a standard customer payment term of Net 30 days. If an invoice with
a Net 30 payment term ships goods on September 15, and the invoice is dated
November 15, payment is due December 15. With a Net 30 Days settlement, the
customer must pay the net due within 30 days of the receipt of goods or receipt of
the invoice, according to the settlement. After that date, if the payment is not
completed, you may add an interest charge of a specified percent for each month
to the invoice along with other services charges.
11-4
11-5
11-6
Payment Days
Use payment days to define the payment day to use for calculating the due date.
The due date is always rounded up to the nearest specified date automatically.
You can specify the payment day for:
11-7
11-8
Challenge Yourself!
Help Connie create a new term of payment to fulfill this requirement and assign
it to Cave Wholesales.
Step by Step
Perform the following steps to create a new term of payment:
1. Click Accounts receivable, click Setup, click Payment, and then
click Terms of payment.
2. Click the New button.
3. In the Terms of Payment field, enter N018.
4. In the Description field, enter Net 18 days.
5. On the Setup FastTab, in the Payment Method field, select Net.
6. In the Days field, type 18.
7. Close the window.
Perform the following steps to assign a new term of payment to Cave
Wholesales:
1. Click Accounts receivable, click Common, click Customers, and
then click All Customers.
2. Select 1103, Cave Wholesales as the customer.
3. Click Edit on the Action pane.
4. Click the Payment defaults FastTab.
5. In the Terms of payment field, select N018.
6. Close the forms.
11-9
Cash Discount
Cash discounts are:
Posted to the ledger account specified for the cash discount when an
invoice is settled in time to obtain a cash discount.
Scenario
Contoso's customers receive a cash discount if they pay invoices due within
certain dates. Contoso has set up the following codes:
The three cash discounts follow one another as the payment nears the cash
discount date. However, only one cash discount is granted.
To specify this on the 5D10% code, the 10D5% code is selected in the Next
discount code list. On the 10D5% code, the 14D2% code is selected in the Next
discount code list. Finally, on the 14D2% code the Next discount code is left
blank.
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11-12
Payment Fee
Use payment fees to:
Scenario
Contoso defined guidelines on how to handle late payments:
Contoso assesses most invoices late payment fees 30 days after the
invoice date.
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11-15
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11-17
Methods of Payment
Many companies offer several methods to pay due invoices, such as the
following:
Credit
Cash in advance
Bill of exchange
In the Methods of payment form, specify all the methods of payment the
company uses to receive pay from its customers. For each method of payment,
enter information that states how payments should be summarized and posted.
Methods of payment can be assigned to:
Customers
Journals
Sales orders
11-18
11-19
11-20
Format
Action
Export format
Import format
Return format
Remittance format
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Offset account has the type bank - verifies that the offset
account type selected is Bank
Bank transaction type is mandatory - verifies that a bank
transaction type is selected
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Value
Period
Total
Days of grace
Payment status
None
Account type
Bank
Payment account
EUR OPER
02
Challenge Yourself!
Set up a new method of payment for European cash payments with a two-day
grace period.
Step by Step
1. Click Accounts receivable, click Setup, click Payments, and then
click Methods of payment.
2. Click New to create a new method of payment.
3. In the Method of payment field, type in CASH_EUR.
4. Click the Period arrow, and then click Total.
5. In the Description field, type Cash - Euro.
6. In the Grace period field, type 2.
7. Click the Payment status field, and then click None.
8. Click the Account type arrow, and then click Bank.
9. Click the Payment account arrow, and then click EUR OPER.
10. Click the Bank transaction type arrow, and then click 02.
11. Close the form.
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Customer Groups
Consider the following about customer groups:
Scenario
Contoso has many customers to track. To simplify the handling of customers, the
Contoso Company set up several customer groups to:
Specify ledger posting per customer group. For each customer group,
you can specify accounts, that is, for customer debts, an arrival
account for a customer who has a corresponding offset account, a
receipt account, item revenue account and account for customer line
discounts.
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Item
relation
Account
code
All
All
All
Group
Table
B-R14
Account
relation
Account
number
401100
40
All
401120
401130
If you have set up the posting as illustrated in the following table, and you set the
Primary sales posting field to Customer, and some of item type B-R14 is sold
to customer 4000, the transaction is posted to account number 401100 because of
the Accounts receivable parameter setup.
Item
code
Item
relation
All
Table
B-R14
Account
code
Account
relation
Account
number
Table
4000
401100
All
401130
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Challenge Yourself!
Create the new customer group with the correct setup options.
Step by Step
Create the new Customer Group 60, Travel Agencies.
1. Click Accounts receivable, click Setup, click Customers, and then
click Customer groups.
2. Click New to create a new group.
3. In the Customer group field, type 60.
4. In the Description field, type Travel Agencies.
5. Click the Terms of payment arrow, and then click M15.
6. Click the Settle period arrow, and then click N014.
For the new group, define automatic posting.
1. From the Customer groups form, click the Setup button, and then
click Item posting.
2. Verify that item posting has been set for the All Item code.
3. Click the arrow in the Account code field and select All.
4. Type "142300" in the Main account field.
5. Close the form.
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All customers
Groups of customers
Single customers
When you post a customer transaction automatically, the system searches for the
ledger accounts that are shown in the previous order. For example if:
No posting profile line exists for the customer, the line specified for
the customer group that the customer is attached to is used.
Neither of these exists, the posting profile line for all customers is
used.
In the Customer posting profiles form, you can set up many customer posting
profiles. If all customer transactions are processed together, set up only one
posting profile for all customers.
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Transactions for the retail customers group will post to the summary
account 130100 and settle account 110110.
Use the following information for the new customer posting profile:
Field
Value
Posting Profile
Prom
Description
Promotion
Account Code
Group
High
Challenge Yourself!
Help Arnie create the new customer posting profile.
Step by Step
1. Click Accounts receivable, click Setup, and then click Customer
posting profiles.
2. Click the New button or press CTRL+N.
3. On the Overview tab, in the Posting Profile field, type Prom.
4. In the Description field, type Promotion.
5. On the Table restrictions tab, make sure that the following check
boxes are selected:
o Settlement
o Interest
o Collection letter
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Invoicing
Payments
Reports
The base data is automatically displayed as the default for all transactions that
involve the customer.You can change default information at any time. To
expedite the process of creating customers, you can create templates based on the
entries in fields for specific customers that you specify as template models.
Templates can be used by all users or a single user. If a template is available
when you create a new customer, a form appears that displays the available
customer templates. Select the template that applies to the new customer. The
field values of the template are copied to the fields for the new customer. You
can make changes to the fields and enter more information, as appropriate.
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Collections contact
Terms of payment
Method of payment
Payment specification
Payment schedule
Payment day
Cash discount
Bank account
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Value
Customer group
Major
Credit limit
10,000 USD
Mode of delivery
Air
Illinois
Terms of payment
Net 30 days
Method of payment
CHCK
Challenge Yourself!
Create a new customer.
Step by Step
1. iClick Accounts receivable, click Common, click Customers, and
then click All customers.
2. Click the Customers button on the action pane to create a new
record.
3. Use the default number in the Customer account field.
4. In the Record type field, select Organization.
5. In the Name field, type Adventure Works.
6. In the Customer group field, select customer group 20.
7. Click the Save and open button and select Customer.
8. Click the Edit button on the action pane.
9. Click the Credit and collections FastTab.
10. In the Credit limit field, enter 10000.
11. Click the Invoice and delivery FastTab.
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Summary
Payment options in Microsoft Dynamics AX are flexible to accommodate
different business processes. Using Accounts Receivable you can do the
following:
Set up terms of payment for cash payment so that the payment posts
automatically when you issue the invoice
Manage the cash discount with or without sales tax to comply with
the tax legislation in various countries
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2.
3.
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Solutions
Test Your Knowledge
1. What is necessary to set up a payment schedule? (Select all that apply)
( ) Number of schedules
() Number of installments
() Amount of each installment
() Due date of each installment
2. Which of the following can be selected in the Payment method list to
calculate the due date?
(Select all that apply)
() Net
() Current Week
() Current Year
() COD
3. Customers earn cash discounts by paying an invoice within a specified
period.
() True
( ) False
4. What are some ways that companies may pay due invoices? (Select all that
apply)
() Cash in advance
() Credit
() Bill of exchange
() Check and electronic payments
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Reverse a Settlement.
Reimburse a customer.
Introduction
This course discusses the free text invoice and the payment journal. It also
explains various Accounts Receivable transactions that you may use in daily
procedures in the Accounts Receivable module.
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Ledger accounts
Free-text descriptions
You cannot enter an item number on this kind of invoice; however, you can enter
the appropriate sales tax information.
The user specifies the item number, and the system posts the itemrelated transactions in the ledger. NOTE: It is also possible to create
sales orders with non-inventory items.
A ledger account for the sale is selected by the user and is displayed
on each order line. The system posts the customer balance to the
summary ledger account for the posting profile inherited from the
customer, unless the user specifies a different posting profile on the
free text invoice
Scenario
At Contoso, the Accounts Receivable Administrator uses free text invoices for
service charges that are not listed in the items table. For example, some of the
Product Managers consult with customers about specific product design
proposals, and the consulting fees are invoiced by using free text invoices.
Contoso also uses the free text invoice for anything that the company owns and
sells to customers that is not inventory-related. For example, the Accounts
Receivable Administrator typically invoices old plant equipment such as
hardware, furniture, and so on by using free text invoices.
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Click Accounts receivable > Setup > Free text invoice templates.
Click New.
Enter the Template name and Description.
On the Invoice lines FastTab, assign an invoice line to the template
and assign a Main account.
5. Optional: To distribute the line amount to multiple ledger accounts,
click Distribute amounts. Enter the distribution information in the
Accounting distribution templates form, and then close the form.
6. Optional: Repeat steps 4 and 5 for additional invoice lines.
7. Optional: To specify charges, such as freight and postage, click
Charges.
a. Enter the charge information in the Charges form.
b. Optional: To distribute the charges line amount to multiple
ledger accounts, click Distribute amounts. Enter the
distribution information in the Accounting distribution
templates form, and then close the form.
c. Close the Charges form.
8. To save the changes, close the form.
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Entering Corrections
Enter corrections to modify a free text invoice that has been posted. When you
correct an invoice that has been posted, a corrected invoice is created where you
can modify the invoice and post it with the new values. When you post the
corrected invoice, a canceling invoice is created, which brings the combined
balance of the original invoice and the canceling invoice to a zero amount.
For example, if you correct an original posted invoice that has a balance of
500.00, a corrected invoice will be created that has a balance of 500.00. You can
change the information for the invoice, and then post it. When the corrected
invoice is posted, a canceling invoice will be created that has a balance of 500.00. This brings the combined balance of the original and canceling invoices
to 0.00.
12-8
In addition, you can use two types of form notes specifically for Free text
invoices:
To open these form notes, click Accounts receivable, then click Setup, click
Forms, and then click Form notes.
See the Print Management section of this for information on printing
documents.
12-9
Invoice Account
Date
System date
Enter the line for the invoice. Use the following information to create line
information:
Description
Main account
401190
Amount
1450.00 USD
Challenge Yourself!
Use any of the methods described in this section to create and post the free text
invoice.
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Payment Journals
After you register, approve, and post the invoice, the customer must pay for the
invoice. When you receive a customer payment, use the payment journal to
register it.
For information on the Centralized payments functionality, refer to Financials II
in Microsoft Dynamics AX .
You can use payment journals to do the following:
o
o
Payment Proposal
When customers make payments, you must create and post them in a payment
journal, both to record the payments to the customer's accounts, and also to
ensure that you can reconcile the Accounts Receivable information with General
Ledger information. Use a payment proposal as an effective way to select the
payment records and create the payment journal. The payment proposal does the
following:
Searches for payment lines that either are due or have a maximum
date for receiving a cash discount.
Only transactions with either a due date or a cash discount date are included in
the search. As soon as the system generates payment lines, you can edit them in
the payment journal.
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4. Select the Mark check box to select the invoices to mark it for
payment. Mark one or several invoices for settlement.
NOTE: A red mark shows in the Is marked field if a transaction is already
marked for settlement.
NOTE: You must enter a Customer account and Currency to use the Settlements
option.
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Field name
Description
Date
Company
accounts
Account
Invoice
Description
Debit
Credit
Offset account
type
Offset account
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Open invoice
Credit note
Collection letter
You also may view customer transaction records across multiple companies and
define other aspects of the payment line, such as Method of payment, Offset
account type, etc.
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Account
Credit
2,499.00 USD
Offset Account
USA OPER
Challenge Yourself!
1. Create a payment journal.
2. Post the payment journal.
Step by Step
Perform the following steps to create a payment journal and use open transaction
editing to apply this payment to the correct invoice:
Create the Payment journal:
1. Click Accounts receivable, then click Journals, click Payments,
and then click Payment journal.
2. Click New to create a new journal.
3. Select ARPay in the Name field.
4. Click the Lines button and enter the information specified in the
example for the payment.
o Use customer number 2112, Sunflower Shopping Mall in the
Account field.
o Enter the amount of 2,499 in the Credit field.
o Use offset account USA OPER.
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Then
The payment
amount is less than
the amount due
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Challenge Yourself!
1. Create the Free Text Invoice. Use main account 401200.
2. Record the payment and apply the payment to the correct invoice by
using the Settle open transactions form.
Step by Step
Create the invoice:
1. Open the Free text invoice form by clicking Accounts receivable,
click Common, click Free text invoices, and then click All free text
invoices.
2. Click Free text invoice on the Action pane.
3. In the Customer account field, type 1301.
4. Click the Invoice lines tab.
5. In the Invoice line area type Design consultancy in the Description
field..
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Reverse Settlements
When you work with reverse settlements:
Scenario
At Contoso, the Accounting Manager reviews and approves the Accounts
Receivable transactions. The Accounting Manager realizes that a customer
payment is settled with the wrong invoice and wants to reverse the settlement.
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As soon as the changes that you want are made, the system changes the
settlement amount, makes the corrections, and changes the status. View the
history by clicking the Inquiries button, then clicking History. The History form
displays an overview of settlements for the current voucher.
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Challenge Yourself!
Use the Closed transactions editing function to reverse this settlement.
Step by Step
1. Click Accounts receivable, then click Common, click Customers,
click All customers, and then double-click on the Customer
account 1301.
2. Click the Collect tab, and then click Closed transaction editing.
3. Click the transaction line that recorded a payment for 108.90.
4. Select the Mark check box.
5. Click the Reverse button.
6. Close all the forms.
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Reimburse a Customer
Consider the following when you work with the reimbursement feature:
Scenario
Contoso has a compensation policy that guarantees customers are reimbursed if
Contoso does not meet the service level described in customer agreements. For
example, if there is product damage or a delay in delivery, Contoso reimburses
the customer five percent of the invoice amount.
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Challenge Yourself!
1. Create the invoice for Whale Wholesales.
2. Post the payment to Whale Wholesales.
3. Generate the reimbursement for the overpayment.
Step by Step
Set the Minimum reimbursement value:
1. From the Navigation pane, click Accounts receivable, click Setup,
and then click Accounts receivable parameters.
2. In the Minimum reimbursement field, type 5.00.
3. Close the form.
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Reason Codes
Reason codes are standard codes that you can use in various transaction types or
changes to field values to provide background data about the transaction. For
example, auditors or managers frequently want to see reasons recorded for
various transactions. Using standard reason codes instead of transaction text
gives users guidelines on what codes to select from, and provides management
and auditors the ability to analyze transaction history by specific reason. Reason
codes can be used with:
Fixed assets
General ledger
Accounts payable
Accounts receivable
Bank
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Reason Comments
Enter a reason comment in the same forms where you select reason codes.
Reason comments are optional, and although you can set up default reason
comments for each reason code, no setup is required.
If you select a reason code for a transaction, the default comment that is set up in
the Reasons form displays in the Reason comment field. You can change the
default reason comment. If you type a reason comment first and then select a
reason code, the typed reason comment is not replaced.
Print Management
Print management works with Accounts Receivable and Accounts Payable. You
can define print management original records, copy records, and conditional
settings at the module, account, or transaction level, so that you can control
various activities that include the following:
Print destination
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"Numeric File" for the fifth copy, which is filed in a numeric invoice
file
For each copy, Simon specifies the intended audience so that each document
prints in the appropriate language. For the Customer and Remittance Copy,
Simon enters the footer text for multiple languages so that all the text on the
invoice prints with the language appropriate to the customer.
Arnie in Accounts Receivable prints all the copies; thus, Simon specifies that
copies 1, 3, 4, and 5 must print to Arnie's printer. He sets up copy 2 to print to the
Archive.
Simon finishes setting up all the documents for Contoso and then begins setting
up Contoso Europe. For this company, the customer invoice documents are
unique. Simon sets up the footer text, printing order, sort order, and printer
destination for each document.
Simon sets up the Sales order Packing Slip document next. Because Contoso
Europe has several warehouses, he must set up copies for each warehouse. For
Warehouse A1, he specifies three copies, footer text, printing order, sort order,
and printer destination. For Warehouse A2, he specifies four copies, footer text,
order in which the copies print, sort order, and printer destination. The
appropriate document and copies print automatically based on the warehouse
location for each Sales order line.
When Simon finishes setting up the documents for all the companies, he sends an
e-mail to the implementation team stating that the setup is complete and
requesting that each member verify the document setup for his or her particular
department.
Prakash, the Project Manager at Contoso, receives Simon's e-mail and verifies
the print setup. He reviews the setup for all the documents and is satisfied that
Simon set them up correctly.
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Documents
Path
Accounts
receivable
Free text
invoice
1. In the left pane of the Print management setup form, expand the
list of documents. Any original or copy records display.
2. Review the original or copy record information. If changes are
necessary, override an inherited record, copy an inherited record,
create a new record, or create a new conditional setting.
o To override, right-click an original or copy record and select
Override. The icon changes to display a red X to indicate that
the record is now an override record.
o To copy, right-click an original or copy record and select Copy.
A copy displays in the list. The copy must have a new name.
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Customer
1102
Original
Customer copy
Customer copy 2 (because the customer account falls within
the query results for the setting)
Warehouse copy
Customer
1104
Original
Customer copy
Warehouse copy
NOTE: Although conditional settings and queries provide flexibility in the print
management settings, complex queries or numerous conditional settings can
affect posting performance.
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Summary
Accounts Receivable offers many advanced options including:
You can give each customer a unique credit limit. Apply the credit limits to only
customer balances or to include uninvoiced, delivered items, or even sales orders.
Decide whether the credit limit applies on the total of the sales order or if you
need to control each sales order line separately. You can set up the system to stop
delivery when you reach the credit limit or set up an automatic warning that you
can overrule. You also can stop the customer account automatically at any step
during the collection procedure.
Accounts Receivable offers extensive options for editing open transactions,
reopening closed transactions, and entering renegotiated payment schedules
directly into the system. You can view the customer invoice and print a copy of it
directly from the customer account.
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2.
3.
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Solutions
Test Your Knowledge
1. You can create inventory transactions that use item quantities by using Free
text invoices.
() True
( ) False
2. A ordinary invoice typically consists of which of the following? (Select all
that apply)
( ) The companys bank accounts
( ) A ledger account for the sale is indicated on each order line, and the
customer balance is posted for each customer group, unless specified
otherwise
() A sales order that makes the inventory transactions
() The item number that specifies and posts in the ledger
3. When the invoice is registered and approved, the customer must pay for the
invoice.
( ) True
() False
4. What does the payment proposal function do? (Select all that apply)
() Searches for due payment lines
( ) Searches for vendors
() Searches for payment lines with a maximum date for receiving a cash
discount
() Checks open and approved customer transactions
5. In settling open transactions, you can do which of the following? (Select all
that apply)
( ) Create a payment proposal
() Edit unapplied transactions
( ) Create a free text invoice
() Make changes in transactions for customers
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