Nav 2013 Finance Advanced

Course 80535:
Finance Advanced in
Microsoft Dynamics® NAV 2013
Microsoft Official Training Materials for Microsoft Dynamics ®

Your use of this content is subject to your current services agreement
This courseware is provided “as-is”. Information and views expressed in this courseware, including URL and
other Internet Web site references, may change without notice.
Unless otherwise noted, the examples depicted herein are provided for illustration only and are fictitious. No
real association or connection is intended or should be inferred.
This courseware does not provide you with any legal rights to any intellectual property in any Microsoft
product. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the
rights under copyright, no part of this courseware may be reproduced, stored in or introduced into a retrieval
system, or transmitted in any form or by any means or for any purpose, without the express written
permission of Microsoft Corporation.
Copyright © 2012 Microsoft Corporation. All rights reserved.
Microsoft®, Microsoft Dynamics®, Microsoft® PowerPoint®, Microsoft® SQL Server® data management
software and Microsoft Dynamics® NAV are trademarks of the Microsoft group of companies. All other
trademarks are property of their respective owners.

MICROSOFT LICENSE TERMS
MICROSOFT INSTRUCTOR-LED COURSEWARE
These license terms are an agreement between Microsoft Corporation (or based on where you live, one of its
affiliates) and you. Please read them. They apply to your use of the content accompanying this agreement which
includes the media on which you received it, if any. These license terms also apply to Trainer Content and any
updates and supplements for the Licensed Content unless other terms accompany those items. If so, those terms
apply.
BY ACCESSING, DOWNLOADING OR USING THE LICENSED CONTENT, YOU ACCEPT THESE TERMS.
IF YOU DO NOT ACCEPT THEM, DO NOT ACCESS, DOWNLOAD OR USE THE LICENSED CONTENT.
If you comply with these license terms, you have the rights below for each license you acquire.
1. DEFINITIONS.
a. “Authorized Learning Center” means a Microsoft IT Academy Program Member, Microsoft Learning
Competency Member, or such other entity as Microsoft may designate from time to time.
b. “Authorized Training Session” means the instructor-led training class using Microsoft Instructor-Led
Courseware conducted by a Trainer at or through an Authorized Learning Center.
c. “Classroom Device” means one (1) dedicated, secure computer that an Authorized Learning Center owns
or controls that is located at an Authorized Learning Center’s training facilities that meets or exceeds the
hardware level specified for the particular Microsoft Instructor-Led Courseware.
d. “End User” means an individual who is (i) duly enrolled in and attending an Authorized Training Session
or Private Training Session, (ii) an employee of a MPN Member, or (iii) a Microsoft full-time employee.
e. “Licensed Content” means the content accompanying this agreement which may include the Microsoft
Instructor-Led Courseware or Trainer Content.
f. “Microsoft Certified Trainer” or “MCT” means an individual who is (i) engaged to teach a training session
to End Users on behalf of an Authorized Learning Center or MPN Member, and (ii) currently certified as a
Microsoft Certified Trainer under the Microsoft Certification Program.
g. “Microsoft Instructor-Led Courseware” means the Microsoft-branded instructor-led training course that
educates IT professionals and developers on Microsoft technologies. A Microsoft Instructor-Led
Courseware title may be branded as MOC, Microsoft Dynamics or Microsoft Business Group courseware.
h. “Microsoft IT Academy Program Member” means an active member of the Microsoft IT Academy
Program.
i. “Microsoft Learning Competency Member” means an active member of the Microsoft Partner Network
program in good standing that currently holds the Learning Competency status.
j. “MOC” means the “Official Microsoft Learning Product” instructor-led courseware known as Microsoft
Official Course that educates IT professionals and developers on Microsoft technologies.
k. “MPN Member” means an active silver or gold-level Microsoft Partner Network program member in good
standing.

l. “Personal Device” means one (1) personal computer, device, workstation or other digital electronic device
that you personally own or control that meets or exceeds the hardware level specified for the particular
Microsoft Instructor-Led Courseware.
m. “Private Training Session” means the instructor-led training classes provided by MPN Members for
corporate customers to teach a predefined learning objective using Microsoft Instructor-Led Courseware.
These classes are not advertised or promoted to the general public and class attendance is restricted to
individuals employed by or contracted by the corporate customer.
n. “Trainer” means (i) an academically accredited educator engaged by a Microsoft IT Academy Program
Member to teach an Authorized Training Session, and/or (ii) a MCT.
o. “Trainer Content” means the trainer version of the Microsoft Instructor-Led Courseware and additional
supplemental content designated solely for Trainers’ use to teach a training session using the Microsoft
Instructor-Led Courseware. Trainer Content may include Microsoft PowerPoint presentations, trainer
preparation guide, train the trainer materials, Microsoft One Note packs, classroom setup guide and Pre-
release course feedback form. To clarify, Trainer Content does not include any software, virtual hard
disks or virtual machines.
2. USE RIGHTS. The Licensed Content is licensed not sold. The Licensed Content is licensed on a one copy
per user basis , such that you must acquire a license for each individual that accesses or uses the Licensed
Content.
2.1 Below are five separate sets of use rights. Only one set of rights apply to you.
a. If you are a Microsoft IT Academy Program Member:

i. Each license acquired on behalf of yourself may only be used to review one (1) copy of the Microsoft
Instructor-Led Courseware in the form provided to you. If the Microsoft Instructor-Led Courseware is
in digital format, you may install one (1) copy on up to three (3) Personal Devices. You may not
install the Microsoft Instructor-Led Courseware on a device you do not own or control.
ii. For each license you acquire on behalf of an End User or Trainer, you may either:
1. distribute one (1) hard copy version of the Microsoft Instructor-Led Courseware to one (1) End
User who is enrolled in the Authorized Training Session, and only immediately prior to the
commencement of the Authorized Training Session that is the subject matter of the Microsoft
Instructor-Led Courseware being provided, or
2. provide one (1) End User with the unique redemption code and instructions on how they can
access one (1) digital version of the Microsoft Instructor-Led Courseware, or
3. provide one (1) Trainer with the unique redemption code and instructions on how they can
access one (1) Trainer Content,
provided you comply with the following:
iii. you will only provide access to the Licensed Content to those individuals who have acquired a valid
license to the Licensed Content,
iv. you will ensure each End User attending an Authorized Training Session has their own valid licensed
copy of the Microsoft Instructor-Led Courseware that is the subject of the Authorized Training
Session,
v. you will ensure that each End User provided with the hard-copy version of the Microsoft Instructor-
Led Courseware will be presented with a copy of this agreement and each End User will agree that
their use of the Microsoft Instructor-Led Courseware will be subject to the terms in this agreement
prior to providing them with the Microsoft Instructor-Led Courseware. Each individual will be required
to denote their acceptance of this agreement in a manner that is enforceable under local law prior to
their accessing the Microsoft Instructor-Led Courseware,
vi. you will ensure that each Trainer teaching an Authorized Training Session has their own valid
licensed copy of the Trainer Content that is the subject of the Authorized Training Session,

vii. you will only use qualified Trainers who have in-depth knowledge of and experience with the
Microsoft technology that is the subject of the Microsoft Instructor-Led Courseware being taught for
all your Authorized Training Sessions,
viii. you will only deliver a maximum of 15 hours of training per week for each Authorized Training
Session that uses a MOC title, and
ix. you acknowledge that Trainers that are not MCTs will not have access to all of the trainer resources
for the Microsoft Instructor-Led Courseware.
b. If you are a Microsoft Learning Competency Member:

User attending the Authorized Training Session and only immediately prior to the
commencement of the Authorized Training Session that is the subject matter of the Microsoft
Instructor-Led Courseware provided, or
2. provide one (1) End User attending the Authorized Training Session with the unique redemption
code and instructions on how they can access one (1) digital version of the Microsoft Instructor-
Led Courseware, or
3. you will provide one (1) Trainer with the unique redemption code and instructions on how they
can access one (1) Trainer Content,
iv. you will ensure that each End User attending an Authorized Training Session has their own valid
licensed copy of the Microsoft Instructor-Led Courseware that is the subject of the Authorized
Training Session,
v. you will ensure that each End User provided with a hard-copy version of the Microsoft Instructor-Led
Courseware will be presented with a copy of this agreement and each End User will agree that their
use of the Microsoft Instructor-Led Courseware will be subject to the terms in this agreement prior to
providing them with the Microsoft Instructor-Led Courseware. Each individual will be required to
denote their acceptance of this agreement in a manner that is enforceable under local law prior to
vi. you will ensure that each Trainer teaching an Authorized Training Session has their own valid
licensed copy of the Trainer Content that is the subject of the Authorized Training Session,
vii. you will only use qualified Trainers who hold the applicable Microsoft Certification credential that is
the subject of the Microsoft Instructor-Led Courseware being taught for your Authorized Training
Sessions,
viii. you will only use qualified MCTs who also hold the applicable Microsoft Certification credential that is
the subject of the MOC title being taught for all your Authorized Training Sessions using MOC,
ix. you will only provide access to the Microsoft Instructor-Led Courseware to End Users, and
x. you will only provide access to the Trainer Content to Trainers.

c. If you are a MPN Member:
User attending the Private Training Session, and only immediately prior to the commencement
of the Private Training Session that is the subject matter of the Microsoft Instructor-Led
Courseware being provided, or
2. provide one (1) End User who is attending the Private Training Session with the unique
redemption code and instructions on how they can access one (1) digital version of the
Microsoft Instructor-Led Courseware, or
3. you will provide one (1) Trainer who is teaching the Private Training Session with the unique
redemption code and instructions on how they can access one (1) Trainer Content,
iv. you will ensure that each End User attending an Private Training Session has their own valid licensed
copy of the Microsoft Instructor-Led Courseware that is the subject of the Private Training Session,
v. you will ensure that each End User provided with a hard copy version of the Microsoft Instructor-Led
Courseware will be presented with a copy of this agreement and each End User will agree that their
use of the Microsoft Instructor-Led Courseware will be subject to the terms in this agreement prior to
providing them with the Microsoft Instructor-Led Courseware. Each individual will be required to
denote their acceptance of this agreement in a manner that is enforceable under local law prior to
vi. you will ensure that each Trainer teaching an Private Training Session has their own valid licensed
copy of the Trainer Content that is the subject of the Private Training Session,
vii. you will only use qualified Trainers who hold the applicable Microsoft Certification credential that is
the subject of the Microsoft Instructor-Led Courseware being taught for all your Private Training
Sessions,
viii. you will only use qualified MCTs who hold the applicable Microsoft Certification credential that is the
subject of the MOC title being taught for all your Private Training Sessions using MOC,
ix. you will only provide access to the Microsoft Instructor-Led Courseware to End Users, and
x. you will only provide access to the Trainer Content to Trainers.
d. If you are an End User:

For each license you acquire, you may use the Microsoft Instructor-Led Courseware solely for your
personal training use. If the Microsoft Instructor-Led Courseware is in digital format, you may access the
Microsoft Instructor-Led Courseware online using the unique redemption code provided to you by the
training provider and install and use one (1) copy of the Microsoft Instructor-Led Courseware on up to
three (3) Personal Devices. You may also print one (1) copy of the Microsoft Instructor-Led Courseware.
You may not install the Microsoft Instructor-Led Courseware on a device you do not own or control.
e. If you are a Trainer.

i. For each license you acquire, you may install and use one (1) copy of the Trainer Content in the
form provided to you on one (1) Personal Device solely to prepare and deliver an Authorized
Training Session or Private Training Session, and install one (1) additional copy on another Personal
Device as a backup copy, which may be used only to reinstall the Trainer Content. You may not
install or use a copy of the Trainer Content on a device you do not own or control. You may also
print one (1) copy of the Trainer Content solely to prepare for and deliver an Authorized Training
Session or Private Training Session.

ii. You may customize the written portions of the Trainer Content that are logically associated with
instruction of a training session in accordance with the most recent version of the MCT agreement.
If you elect to exercise the foregoing rights, you agree to comply with the following: (i)
customizations may only be used for teaching Authorized Training Sessions and Private Training
Sessions, and (ii) all customizations will comply with this agreement. For clarity, any use of
“customize” refers only to changing the order of slides and content, and/or not using all the slides or
content, it does not mean changing or modifying any slide or content.
2.2 Separation of Components. The Licensed Content is licensed as a single unit and you may not
separate their components and install them on different devices.
2.3 Redistribution of Licensed Content. Except as expressly provided in the use rights above, you may
not distribute any Licensed Content or any portion thereof (including any permitted modifications) to any
third parties without the express written permission of Microsoft.
2.4 Third Party Programs and Services. The Licensed Content may contain third party programs or
services. These license terms will apply to your use of those third party programs or services, unless other
terms accompany those programs and services.
2.5 Additional Terms. Some Licensed Content may contain components with additional terms,
conditions, and licenses regarding its use. Any non-conflicting terms in those conditions and licenses also
apply to your use of that respective component and supplements the terms described in this agreement.
3. LICENSED CONTENT BASED ON PRE-RELEASE TECHNOLOGY. If the Licensed Content’s subject

matter is based on a pre-release version of Microsoft technology (“Pre-release”), then in addition to the
other provisions in this agreement, these terms also apply:
a. Pre-Release Licensed Content. This Licensed Content subject matter is on the Pre-release version of
the Microsoft technology. The technology may not work the way a final version of the technology will
and we may change the technology for the final version. We also may not release a final version.
Licensed Content based on the final version of the technology may not contain the same information as
the Licensed Content based on the Pre-release version. Microsoft is under no obligation to provide you
with any further content, including any Licensed Content based on the final version of the technology.
b. Feedback. If you agree to give feedback about the Licensed Content to Microsoft, either directly or
through its third party designee, you give to Microsoft without charge, the right to use, share and
commercialize your feedback in any way and for any purpose. You also give to third parties, without
charge, any patent rights needed for their products, technologies and services to use or interface with
any specific parts of a Microsoft software, Microsoft product, or service that includes the feedback. You
will not give feedback that is subject to a license that requires Microsoft to license its software,
technologies, or products to third parties because we include your feedback in them. These rights
survive this agreement.
c. Pre-release Term. If you are an Microsoft IT Academy Program Member, Microsoft Learning
Competency Member, MPN Member or Trainer, you will cease using all copies of the Licensed Content on
the Pre-release technology upon (i) the date which Microsoft informs you is the end date for using the
Licensed Content on the Pre-release technology, or (ii) sixty (60) days after the commercial release of the
technology that is the subject of the Licensed Content, whichever is earliest (“Pre-release term”).
Upon expiration or termination of the Pre-release term, you will irretrievably delete and destroy all copies
of the Licensed Content in your possession or under your control.

4. SCOPE OF LICENSE. The Licensed Content is licensed, not sold. This agreement only gives you some
rights to use the Licensed Content. Microsoft reserves all other rights. Unless applicable law gives you more
rights despite this limitation, you may use the Licensed Content only as expressly permitted in this
agreement. In doing so, you must comply with any technical limitations in the Licensed Content that only
allows you to use it in certain ways. Except as expressly permitted in this agreement, you may not:
• access or allow any individual to access the Licensed Content if they have not acquired a valid license
for the Licensed Content,
• alter, remove or obscure any copyright or other protective notices (including watermarks), branding
or identifications contained in the Licensed Content,
• modify or create a derivative work of any Licensed Content,
• publicly display, or make the Licensed Content available for others to access or use,
• copy, print, install, sell, publish, transmit, lend, adapt, reuse, link to or post, make available or
distribute the Licensed Content to any third party,
• work around any technical limitations in the Licensed Content, or
• reverse engineer, decompile, remove or otherwise thwart any protections or disassemble the
Licensed Content except and only to the extent that applicable law expressly permits, despite this
limitation.
5. RESERVATION OF RIGHTS AND OWNERSHIP. Microsoft reserves all rights not expressly granted to
you in this agreement. The Licensed Content is protected by copyright and other intellectual property laws
and treaties. Microsoft or its suppliers own the title, copyright, and other intellectual property rights in the
Licensed Content.
6. EXPORT RESTRICTIONS. The Licensed Content is subject to United States export laws and regulations.
You must comply with all domestic and international export laws and regulations that apply to the Licensed
Content. These laws include restrictions on destinations, end users and end use. For additional information,
see www.microsoft.com/exporting.
7. SUPPORT SERVICES. Because the Licensed Content is “as is”, we may not provide support services for it.
8. TERMINATION. Without prejudice to any other rights, Microsoft may terminate this agreement if you fail
to comply with the terms and conditions of this agreement. Upon termination of this agreement for any
reason, you will immediately stop all use of and delete and destroy all copies of the Licensed Content in
your possession or under your control.
9. LINKS TO THIRD PARTY SITES. You may link to third party sites through the use of the Licensed
Content. The third party sites are not under the control of Microsoft, and Microsoft is not responsible for
the contents of any third party sites, any links contained in third party sites, or any changes or updates to
third party sites. Microsoft is not responsible for webcasting or any other form of transmission received
from any third party sites. Microsoft is providing these links to third party sites to you only as a
convenience, and the inclusion of any link does not imply an endorsement by Microsoft of the third party
site.
10. ENTIRE AGREEMENT. This agreement, and any additional terms for the Trainer Content, updates and
supplements are the entire agreement for the Licensed Content, updates and supplements.
11. APPLICABLE LAW.

a. United States. If you acquired the Licensed Content in the United States, Washington state law governs
the interpretation of this agreement and applies to claims for breach of it, regardless of conflict of laws
principles. The laws of the state where you live govern all other claims, including claims under state
consumer protection laws, unfair competition laws, and in tort.

b. Outside the United States. If you acquired the Licensed Content in any other country, the laws of that
country apply.
12. LEGAL EFFECT. This agreement describes certain legal rights. You may have other rights under the laws
of your country. You may also have rights with respect to the party from whom you acquired the Licensed
Content. This agreement does not change your rights under the laws of your country if the laws of your
country do not permit it to do so.
13. DISCLAIMER OF WARRANTY. THE LICENSED CONTENT IS LICENSED "AS-IS" AND "AS
AVAILABLE." YOU BEAR THE RISK OF USING IT. MICROSOFT AND ITS RESPECTIVE
AFFILIATES GIVES NO EXPRESS WARRANTIES, GUARANTEES, OR CONDITIONS. YOU MAY
HAVE ADDITIONAL CONSUMER RIGHTS UNDER YOUR LOCAL LAWS WHICH THIS AGREEMENT
CANNOT CHANGE. TO THE EXTENT PERMITTED UNDER YOUR LOCAL LAWS, MICROSOFT AND
ITS RESPECTIVE AFFILIATES EXCLUDES ANY IMPLIED WARRANTIES OF MERCHANTABILITY,
FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.
14. LIMITATION ON AND EXCLUSION OF REMEDIES AND DAMAGES. YOU CAN RECOVER FROM
MICROSOFT, ITS RESPECTIVE AFFILIATES AND ITS SUPPLIERS ONLY DIRECT DAMAGES UP
TO US$5.00. YOU CANNOT RECOVER ANY OTHER DAMAGES, INCLUDING CONSEQUENTIAL,
LOST PROFITS, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES.
This limitation applies to

o anything related to the Licensed Content, services, content (including code) on third party Internet
sites or third-party programs; and
o claims for breach of contract, breach of warranty, guarantee or condition, strict liability, negligence,
or other tort to the extent permitted by applicable law.
It also applies even if Microsoft knew or should have known about the possibility of the damages. The
above limitation or exclusion may not apply to you because your country may not allow the exclusion or
limitation of incidental, consequential or other damages.
Please note: As this Licensed Content is distributed in Quebec, Canada, some of the clauses in this
agreement are provided below in French.
Remarque : Ce le contenu sous licence étant distribué au Québec, Canada, certaines des clauses
dans ce contrat sont fournies ci-dessous en français.
EXONÉRATION DE GARANTIE. Le contenu sous licence visé par une licence est offert « tel quel ». Toute
utilisation de ce contenu sous licence est à votre seule risque et péril. Microsoft n’accorde aucune autre garantie
expresse. Vous pouvez bénéficier de droits additionnels en vertu du droit local sur la protection dues
consommateurs, que ce contrat ne peut modifier. La ou elles sont permises par le droit locale, les garanties
implicites de qualité marchande, d’adéquation à un usage particulier et d’absence de contrefaçon sont exclues.
LIMITATION DES DOMMAGES-INTÉRÊTS ET EXCLUSION DE RESPONSABILITÉ POUR LES

DOMMAGES. Vous pouvez obtenir de Microsoft et de ses fournisseurs une indemnisation en cas de dommages
directs uniquement à hauteur de 5,00 $ US. Vous ne pouvez prétendre à aucune indemnisation pour les autres
dommages, y compris les dommages spéciaux, indirects ou accessoires et pertes de bénéfices.
Cette limitation concerne:
• tout ce qui est relié au le contenu sous licence, aux services ou au contenu (y compris le code)
figurant sur des sites Internet tiers ou dans des programmes tiers; et.
• les réclamations au titre de violation de contrat ou de garantie, ou au titre de responsabilité
stricte, de négligence ou d’une autre faute dans la limite autorisée par la loi en vigueur.

Elle s’applique également, même si Microsoft connaissait ou devrait connaître l’éventualité d’un tel dommage. Si
votre pays n’autorise pas l’exclusion ou la limitation de responsabilité pour les dommages indirects, accessoires
ou de quelque nature que ce soit, il se peut que la limitation ou l’exclusion ci-dessus ne s’appliquera pas à votre
égard.
EFFET JURIDIQUE. Le présent contrat décrit certains droits juridiques. Vous pourriez avoir d’autres droits
prévus par les lois de votre pays. Le présent contrat ne modifie pas les droits que vous confèrent les lois de votre
pays si celles-ci ne le permettent pas.
Revised September 2012

Table of Contents
Introduction
Microsoft Dynamics Courseware Overview………………………………………………..…………….….....0-3
Student Objectives………………………………………………………………………………………..…………….….0-4
Module 1: INTRASTAT
Lesson 1: Set Up Intrastat ............................................................................................................................1-2
Lesson 2: Report Intrastat......................................................................................................................... 1-10
Lab 1.1: Create an Intrastat Report ....................................................................................................... 1-13
Module 2: VAT RATE CHANGE TOOL

Lesson 1: Prepare for VAT Rate Change Tool ......................................................................................2-2
Lesson 2: Set Up Using VAT Rate Change Tool ..................................................................................2-7
Lesson 3: Perform VAT Rate Conversions .......................................................................................... 2-13
Module 3: MULTICURRENCY
Lesson 1: Currency Card and Currency Exchange Rates .................................................................3-2
Lesson 2: Set Up Multicurrency for Customers, Vendors, and Bank Accounts ....................... 3-8
Lesson 3: Process Sales and Purchase Documents ......................................................................... 3-12
Lab 3.1: Process a Sales Invoice.............................................................................................................. 3-16
Lesson 4: Process Cash Receipts ............................................................................................................ 3-18
Lesson 5: Process Payments .................................................................................................................... 3-22
Lab 3.2: Post Expenses in Foreign Currency ...................................................................................... 3-26
Lesson 6: Adjust Exchange Rates Batch Job for Customers, Vendors, and Bank Accounts3-28
Lab 3.3: Update the USD:GBP Exchange Rate .................................................................................. 3-34
Lesson 7: Set Up Additional Reporting Currency ............................................................................ 3-36
Lesson 8: Use Additional Reporting Currency .................................................................................. 3-41
Lesson 9: Adjust Exchange Rates Batch Job for GL Accounts .................................................... 3-43

Finance Advanced in Microsoft Dynamics® NAV 2013
Lesson 10: View the Exchange Rate Adjustment Register ........................................................... 3-44
Lesson 11: Summary of Currency Exchange Rates ......................................................................... 3-45
Module 4: BUDGETS
Lesson 1: General Ledger Budgets ..........................................................................................................4-2
Lesson 2: Budget Page .................................................................................................................................4-3
Lesson 3: Creating Budgets Manually ....................................................................................................4-7
Lab 4.1: Create a Budget .......................................................................................................................... 4-14
Lesson 5: Copying Budgets ..................................................................................................................... 4-16
Lab 4.2: Copy a Budget ............................................................................................................................. 4-20
Lesson 6: Exporting and Importing Budgets .................................................................................... 4-22
Module 5: COST ACCOUNTING

Lesson 1: Workflow in Cost Accounting ................................................................................................5-2
Lesson 2: Setting Up Cost Accounting ...................................................................................................5-4
Lesson 3: Cost Entries ................................................................................................................................ 5-20
Lab 5.1: Using Cost Journals .................................................................................................................... 5-27
Lesson 4: Cost Budgets ............................................................................................................................. 5-28
Lab 5.2: Set Up a Cost Budget ................................................................................................................ 5-37
Lesson 5: Click Yes....................................................................................................................................... 5-39
Lesson 6: Cost Allocation.......................................................................................................................... 5-39
Lab 5.3: Set Up a Cost Allocation .......................................................................................................... 5-55
Lesson 7: Cost Accounting History ....................................................................................................... 5-56
Lesson 8: Cost Accounting Reporting ................................................................................................. 5-61
Lesson 9: Tips and Tricks .......................................................................................................................... 5-64
2 Microsoft Official Training Materials for Microsoft Dynamics ®

Table of Contents
Module 6: CASH FLOW FORECAST
Lesson 1: Functions of the Cash Flow Forecast ...................................................................................6-2
Lesson 2: Setting Up Cash Flow Forecasts ............................................................................................6-3
Lesson 3: Creating Cash Flow Forecasts ................................................................................................6-7
Lab 6.1: Creating a Cash Flow Forecast............................................................................................... 6-15
Lab 6.2: Entering Manual Revenues and Expenses ......................................................................... 6-17
Lab 6.3: Using the Cash Flow Worksheet ........................................................................................... 6-18
Lesson 4: Cash Flow Forecast Reporting ............................................................................................ 6-20
Lab 6.4: Printing the Cash Flow Date List ........................................................................................... 6-25
Module 7: FINANCIAL REPORTING AND ANALYSIS

Lesson 1: Analyze the Chart of Accounts ..............................................................................................7-2
Lesson 2: Account Schedules .................................................................................................................. 7-10
Lab 7.1: Create a Detailed Account Schedule................................................................................... 7-37
Lab 7.2: Create a Cost Account Schedule........................................................................................... 7-43
Lab 7.3: Create a Cash Flow Account Schedule ............................................................................... 7-49
Lesson 3: Analysis by Dimensions ......................................................................................................... 7-56
Lab 7.4: Create an Analysis View ........................................................................................................... 7-64
Lab 7.5: Create a Cash Flow Analysis View ........................................................................................ 7-66
Lesson 5: Export Analysis Views to Microsoft Excel........................................................................ 7-69
Lab 7.6: Export an Analysis View to Microsoft Excel ...................................................................... 7-78
Lesson 6: Dimension-Based Reports .................................................................................................... 7-81
Lesson 7: Combine Analysis Views with Account Schedules ...................................................... 7-85
Lab 7.7: Combine an Analysis View with an Account Schedule ................................................ 7-88
Lesson 8: Finance Performance Charts ............................................................................................... 7-91

Module 8: XBRL
Lesson 1: XBRL Terminology ......................................................................................................................8-2
Lesson 2: XBRL Specifications and Taxonomies ..................................................................................8-2
Lesson 3: Work with Linkbases ..................................................................................................................8-5
Lesson 4: ...........................................................................................................................................................8-8
Lesson 5: Enter XBRL Line Definitions ....................................................................................................8-8
Lesson 6: Export the XBRL Lines ............................................................................................................ 8-14
Lab 8.1: Annual Reporting with XBRL .................................................................................................. 8-17

Table of Contents
We created this additional Table of Contents to assist you in quickly finding out the areas that are
new and, or changed from the Microsoft Dynamics NAV earlier version for this course.
These areas are identified with this icon throughout the training material.
Module 5: COST ACCOUNTING

Module 6: CASH FLOW FORECAST
Module 7: FINANCIAL REPORTING AND ANALYSIS
Topic 2: Account Schedules Page ......................................................................................................... 7-12
Topic 4: Column Layout Overview ........................................................................................................ 7-17
Topic 6: Acc. Schedule Overview Matrix ............................................................................................. 7-22
Lab 7.2: Create a Cost Account Schedule........................................................................................... 7-43
Lab 7.3: Create a Cash Flow Account Schedule ............................................................................... 7-49
Topic 1: Analysis View Card Overview ................................................................................................. 7-57
Lab 7.5: Create a Cash Flow Analysis View ........................................................................................ 7-66
Topic 3: Cash Flow Dimensions – Detail Report .............................................................................. 7-84
Demonstration: Generate the Cash Flow Dimensions – Detail Report................................. 7-85
Lesson 7: Finance Performance Charts ............................................................................................... 7-91


INTRODUCTION
Training is an important component of maintaining the value of a Microsoft
Dynamics® investment. Quality training from industry experts keeps you up-to-
date and helps you develop the skills necessary for fully maximizing the value of
your solution. Microsoft Dynamics provides different kinds of training to meet
everyone’s needs, from online training, classroom training, or training materials.
Select the training type that will best help you stay ahead of the competition.
Online Training
Online training delivers convenient, detailed training in the comfort of your own
home or office. Online training provides immediate access to training 24 hours a
day. It is perfect for the customer who does not have the time or budget to travel.
Online training options combine the efficiency of online training with the
thorough product coverage of classroom training.
Classroom Training
Classroom training provides, comprehensive learning through hands-on

interaction. From demonstrations to presentations to classroom activities, you
receive practical experience with instruction from our certified staff of experts.
Training Materials
Training materials help you learn at your own pace, in your own time, with
information-packed training manuals. The many training manuals features many
tips, tricks, and insights that you can reference continuously.
Microsoft Dynamics Courseware
The Microsoft Dynamics courseware consists of detailed training manuals that are
designed from a training perspective. These manuals include advanced topics, in
addition to training objectives, exercises, interactions, and quizzes.
Look for a complete list of manuals that are available for purchase on
CustomerSource or PartnerSource.
0-1
Finance
e Advance
ed in Micrrosoft Dyn
namics® N
NAV 2013
Micro
osoft Dyn
namics Coursew
C ware Con
ntents
Microsoft Dynamics
D courrseware contaains labs and q
quick interacttions. These h
help
Lab
Within the Microsoft Dyn namics trainin
ng materials, yyou will find labs. These lab bs are
typically offfered in two le
evels to accommmodate eacch student’s vaariety of
knowledge and expertise e. We suggestt that you try the High leve el steps first. Iff you
need help completing
c th
he task, look t o the informaation in the Detailed steps.
High lev
vel steps
High levels steps are the most challen nging. These ssteps are desiigned for the
experiencedd student who o requires littlle instruction to complete the required task.
Detailed
d steps
Detailed steeps are geared
d toward new w users who reequire detaile
ed instructionss and
explanation ns to complete
e the lab. Dettailed steps gu
uide you thro
ough the wholle
task. This in
ncludes naviga
ation.
What’s New Ico

on
This training
g material might include co ontent for neew features that is specific tto this
software veersion, and to any updated features. To aassist in findin
ng the conten nt for
the new fea atures, an icon
n ( ) is placeed next to thee heading. Thee icon identifiies
areas that are
a new and, or o changed frrom the earlieer version. How wever, it is
important tot review all content to maake sure theree is a thorough h understanding of
this informaation.
0-2 Microsoft Official Training Materials for Microsoft Dynamics ®

Introduction
Student Objectives
What do you hope to learn by participating in this course?
List three main objectives here.
1.
2.
3.
Microsoft Official Training Materials for Microsoft Dynamics ® 0-3


MODULE 1: INTRASTAT
Module Overview
Intrastat is a required reporting process for all European Union (EU) companies
that trade with other EU countries/regions. Companies within the EU are
responsible for the following:
• Reporting to their statistics authorities the movement of goods every

month.
• Delivering the report to their tax authorities.
Microsoft Dynamics® NAV 2013 can be set up to run all the necessary reports
related to Intrastat and make the reporting more efficient for the company. The
Intrastat journal is used to complete periodic Intrastat reports.
Objectives
The objectives are:
• Set up Intrastat for use in Microsoft Dynamics NAV 2013.

• Explain how to run and submit Intrastat reports.

Set Up Intrastat
For posted item entries to contain the necessary information when you import
them into the Intrastat journal line, the following must be set up:
• Tariff numbers
• Transactions types
• Transport methods
The following can be set up for Intrastat reporting:
• Transaction specifications
• Areas
• Entry and exit points
After each of these are set up:
• Tariff Numbers must be assigned on the Foreign Trade FastTab of

each item.
• Transaction Types and Transport Methods must be assigned on
the Foreign Trade FastTab of sales and purchase documents before
posting.
• Transaction Specifications, Areas, and Entry/Exit Points must be
assigned on the Foreign Trade FastTab of sales and purchase
Intrastat Journal templates and batches must also be set up before Intrastat can
be reported.
Set Up Tariff Numbers
Customs and tax authorities have established eight-digit item codes for various
items. These codes are specified as tariff numbers.
To set up tariff numbers, follow these steps:
1. On the navigation pane, click Departments.

2. Click Administration, and then click Application Setup.
3. On the Application Setup page, click Financial Management
> Intrastat > Tariff Numbers.
4. Click New to insert a new line.
5. In the No. field, enter the established eight-digit item code.
6. In the Description field, enter the established description.
7. Select the Supplementary Units check box if the customs and tax
authorities require information about quantity and unit of measure
for this item.

Module 1: Intrastat
8. Repeat these steps for all items bought and sold.
9. Click OK to close the Tariff Numbers page.
FIGURE 1.1: TARIFF NUMBERS WINDOW
Set Up Transaction Types
Each country/region has a set of codes for transaction types that are defined for
Intrastat, such as the following:
• Ordinary purchase/sale
• Exchange of returned goods
• Exchange of non-returned goods
To set up transaction types, follow these steps:

> Intrastat > Transaction Types.
5. In the Code field, enter the established transaction type code.

6. In the Description field, enter the standard description established by
the authorities in the relevant country/region.
7. Repeat these steps for all transaction types.
8. Click OK to close the Transaction Types page.
FIGURE 1.2: TRANSACTION TYPES WINDOW
Set Up Transport Methods
There are seven one-digit codes for the transport methods that are defined for
Intrastat:
• 1 for sea
• 2 for rail
• 3 for road
• 4 for air

Module 1: Intrastat
• 5 for post
• 7 for fixed installations
• 9 for own propulsion (for example, transporting a car by driving it)
When you enter these methods in Microsoft Dynamics NAV 2013, these
descriptions are not required. However, the descriptions must provide a similar
meaning.
To set up transport methods, follow these steps:

> Intrastat > Transport Methods.
5. In the Code field, enter the established one-digit transport methods
code.
6. In the Description field, enter a description of the transport method.
7. Repeat these steps for all transport methods.
8. Click OK to close the Transport Methods page.
FIGURE 1.3: TRANSPORT METHODS WINDOW

Set Up Transaction Specifications
Transaction specifications are used to supplement the transaction type

information and are also pre-established.
To set up transaction specifications, follow these steps:

> Intrastat > Transaction Specifications.
5. In the Code field, enter the established transaction specification code.
6. In the Text field, enter the established description of the transaction
specification.
7. Repeat these steps for all transaction specifications.
8. Click OK to close the Transaction Specifications page.
Set Up Entry and Exit Points
Entry and exit points are the locations where items from abroad are shipped or
received, for example, Heathrow Airport.
To set up entry and exit points, follow these steps:

> Intrastat > Entry/Exit Points.
5. In the Code field, enter a code representing a location used as a
shipping point.
6. In the Description field, type a description that specifies the location.
7. Repeat these steps for all entry/exit points.
8. Click OK to close the Entry/Exit Points page.
Set Up Areas
Areas are used to supplement country/region information.
To set up areas, follow these steps:


Module 1: Intrastat
> Intrastat > Areas.
5. In the Code field, enter the established code for the area.
6. In the Text field, type a description of the area.
7. Repeat these steps for all transaction specifications.
8. Click OK to close the Areas page.
Set Up Country Codes
If you perform business with EU countries/regions, you must fill in the EU

Country/Region Code and the Intrastat Code fields on the Countries/Regions
page. Both codes use the ISO standard code for describing the countries/regions,
such as the following:
• BE for Belgium
• NL for Netherlands
• DE for Germany
In addition, you must fill in the Intrastat code because the Get Item Ledger Entries
batch job in the Intrastat journal retrieves only the entries that contain a country
code with an Intrastat code. Therefore, make sure that Intrastat codes are set up
for the country codes used in the batch job.
To set up EU country/region and Intrastat codes on countries/regions, follow

these steps:

3. On the Application Setup page, click General, and then
click Countries/Regions
4. Click Edit List.
5. For each EU country where business is performed:
o In the EU Country/Region Code field, enter the ISO standard
code for the country.
o In the Intrastat Code field, enter the ISO standard code for the
country.
Note: Make the EU Country/Region Code and Intrastat Code fields

available through the Choose Columns function.

6. Click OK to close the Countries/Regions page.
FIGURE 1.4: COUNTRIES/REGIONS WINDOW
Set Up Items
To assign tariff numbers and net weight to an item, follow these steps:

2. Click Warehouse > Planning & Execution > Items.
3. Select the item to which you want to assign a tariff number, and then
click Edit.
4. Expand the Foreign Trade FastTab.
5. In the Tariff No. field, enter the correct tariff number.
6. In the Net Weight field, enter the appropriate weight.
7. Click OK to close the Item Card page
Note: Both the tariff number and net weight are not required to be assigned
to the item card before posting sales and purchase documents. You can always
assign them later, before you create the Intrastat reports.

Module 1: Intrastat
FIGURE 1.5: ITEM CARD – FOREIGN TRADE FASTTAB
Intrastat Journal Templates and Batches
The setup of the Intrastat journal batches is important because it determines the
date filter for the entries to be reported. Intrastat journal batches are not similar in
structure to other journal batches in Microsoft Dynamics NAV 2013.
To set up an Intrastat journal template, follow these steps:

> Intrastat > Intrastat Journal Templates.
4. Click New to create a new line.
5. In the Name field, enter a unique identifier for the template.
6. In the Description field, enter a short description.
To create an Intrastat journal batch, follow these steps:
1. With the relevant template selected, on the Navigate tab, click

Batches.
2. In the Name field, type a unique identifier for the batch.
3. In the Description field, type a short description.
4. In the Statistics Period field, enter the year and month period as a
four-digit code: YYMM. For example, 1401 represents January 2014.
5. In the Currency Identifier field, enter the currency of the Intrastat
report. If this field is left blank, local currency is used.

6. If additional reporting currency is used, follow these guidelines:
o Use the Choose Columns function to display the Amounts in
Add. Currency field.
o Select the Amounts in Add. Currency check box to display the
Intrastat report in additional reporting currency.
Note: More information on foreign currencies and the additional reporting

currency can be found in the module, Multicurrency, in this course.
7. The Reported check box indicates whether the entries were reported
to the tax authorities. The check box is automatically selected when
the Intrastat - Make Disk Tax Auth. batch job is run. If it is
necessary, clear the check box. The system will rerun the report.
8. Click OK to close the Intrastat Jnl. Batches page.
9. Click OK to close the Intrastat Journal Templates page.
Note: Because Intrastat is typically reported monthly, we recommend that

you set up 12 batches based on the same template, with a different Intrastat journal
batch for each month.
Report Intrastat
The process of reporting Intrastat begins with filling in the Intrastat journal and
then selecting how to submit the reports to the required reporting authorities.
Note: Intrastat journals are not posted. They are generated for reporting only.
Intrastat Journals
Intrastat journals are populated by using either of the following methods:
• Manually
• Automatically with the Get Item Ledger Entries batch job
Note: The manual option is typically used to record G/L entries and fixed
assets in addition to item ledger entries, such as service charges, freight costs, and
landed costs.
1 - 10 Microsoft Official Training Materials for Microsoft Dynamics ®

Module 1: Intrastat
To populate the Intrastat journals using the batch job, follow these steps:

2. Click Financial Management > Periodic Activities > General
Ledger > Intrastat Journals.
3. In the Batch Name field, click the drop-down list and select the
relevant batch.
4. Click OK.
5. On the Home tab, click Get Entries.
6. Make sure the Get Item Ledger Entries batch job appears with the
Starting Date and Ending Dates populated based on the statistic
period on the journal batch.
7. In the Cost Regulation % field, enter a percentage increase to the
statistical value of each entry for freight and insurance costs.
8. Click OK.
The Intrastat journal is populated with all the entries for the specified period and
for those items that were assigned a tariff number.
Any missing information about Transaction Types, Transport Methods,

Transaction Specifications, Entry/Exit Points, and Areas, can be completed on
the journal line. This does not affect the original item ledger entries, because the
Intrastat journal will not be posted.
Submit Intrastat
As soon as the Intrastat Journal is populated, the following report options are
available:
• Checklist Report - a printed checklist to make sure that all

information in the journal is correct.
• Form - all the information that is needed to complete the official
Intrastat form provided by the tax authority in your country/region. A
separate report must be printed for receipts and shipments.
• Make Diskette - computer files that contain the transactions for the
period. These must be provided to the tax authorities in addition to
forms. The Intrastat - Make Disk Tax Auth. batch job is used to
create the necessary files. A separate report must be printed for
receipts and shipments.
As soon as the batch job is run, the Reported field is selected for the
related batch on the Intrastat Journal Batch page and the Internal
Reference Number field on every journal line in the batch is filled in.
We recommend that you use each function in the order that it appears.
Microsoft Official Training Materials for Microsoft Dynamics ® 1 - 11

Print Checklist Reports Option
To print the checklist report option, follow these steps:
1. Make sure the journal is now filled in on the Intrastat Journal page.
2. On the Home tab, click Checklist Report.
3. Expand the Options FastTab.
4. Select the Show Intrastat Journal Lines check box to list the
Intrastat journal lines.
5. Click Print to print the report.
The checklist report contains:
• The same information as that in the disk file.

• Totals for each combination of Tariff Number, Country/Region
Code, Transaction Type, and Transport Method fields.
Print Form Option
To use the print form option, follow these steps:
2. On the Home tab, click Form.
3. Expand the Intrastat Jnl. Line FastTab.
4. In the Filter field for the Type line, click the drop-down list to select
either Receipt or Shipment. If left blank, the default type is Receipt.
5. Click Print to print the report.
If both sales and purchase transactions are reported, a separate form must be
completed for each type so that the report must be printed two times.
Make Diskette Option
To make the disk, follow these steps:
2. On the Home tab, click Make Disk.
3. Expand the Intrastat Jnl. Line FastTab.
4. In the Filter field for the Type line, click the drop-down list to select
either Receipt or Shipment. If left blank, the default type is Receipt.
5. Click OK.
6. Click Save to save the report.
7. Enter the file location, and then click Save.
8. Click OK to close the Intrastat Journal page.

Module 1: Intrastat
Lab 1.1: Create an Intrastat Report

Scenario
It is your job to report to Intrastat authorities every month. First set up the
appropriate journal, named lNTRA2014, and journal batch, named JAN. Then
create the form for the Intrastat shipments in January 2014.
Exercise 1: Create an Intrastat Report
Task 1: Create an Intrastat Report
High Level Steps

1. Create the Intrastat journal batch.
2. Populate the Intrastat journal.
3. Create the form to report to the authorities.
Detailed Steps
1. Create the Intrastat journal batch.
a. On the navigation pane, click Departments.
b. Click Administration, and then click Application Setup.
c. On the Application Setup page, click Financial Management
> Intrastat > Intrastat Journal Templates.
d. On the Navigate tab, click Batches.
e. In the Name field, enter JAN
f. In the Description field, enter January 2014
g. In the Statistics Period field, enter 1401.
h. Leave the Currency Identifier field blank.
i. Click OK to close the Intrastat Jnl. Batches page.
j. Click OK to close the Intrastat Journal Templates page.
2. Populate the Intrastat journal.

b. Click Financial Management > Periodic Activities > General
Ledger > Intrastat Journals.
c. In the Batch Name field, make sure that the JAN journal batch is
selected

d. Click OK.
e. On the Home tab, click Get Entries.
f. Click OK.
3. Create the form to report to the authorities.

a. On the Home tab, click Form.
b. Expand the Intrastat Jnl. Line FastTab.
c. In the Filter field for the Type line, click the drop-down list to
select either Receipt or Shipment. If left blank, the default type is
Receipt.
d. Click Print to print the report.

Module 1: Intrastat
Module Review
Module Review and Takeaways
When doing business with EU countries, Intrastat must be reported.
Microsoft Dynamics NAV 2013 can run all the necessary reports related to
Intrastat.
To accurately report Intrastat to the appropriate authorities, understand the

reporting capabilities that are available in Microsoft Dynamics NAV 2013.
Test Your Knowledge
Test your knowledge with the following questions.
1. Which setup requirement for Intrastat includes seven predefined one-digit

codes?
( ) Tariff Numbers
( ) Transaction Types
( ) Transport Methods
( ) Transaction Specifications
2. Where are Tariff Numbers specified after setup?
( ) On the Foreign Trade FastTab of each item.
( ) On the Foreign Trade FastTab of each customer.
( ) On the Foreign Trade FastTab of each vendor.
( ) On the Foreign Trade FastTab of each sales or purchase document.
3. Which of the following is not required to be set up to accurately report

Intrastat?
( ) Tariff Numbers

4. If business is performed with EU countries/regions, what must be set up on
the related
( ) EU Country/Region Code and Country/Region code
( ) EU Intrastat Code and Intrastat Code
( ) EU Intrastat Code and Country/Region Code
( ) Intrastat Code and EU Country/Region Code
5. In the Intrastat journal batches, how are statistics periods entered?
( ) MMYY
( ) YYMM
( ) YYDDMM
( ) DDMMYY

Module 1: Intrastat
Test Your Knowledge Solutions

1. Which setup requirement for Intrastat includes seven predefined one-digit

codes?
( ) Tariff Numbers
(√) Transport Methods
2. Where are Tariff Numbers specified after setup?
(√) On the Foreign Trade FastTab of each item.
( ) On the Foreign Trade FastTab of each customer.
( ) On the Foreign Trade FastTab of each vendor.
( ) On the Foreign Trade FastTab of each sales or purchase document.
3. Which of the following is not required to be set up to accurately report

Intrastat?
( ) Tariff Numbers
(√) Transaction Specifications
4. If business is performed with EU countries/regions, what must be set up on

the related
( ) EU Country/Region Code and Country/Region code
( ) EU Intrastat Code and Intrastat Code
( ) EU Intrastat Code and Country/Region Code
(√) Intrastat Code and EU Country/Region Code

5. In the Intrastat journal batches, how are statistics periods entered?
( ) MMYY
(√) YYMM
( ) YYDDMM
( ) DDMMYY

MODULE 2: VAT RATE CHANGE TOOL
Module Overview
With the VAT Rate Change tool in Microsoft Dynamics® NAV 2013, you can
perform VAT and general posting group conversions. The tool enables you to
easily change VAT rates to maintain accurate VAT reporting.
Countries can apply VAT rate changes for different reasons. A higher VAT rate can
be a fiscal measure to increase the earnings of a country. Lowering the VAT rate
on the other hand is, in most cases, a measure to boost economics. The new VAT
rate always applies from a specific date forward. This means that from that date
forward, the new VAT rate should be used in documents and journals.
The VAT rate change process consists of the following steps:
FIGURE 2.1: VAT RATE CHANGE PROCESS
Objectives
The objectives are:
• Explain and demonstrate the preparation of the VAT rate change

process.
• Explain and set up the VAT rate change tool.
• Explain and demonstrate how to perform a VAT rate change.

Prepare for VAT Rate Change Tool

Before you set up the VAT rate change tool, make the following preparations:
1. Create new posting groups.

2. Separate different VAT rates into different groups.
3. Reduce the number of documents that are converted.
4. Back up data.
Create New Posting Groups
Microsoft Dynamics NAV 2013 calculates VAT by combining the VAT business
posting group and the VAT product posting group. When a VAT rate changes, a
new VAT product posting group is required to set up the new VAT rate in the VAT
posting setup.
The general product posting group codes determine posting according to the
type of item and resource being purchased or sold. To update master data such as
items and resources, you must create a new general product posting group.
Note: If you use a specific G/L account per VAT rate, you must also create
new G/L accounts for the new VAT rate to post purchase, sales, and reverse charge
VAT.
Demonstration: Create New Posting Groups for a VAT

Rate Change
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., has to

set up new posting groups because of a VAT rate change.
The government increased the VAT rate of 25% to 26% for entertainment
expenses.
To make sure that she can run the VAT rate change process, she follows these
setup steps:
• Create a new VAT product posting group: VAT26.

• Create new G/L accounts to post purchase, sales, and reverse charge
VAT.
• Create the VAT posting setup for the new VAT product posting
group.
• Create a new general product posting group: MISC26.
• Create the general posting setup for the new general product posting
group.

Module 2: VAT Rate Change Tool
Demonstration Steps
1. Create the new VAT product posting group.

a. In the Search box, type "VAT product posting group" and select
the related link.
b. In the Home tab on the ribbon, click New.
c. In the Code field, type "VAT26".
d. In the Description field, type “Miscellaneous with 26 % VAT”.
e. Click OK.
2. Create new G/L accounts to post purchase, sales, and reverse charge
VAT.
a. In the Search box, type "Chart of accounts", and select the
related link.
c. In the No. field, type "5612".
d. In the Name field, type “Sales VAT 26%”.
e. In the Income/Balance field, select Balance Sheet.
f. Clear the Direct Posting check box.
g. Press Ctrl+N.
h. In the No. field, type "5632".
i. In the Name field, type “Purchase VAT 26%”.
j. In the Income/Balance field, select Balance Sheet.
k. Clear the Direct Posting check box.
l. Press Ctrl+N.
m. In the No. field, type "5622".
n. In the Name field, type “Purchase VAT 26% EU”.
o. In the Income/Balance field, select Balance Sheet.
p. Clear the Direct Posting check box.
q. Click OK three times.
r. In the Home tab on the ribbon, click Indent Chart of Accounts.
s. Click Yes to accept the update of the indentation of the G/L
accounts.
3. Create the VAT posting setup for the new VAT product posting
group.
a. In the Search box, type "VAT posting setup", and select the
related link.
c. In the General FastTab, leave the VAT Business Posting Group
field blank.

d. In the VAT Product Posting Group field, select VAT26.
e. In the VAT Calculation Type, click Normal VAT.
f. In the VAT % field, type "0".
g. In the VAT Identifier field, enter VAT26.
h. Press Ctrl+N.
i. In the General FastTab, in the VAT Business Posting Group
field, select NATIONAL.
j. In the VAT Product Posting Group field, enter VAT26.
k. In the VAT Calculation Type, select Normal VAT.
l. In the VAT % field, type "26".
m. In the VAT Identifier field, enter VAT26.
n. On the Sales FastTab, in the Sales VAT Account, type "5612".
o. On the Purchase FastTab, in the Purchase VAT Account, type
"5632".
p. Press Ctrl+N.
q. In the General FastTab, in the VAT Business Posting Group
field, select EU.
r. In the VAT Product Posting Group field, enter VAT26.
s. In the VAT Calculation Type, select Reverse Charge VAT.
t. In the VAT % field, type "26".
u. In the VAT Identifier field, enter VAT26.
v. On the Sales FastTab, in the Sales VAT Account, type "5612".
w. On the Purchase FastTab, in the Purchase VAT Account, type
"5632".
x. In the Reverse Chrg. VAT Acc., type "5622".
y. Press Ctrl+N.
z. In the General FastTab, in the VAT Business Posting Group
field, select EXPORT.
aa. In the VAT Product Posting Group field, enter VAT26.
bb. In the VAT Calculation Type, select Normal VAT.
cc. In the VAT % field, enter 0.
dd. In the VAT Identifier field, enter VAT26.
ee. On the Sales FastTab, in the Sales VAT Account, type "5612".
ff. On the Purchase FastTab, in the Purchase VAT Account, type
"5632".
gg. Click OK four times.

4. Create a new general product posting group: MISC26.
a. In the Search box, type "Gen. product posting groups", and select
the related link.
c. In the Code field, type "MISC26".
d. In the Description field, type “Miscellaneous with 26% VAT”.
e. In the Def. VAT Prod. Posting Group field, select VAT26.
f. Click OK.
g. Click Yes on the warnings.
5. Create the general posting setup for the new general product posting
group.
a. In the Search box, type "General posting setup", and select the
related link.
c. In the General FastTab, leave the Gen. Bus. Posting Group field
blank.
d. In the Gen. Prod. Posting Group field, select MISC26.
e. Press Ctrl+N.
f. In the General FastTab, in the Gen. Bus. Posting Group field,
select NATIONAL.
g. In the Gen. Prod. Posting Group field, select MISC26.
h. Press Ctrl+N.
i. In the General FastTab, in the Gen. Bus. Posting Group field,
select EU.
j. In the Gen. Prod. Posting Group field, select MISC26.
k. Click OK three times.
Note: Because the new VAT rate only applies to entertainment expenses, you
do not have to assign sales, purchase, or inventory G/L accounts in the general
posting setup.
Separate VAT Rates into Different Groups
If you have transactions that use different rates, than they must be separated into
different groups either by creating new general ledger accounts for each rate or
by using data filters to group transactions according to rate.
With different types of transactions posted on a single G/L account, after a VAT
rate change, different VAT rates may be used for one G/L account. This means
that users have to change the VAT product posting group on the journal line or
document line before posting.

When you create new G/L accounts per VAT rate, this is not necessary.
Reduce the Number of Documents that Are Converted
To reduce the number of documents that are converted, post as many documents
as possible and reduce unposted documents to a minimum.
When you follow this step, you must consider the capabilities of the VAT rate
change tool.
Sales Orders
If an order is fully or partially shipped, the shipped items keep the current general
product posting group and VAT product posting group. The system creates a new
order line for the unshipped items. This new order line is updated to align current
and new VAT or general product posting groups. In addition, item charge
assignments, reservations, and item-tracking information are updated accordingly.
Purchase Orders
This is similar as sales orders, but for received or partially received purchase
orders.
Prepayments
Documents that have posted prepayment invoices are not converted by the VAT
rate change tool. Therefore, there might be a difference between the VAT that is
due and the VAT that was paid in the prepayments when the invoice is completed.
The VAT rate change tool skips these documents, and you have to manually
update them.
Best Practice: You must either finalize the orders with prepayment invoices,
or post prepayment credit memos.
Drop Shipments and Special Orders
Drop shipments and special orders are not converted by the VAT rate change tool.
Warehousing
Sales or purchase orders with warehouse integration are not converted by the VAT
rate change tool if they are partially shipped or received.

Service Contracts
Service contracts are not converted by the VAT rate change tool.
Back Up Data
The last step in the preparation of the VAT rate change process is to back up the
data.
More information on the back up of date is covered in the course Installation and
Configuration in Microsoft Dynamics NAV 2013.
Set Up Using VAT Rate Change Tool

In the VAT Rate Change Setup window, you specify the master data, journals,
and documents to be converted to the new VAT rate.
For the data to which the new VAT rate applies, you can update the VAT product
posting group, the general product posting group, or both.
For master data, you can apply filters when not all data needs a VAT rate update.
The four FastTabs on the VAT Rate Change Setup window are as follows:
• General
• Master Data
• Journals
• Documents
General FastTab
In the General FastTab, you can set up following fields:
• VAT Rate Change Tool Completed – use this field to specify if the
VAT rate change conversion is completed. If this field is selected and
you want to perform multiple conversions, an error message appears.
Clear the check box to perform multiple conversions.
• Perform Conversion – select this field if you want to perform the
VAT rate conversion. Clear this check box to run a test conversion.

FIGURE 2.2: VAT RATE CHANGE SETUP WINDOW – GENERAL FASTTAB
Master Data FastTab
On the Master Data FastTab, you specify how you want to perform VAT and
general posting group conversions for master data.
For master data, the VAT rate change tool can affect the VAT product posting
group and the general product posting group. Depending on the type of master
data, you can update one or both of these posting groups.
For the following master data, you can update both the VAT product posting
group and the general posting group:
• G/L Accounts
• Items
• Resources
• Item Categories
• Item Charges

You can select one of the following options:
• VAT Product Posting Group – the selected field is updated by the

VAT product posting group conversion.
• Gen. Prod. Posting Group - the selected field is updated by the
general product posting group conversion.
• Both - the selected field is updated by both the VAT and the general
product posting group conversions.
• No – the selected field is not updated.
For the following master data, you can update the general product posting group:
• Service Price Adjustment Detail

• Work Centers
• Machine Centers

Finally, you can update the VAT product posting group for the general product
posting group. You do this based on the old VAT product posting group.
Microsoft Dynamics NAV updates the general product posting groups that have
the old VAT product posting group by default.

FIGURE 2.3: VAT RATE CHANGE SETUP WINDOW – MASTER DATA

FASTTAB
Journals FastTab
On the Journals FastTab, you specify how you want to perform VAT and general
posting group conversions for journals.
For journals, the VAT rate change tool can affect the VAT product posting group
and the general product posting group. Depending on the type of journal, you
can update one or both of these posting groups.
For the following journals, you can update both the VAT product posting group
and the general posting group:
• General journals
• General journal allocations
• Standard general journal lines


For the following journals, you can update the general product posting group:
• Resource journals
• Job journals
• Requisition lines
• Standard item journal lines

FIGURE 2.4: VAT RATE CHANGE SETUP – JOURNALS FASTTAB
Documents FastTab
On the Documents FastTab, you specify how you want to perform VAT and
general posting group conversions for documents.
For documents, the VAT rate change tool can affect the VAT product posting
group and the general product posting group. Depending on the type of
document, you can update one or both of these posting groups.

For the following documents, you can update both the VAT posting group and
the general posting group:
• Sales documents
• Purchase documents
• Service documents

If you select the Ignore Status on Sales Docs or Ignore Status on Purchase
Docs check boxes, all the existing documents are updated regardless of the status.
This includes documents that have a status of released.
For the following documents, you can update the VAT product posting group:
• Reminders
• Finance charge memos
• VAT Prod. Posting Group - the selected field is updated by the VAT
product posting group conversion.

Finally, for production orders, you can select to update the general product
posting group.
FIGURE 2.5: VAT RATE CHANGE SETUP – DOCUMENTS FASTTAB
Perform VAT Rate Conversions

After the preparation and the setup are finished, you can perform the VAT rate
conversion.
You must specify the new product posting groups for the new VAT rate. Before
you perform the actual conversion, you can first run a test conversion.
The test conversion creates VAT rate change log entries that you can use to check
on the result of the conversion.
Product Posting Group Conversion
Before you can run the VAT rate change conversion, you must link the new
product posting groups to the current ones. By doing this, you define which old
product posting group should be converted to which new product posting group.
You can do this for both the general product posting group and the VAT product
posting group.

To link VAT product posting groups, follow these steps:
1. In the Search box, enter VAT Rate Change Setup and then select the
related link.
2. In the Home tab on the ribbon, click VAT Prod. Posting Group
Conv.
3. In the From Code field, select the current VAT product posting
group.
4. In the To Code field, select the new VAT product posting group.
5. Click OK.
To link general product posting groups, follow these steps:
related link.
2. In the Home tab on the ribbon, click Gen. Prod. Posting Group
Conv.
3. In the From Code field, select the current general product posting
group.
4. In the To Code field, select the new general product posting group.
5. Click OK.
FIGURE 2.6: VAT PROD. POSTING GROUP CONV. WINDOW

VAT Rate Change Test Conversion
To perform a VAT rate change test conversion, follow these steps:
related link.
2. Verify that you have already set up the VAT product posting group
conversion or the general product posting group conversion.
3. Clear the Perform Conversion check box.
4. Verify that the VAT Rate Change Tool Completed check box is
cleared.
5. On the Home tab on the ribbon, click Convert.
A test conversion does not change the selected master data, journals, or
documents.
Click the VAT Rate Change Log Entries on the ribbon to view the result of the
test conversion.
FIGURE 2.7: VAT RATE CHANGE LOG ENTRIES WINDOW

VAT Rate Change Conversion
After you verify the test conversion, you can run the VAT rate change conversion
as follows:
1. In the Search box, type "VAT Rate Change Setup" and then select the
related link.
2. Verify that you have already set up the VAT product posting group
conversion or the general product posting group conversion.
3. Select the Perform Conversion check box.
Note: Verify that the VAT Rate Change Tool Completed check box is
cleared. The check box is automatically selected when the VAT rate change
conversion is completed.
4. In the Home tab on the ribbon, click Convert.
You can view the result of the conversion by clicking VAT Rate Change Log
Entries to view the results of the conversion.
The selected master data, journals, and documents are also updated with the new
product posting groups.
Demonstration: VAT Rate Change Conversion
Scenario: After Phyllis, the account manager of CRONUS International Ltd.,

prepares the VAT rate change setup for entertainment expenses, she realizes that
the new VAT rate of 26% also applies to loudspeaker range items.
She sets up the following master data for VAT rate change conversion:
• G/L accounts: 8420

• Items: LS-100 to LS-81
She also wants to update sales and purchase documents.
There are no journals to update.
Before she runs the actual VAT rate change conversion, Phyllis first runs a test
conversion.
After she runs the conversion, she checks following data:
• G/L Account 8420

• Item LS-100
• Sales Order 104020

Note: To successfully perform this demonstration, you must complete the

previous demonstration, "Create New Posting Groups for a VAT Rate Change."
Demonstration Steps
1. Set up the product posting group conversion.

a. In the Search box, type "VAT Rate Change Setup", and select the
related link.
b. In the Home tab on the ribbon, click VAT Prod. Posting Group
Conv.
c. In the From Code field, type "VAT25".
d. In the To Code field, type "VAT26".
e. Click OK.
f. In the Home tab on the ribbon, click Gen. Prod. Posting Group
Conv.
g. In the From Code field, type "MISC".
h. In the To Code field, type "MISC26".
i. Click OK.
2. Select the master data to convert, exclude the journals from

conversion, and select the sales and purchase documents to convert.
a. In the Search box, type "VAT Rate Change Setup", and select the
related link.
b. In the Master Data FastTab, in the Update G/L Accounts field,
select Both.
c. In the Account Filter field, type "8420".
d. In the Update Items field, select Both.
e. In the Item Filter field, type "LS-100..LS-81".
f. Select No for the following fields:
 Update Resources
 Update Item Categories
 Update Item Charges
 Update Gen. Prod. Posting Groups
 Update Serv. Price Adj. Detail
 Update Work Centers
 Update Machine Centers
g. In the Journals FastTab, select No for all the fields.

h. In the Documents FastTab, in the Update Sales Documents
field, select Both.

i. Select the Ignore Status on Sales Docs check box.
j. In the Update Purchase Documents field, select Both.
k. Select the Ignore Status on Purchase Docs check box.
l. Select No in the remaining fields
3. Run the test conversion and check the result of the test conversion.
a. Verify that the VAT Rate Change Tool Completed and Perform
Conversion fields are cleared.
b. In the Home tab on the ribbon, click Convert.
c. In the Home tab, click VAT Rate Change Log Entries.
Notice that only the filtered G/L accounts and items are included in
this overview.
The suggested Sales and purchase lines contain only G/L accounts
and items that are filtered in the Master Data FastTab.
4. Perform the VAT rate change conversion and check the log entries.
a. Close the VAT Rate Change Log Entries window to return to the
VAT rate change setup.
b. Verify that the VAT Rate Change Tool Completed field is
cleared.
c. Select the Perform Conversion field.
d. In the Home tab on the ribbon, click Convert.
Notice that now the VAT Rate Change Tool Completed field is
selected automatically.
To check the result, follow these steps:

e. In the Home tab, click VAT Rate Change Log Entries.
The Description field is now blank, the Converted field is selected,

and the Converted Date field contains a date.
5. Check G/L account 8420, check item LS-100, and check sales order
104020.
a. In the Search box, enter Chart of Accounts, and select the
related link.
b. Scroll to G/L account 8420, and double-click to open the G/L
Account Card.
c. Open the Posting FastTab.

Notice that the general ledger posting group and the VAT posting
group contain the new values.
FIGURE 2.8: G/L ACCOUNT CARD

a. Click OK to close the G/L Account Card.
b. In the Search box, type "Items", and then select the related link.
c. Press Ctrl+F, and verify that Description is selected in the Find
Row Where field.
d. In the Matches field, type "100W", press Enter, and then click
Close.
e. Double-click item LS-100, and open the Invoicing FastTab.
Notice that the VAT Product Posting Group now contains VAT26.
f. Click OK to close the item card.
g. In the Search box, enter Sales Orders and then click the related
link.
h. Scroll to sales order 104020, and double-click to open the sales
order.
Note: To verify the new VAT rate, use the Choose Columns function to add
the VAT Product Posting Group field to the sales lines.

The items on this sales order are included in the item filter in the VAT Rate
Change Setup window. Therefore, both sales lines now contain the VAT product
posting group VAT26.
FIGURE 2.9: SALES ORDER WINDOW

i. Click OK to close the Sales Order window.

Module Review
The VAT rate change tool in Microsoft Dynamics NAV 2013 enables you to
convert to new VAT rates in the most efficient way. You can use the tool when
countries increase or reduce a VAT rate for different reasons.
After the preparation, you can set up the tool by choosing which master data,
journals, and documents should be converted. By using master data filters, you
can include only the master data that is subject to the VAT rate change.
Before you run the actual conversion, you can perform a test run.
After you run the VAT rate change tool, master data, journals, and documents are
updated with new VAT product posting groups and general product posting
groups.
Test Your Knowledge
1. Which of the following posting groups can you update in the VAT rate
change process?
( ) VAT business posting group and VAT product posting group.
( ) General business posting group and general product posting group.
( ) General product posting group and VAT product posting group.
( ) General business posting group and VAT business posting group.
( ) General business posting group and VAT product posting group.

2. What is true about prepayment invoices in relation to the VAT rate change
tool?
( ) The system creates credit memos for the posted prepayment invoices
and converts them to the new VAT rate.
( ) The system adds lines to the posted prepayment invoices with the
difference between the old and new VAT rate.
( ) Documents that have posted prepayment invoices are not converted

by the VAT rate change tool.
( ) Only non-posted prepayment invoices are converted by the VAT rate

change tool.
3. Which type of master data cannot be set up in the VAT Rate Change Setup
window?
( ) Resources
( ) Fixed Assets
( ) Work Centers
( ) Items
( ) Item Charges
4. Which of the following is the result of a VAT rate change test conversion?
( ) The VAT Rate Change Test Conversion report.
( ) Non-posted journal lines with the old and new product posting
groups.
( ) There is no result. Only a message that states if the test conversion ran
successfully.
( ) VAT rate change log entries.

5. What is true about the VAT Rate Change Tool Completed field in the
General FastTab of the VAT Rate Change Setup window?
( ) It is a non-editable field, automatically selected when the VAT rate

change conversion is completed.
( ) It is an editable field, automatically selected when the VAT rate

( ) The user must select this field after the VAT rate change conversion is
completed.
( ) Only when this field is selected, the VAT rate changes are applied to
the master data, journals, and documents.


1. Which of the following posting groups can you update in the VAT rate
change process?
( ) VAT business posting group and VAT product posting group.
( ) General business posting group and general product posting group.
(√) General product posting group and VAT product posting group.
( ) General business posting group and VAT business posting group.
( ) General business posting group and VAT product posting group.
2. What is true about prepayment invoices in relation to the VAT rate change
tool?
( ) The system creates credit memos for the posted prepayment invoices
and converts them to the new VAT rate.
( ) The system adds lines to the posted prepayment invoices with the
difference between the old and new VAT rate.
(√) Documents that have posted prepayment invoices are not converted
by the VAT rate change tool.
( ) Only non-posted prepayment invoices are converted by the VAT rate

change tool.
3. Which type of master data cannot be set up in the VAT Rate Change Setup
window?
( ) Resources
(√) Fixed Assets
( ) Work Centers
( ) Items
( ) Item Charges

4. Which of the following is the result of a VAT rate change test conversion?
( ) The VAT Rate Change Test Conversion report.
( ) Non-posted journal lines with the old and new product posting
groups.
( ) There is no result. Only a message that states if the test conversion ran
successfully.
(√) VAT rate change log entries.
5. What is true about the VAT Rate Change Tool Completed field in the
General FastTab of the VAT Rate Change Setup window?
(√) It is a non-editable field, automatically selected when the VAT rate

( ) It is an editable field, automatically selected when the VAT rate

( ) The user must select this field after the VAT rate change conversion is
completed.
( ) Only when this field is selected, the VAT rate changes are applied to
the master data, journals, and documents.


MODULE 3: MULTICURRENCY
Module Overview
In today's global economy, many companies have to report results and process
activity using multiple currencies. Microsoft Dynamics® NAV 2013 provides
functionality that helps companies post and correctly valuate transactions in
multiple currencies, display general ledger results in an additional reporting
currency, and consolidate companies that use different currencies.
Becoming familiar with these features lets businesses streamline their ability to
work with multiple currencies in a global market.
Objectives
The objectives are:
• Explain setup requirements for currencies and exchange rates when

using multiple currencies.
• Explain setup requirements using multiple currencies with customers,
vendors, and bank accounts.
• Describe steps and additional functionality for processing purchase
and sales documents that use foreign currency.
• Describe steps and additional functionality for recording and posting
multicurrency transactions in the cash receipts journal.
• Describe how to process multicurrency payments using the payments
journal.
• Describe how to run the Adjust Exchange Rates batch job for
customers, vendors, and bank accounts.
• Explain set up, viewing amounts, daily processing, and periodic
processes when using an additional reporting currency.
• Describe how to run the Adjust Exchange Rates batch job for G/L
accounts.
• Describe how to view the Exchange Rate Adjustment Register.

Currency Card and Currency Exchange Rates

Companies complete the initial setup for multicurrency functionality in Microsoft
Dynamics NAV 2013 by using the Currency Card and Currency Exchange Rates
pages.
The Currency Card is where the basic parameters for the various currencies used
by a company are established. The Currency Exchange Rate page is used to set
up the exchange rates for a selected currency on specific dates.
Currency Card
Each currency has a Currency Card page. All currency cards are listed on the
Currencies page.
To open the Currencies and Currency Card pages, follow these steps:

3. On the Application Setup page, click Financial Management >
Finance > Currencies.
4. Select the desired currency, for example USD, and then click Edit to
open the Currency Card page.
FIGURE 3.1: CURRENCIES PAGE AND CURRENCY CARD WINDOW

Module 3: Multicurrency
The information on the currency card is organized on a series of FastTabs. The
setup involves the following:
• Providing basic information about the currency, including accounts

that are used for posting unrealized and realized gains and losses.
• Indicating rules for rounding amounts, invoices, and unit amounts for
multicurrency transactions.
• Selecting accounts for posting realized gains and losses when an
additional reporting currency is implemented.
General FastTab
The General FastTab contains the following fields:
• Code - displays unique identifier for the currency.

• Description - provides short description of the currency.
• Unrealized Gains Acc. & Unrealized Losses Acc. - displays G/L
account number that is used to post unrealized exchange rate gains
or losses when the Adjust Exchange Rates batch job is run to adjust
customers, vendors, and bank accounts.
• Realized Gains Acc. & Realized Losses Acc.- displays G/L account
that is used to post realized exchange rate gains or losses when the
customer or vendor ledger entry is applied. If an unrealized gain or
loss was previously posted, the entry is reversed when the realized
gain or loss is posted.
• EMU Currency - when selected, indicates that currency is an
Economic and Monetary Union currency.
• Last Date Modified - automatically populated. Displays when last
changes were made to the fields for the currency.
• Last Date Adjusted - automatically populated. Displays when the
Adjust Exchange Rates batch job was last run.
• Payment Tolerance % - indicates percentage a payment or refund
can vary from the amount on a credit memo or invoice. Update the
field by selecting Change Payment Tolerance.
• Max. Payment Tolerance Amount - indicates maximum amount
that a payment or refund can vary from the amount on a credit
memo or invoice. Update the field by selecting Change Payment
Tolerance.
Note: Payment Tolerance is covered in detail in the course Finance Essentials

for Microsoft Dynamics NAV 2013.

Rounding FastTab
The Rounding FastTab contains the following fields:
• Invoice Rounding Precision - specifies the rounding precision used

for this currency on invoices. For example, invoices may be rounded
to the nearest whole number.
• Invoice Rounding Type - determines the rounding method that is
used for invoices. The options are Nearest, Up, or Down. This field
works with the Invoice Rounding Precision field.
• Amount Rounding Precision - specifies the rounding precision used
for the currency.
• Amount Decimal Places - specifies the number of decimal places
displayed for the currency. The minimum and maximum number of
decimal places are separated by a colon.
• Unit-Amount Rounding Precision - specifies the rounding precision
used for unit prices for items on sales and purchase invoices.
• Unit-Amount Decimal Places - identifies the minimum and
maximum number of decimal places used for the sales and purchase
price of items and sales price of resources. The minimum and
maximum number of decimal places are separated by a colon, for
example 2:5.
• Appln. Rounding Precision - specifies the amount allowed for
rounding differences when a payment entry in one currency is
applied to entries in a different currency.
• Conv. LCY Rndg. Debit Acc. - identifies the debit account to use for
rounding differences when the Insert Conv. LCY Rndg. Lines
function is used in a general journal.
• Conv. LCY Rndg. Credit Acc. - identifies the credit account to use for
rounding differences when the Insert Conv. LCY Rndg. Lines
function is used in a general journal.
• Max. VAT Difference Allowed - identifies the maximum VAT
correction amount allowed for the currency.
• VAT Rounding Type - determines how VAT is rounded for the
currency. The options are Nearest, Up, or Down.

Reporting FastTab
The Reporting FastTab contains the following fields:
• Realized G/L Gains Account & Realized G/L Losses Account -

specifies the G/L account that is used to post exchange rate gains or
losses for currency adjustments between the local currency (LCY) and
the additional reporting currency. The exchange rate gains are
calculated when the Adjust Exchange Rates batch job is run to adjust
general ledger accounts.
• Residual Gains Account & Residual Losses Account - indicates the
G/L account that is used to post residual gain or loss amounts
(rounding differences) when an additional reporting currency is used
in the general ledger application area.
Currency Exchange Rates
Currency exchange rates are constantly fluctuating. The Currency Exchange

Rates page is used to do the following:
• Record exchange rates.

• View prior entries for exchange rates.
To open the Currency Exchange Rates page from the Currency Card page, on
the Home tab in the ribbon click Exch. Rates.
FIGURE 3.2: CURRENCY EXCHANGE RATES WINDOW
When you post transactions, you can obtain the current exchange rates for the
various currencies from the Currency Exchange Rates page. In addition, use data
in the table to calculate unrealized gains or losses caused by exchange rate
fluctuations as follows:

• When you run the Adjust Exchange Rates batch job to revalue
previously posted transactions.
• When you perform consolidations of foreign subsidiaries that use
currencies other than the parent's currency.
This table is frequently updated, possibly daily, to reflect current exchange rates
for transactions.
The Currency Exchange Rates page includes the following fields:
• Starting Date - identifies the effective date to use for the exchange
rate. Enter a new line with a new Starting Date for each effective
date.
• Currency Code - identifies the code for the selected currency.
• Relational Currency Code - identifies currency to use. To specify
local currency, leave the field blank.
• Exchange Rate Amount - identifies the rate to use for the currency
selected on the line. Use the Exchange Rate Amount and Relational
Exch. Rate Amount fields when recording transactions. The entries in
the fields tell the system how to calculate amounts for the selected
currency.
• Relational Exch. Rate Amount - indicates the rate to use for the
currency selected in the Relational Currency Code field. If the field is
blank, it is the local currency. Use the Exchange Rate Amount and
Relational Exch. Rate Amount fields when recording transactions.
The entries in the fields tell the system how to calculate amounts for
the selected currency.
Note: In the USD example, read the columns as follows:
55.7551 (Relational Exch. Rate Amount) LCY (Relational Currency Code) = 100
(Exchange Rate Amount) USD (Currency Code)
• Adjustment Exch. Rate Amount - indicates the rate to use for the
currency selected on the line. Use the Adjustment Exch. Rate
Amount and Relational Adjmt. Exch. Rate Amount fields when you
run the Adjust Exchange Rates batch job.
• Relational Adjmt. Exch. Rate Amount - indicates the rate to use for
the currency selected in the Relational Currency Code field. If the
field is blank, it is the local currency. Use the Adjustment Exch. Rate
Amount and Relational Adjmt. Exch. Rate Amount fields when you
run the Adjust Exchange Rates batch job.
• Fix Exchange Rate Amount - determines whether the currency or
relational currency exchange rates suggested on invoices, journal
lines, and batch jobs are fixed or editable. When a selection is made

in this field, that selection is fixed (not editable). The options are
Currency, Relational Currency, or Both.
Exchange Rates Approaches
To enter and maintain the different exchange rates, different approaches can be
used, depending on the frequency with which your company uses foreign
currencies and deals with the exchange rate adjustments:
• For each new exchange rate, a new line can be entered on the
Currency Exchange Rates page, each with a different start date. In
this case, make sure that the Relational Exch. Rate Amount and the
Relational Adjmt Exch. Rate Amt. fields are equal, in addition to the
Exchange Rate Amount and the Adjustment Exch. Rate Amount
fields.
• You can use different exchange rates in the Relational Exch. Rate
Amount and the Relational Adjmt Exch. Rate Amt. fields. This gives
you flexibility in the exchange rate setup. For example, you can
update the Relational Exch. Rate Amount field daily, while updating
the Relational Adjmt Exch. Rate Amt. field at the end of each
month.
Another possibility is to use exchange rates from one source for

adjustments and from another source for the default transaction
exchange rate. For example, use the exchange rates according to the
local rates for the Relational Exch. Rate Amount and use a
government-approved bank’s exchange rates for the Relational
Adjmt. Exch. Rate Amt..
• Companies that use foreign currencies only occasionally might not

have to update the currency exchange rates. Therefore, the
appropriate exchange rate can be when users enter the sales and
purchase documents and when entering customer or vendor
payments in the general journals. In this case, make sure that the Fix
Exchange Rate Amount field does not contain the option Both.
Note: When exchange rates are adjusted regularly, we recommend that you
add new currency exchange rate lines on the Currency Exchange Rates page. This
makes sure documents and journals are created using current exchange rates.
Additionally, we recommend that existing entries are not overwritten or deleted

from the Currency Exchange Rates page. Keeping history in this page enables
traceability of exchange rate adjustments for a particular currency over time.
If there is a currency that is used as an additional reporting currency, the entries for
that currency in the Currency Exchange Rates page must not be overwritten.

Set Up Multicurrency for Customers, Vendors, and

Bank Accounts
Multiple steps are necessary to complete the setup in Microsoft Dynamics NAV
2013 to appropriately handle multicurrency transactions involving customers,
vendors, and bank accounts.
Before processing transactions for customers, vendors, and bank accounts that use
default currencies other than the local currency, you must perform the required
setup. This includes establishing the following:
• Parameters for rounding.

• Rules governing when applications can be applied between
currencies.
• Default currencies for customers, vendors, and bank accounts.
Currency Card and Currency Exchange Rates
To prepare a company to work with multicurrency, first set up the Currency Card
and the Currency Exchange Rates for all customers, vendors, and bank accounts.
On the Currency Exchange Rates page, be aware of the following:
• Use the values in the Exchange Rate Amount and Relational Exch.
Rate Amount fields to record the initial amounts for multicurrency
transactions.
• The Adjust Exchange Rates batch job uses the values in the
Adjustment Exch. Rate Amount and Relational Adjmt. Exch. Rate
Amount fields. The batch job is run periodically to calculate gains or
losses on open entries caused by currency fluctuations.
General Ledger Setup
The General Ledger Setup page contains fields related to how rounding
differences are managed by Microsoft Dynamics NAV 2013.
To open the General Ledger Setup page, follow these steps:

Finance > General Ledger Setup.

FIGURE 3.3: GENERAL LEDGER SETUP WINDOW

4. Expand the General FastTab.
o LCY Code - specifies the local currency. It is a text field and not
related to the Currencies table.
o Inv. Rounding Precision (LCY) - identifies the rounding
precision used for the local currency on invoices. For example,
invoices may be rounded to the nearest whole number.
o Inv. Rounding Type (LCY) - determines the rounding method
that is used for invoices for the local currency. The options are
Nearest, Up, or Down. This field works with the Invoice
Rounding Precision field.
5. Expand the Application FastTab.

o Appln. Rounding Precision field determines the rounding
precision when entries that are using different currencies apply to
one another.

Note: The currency of the entry that is applied to one or more other entries
determines the interval for rounding differences. The rounding difference is only
calculated and posted when the entry that is applied is a payment entry.
Rounding differences are posted to the Debit Curr. Appln. Rndg. Acc. or Credit
Curr. Appln. Rndg. Acc. fields specified on the Vendor Posting Group or
Customer Posting Group pages.
Sales & Receivables Setup and Purchases & Payables Setup
As soon as the General Ledger Setup page is completed, you can set up the
Invoice Rounding and Appln. Between Currencies fields in both the Sales &
Receivables Setup and Purchases & Payables Setup pages.
To open the Sales & Receivables Setup and Purchases & Payables Setup pages,
follow these steps:

Finance > Sales & Receivables Setup or Purchases & Payables
Setup.
FIGURE 3.4: SALES & RECEIVABLES SETUP WINDOW

o Invoice Rounding – Select this check box if you want to use
rounding for sales or purchase invoices for LCY. The rounding
process for LCY uses the settings in the Inv. Rounding Precision
(LCY) and Inv. Rounding Type (LCY) fields on the General
FastTab of the General Ledger Setup page.
o Appln. Between Currencies –
Use the selection to allow application between currencies in the

following scenarios:
 When any customer or vendor uses more than one

currency.
 When any cash receipts or payments are recorded in a
currency other than the original invoice currency.
The options are as follows:

 None: All entries used in an application must be in the
same currency.
 EMU: Entries in the Euro and an old national currency
apply to one another.
 All: Entries in any currency apply to one another.
When EMU or All is selected in the Appln. Between Currencies

field, the rounding precision is determined from the entry in the
Appln. Rounding Precision field in the following locations:
 General Ledger Setup window for the local currency.
 Currency Card window for other currencies.
Customer, Vendor, and Bank Account Cards
The next step in the set up of multicurrency for customers, vendors, and bank
accounts is to select the default currency in the Currency Code field on the
account card.
To set up the default currency for customers, follow these steps:

2. Click Financial Management > Receivables > Customers.
3. Select the desired customer, and then click Edit.
4. Expand the Foreign Trade FastTab.

5. In the Currency Code field, enter the correct currency for the
customer or leave blank to indicate LCY.
6. Click OK to close the Customer Card page.
The process is the same for vendors and bank accounts.
Process Sales and Purchase Documents

As soon as multicurrency setup is complete, creating and posting sales or
purchase documents by using multiple currencies is basically the same as creating
and posting documents that use the local currency.
However, during the process, Microsoft Dynamics NAV 2013 has additional
functionality to support multicurrency. This includes the ability to do the
following:
• Update the Currency Code when you enter documents.

• Edit the Currency Exchange Rate, depending on setup.
• Display amounts in both currencies in statistics windows.
• View posted amounts in both currencies.
Demonstration: Process a Purchase Invoice
Scenario: April, the accounts payable coordinator, recently added the

Mundersand Corporation to the vendor listing for CRONUS International, Ltd.
Mundersand uses the Canadian dollar (CAD) as its currency. April is processing the
first purchase invoice for Mundersand for a single Side Panel, Item 70000.
April plans to verify the accuracy of the exchange rate used for the invoice and to
review the vendor ledger entries that result from posting the purchase invoice.
April must record and post the invoice, and then review the posted activity.
Demonstration Steps
1. Record and post the purchase invoice.

b. Click Financial Management, click Payables > Purchase
Invoices.
c. Click New.
d. In the Buy-from Vendor No. field, click the drop-down list, and
select 01905283, Mundersand Corporation.
e. Press TAB or ENTER.
f. Expand the Foreign Trade FastTab.
g. Notice that the currency from the Vendor Card populates the
Currency Code field.

2. Review the exchange rates.
a. In the Currency Code field, click the AssistEdit button to display
the Change Exchange Rate page. For CAD, notice that the
current exchange rate is 46.0862. This can be changed for this
one purchase document.
FIGURE 3.5: PURCHASE INVOICE – CHANGE EXCHANGE RATE WINDOW

b. Click OK to close the Change Exchange Rate page.
Note: The fields that are editable in the Change Exchange Rate page are
controlled by the selection made in the Fix Exchange Rate Amount field on the
Currency Exchange Rates page.
1. Enter a line in the purchase invoice.

a. Expand the Lines FastTab.
b. In the Type field, enter Item.
c. In the No. field, enter 70000.
d. In the Quantity field, enter 1.
e. Press TAB or ENTER.

f. Make sure that in the Direct Unit Cost Excl. VAT field, the cost is
listed as 34.067. This is the cost of the item in CAD, the vendor's
currency.
 The direct unit cost is calculated by using the Last Direct
Cost from the Item Card of 15.70008 and dividing it by
the Relational Exchange Rate of .460862.
The calculated amount of 34.06677 is rounded according to the entry in the Unit
Amount Rounding Precision field in the Currencies window for CAD. This
results in a Direct Unit Cost Excluding VAT of 34.067.
2. Review the statistics and post the invoice.

a. On the Home tab, click Statistics to display the Purchase
Invoice Statistics page. The cost is displayed in both the foreign
currency and the local currency.
FIGURE 3.6: PURCHASE INVOICE STATISTICS
b. Click OK to close the Purchase Invoice Statistics window.

c. Expand the General FastTab.
d. In the Vendor Invoice No. field, enter CUR1.
e. On the Home tab, click Post.
f. Click Yes to post the invoice.

3. Review the posted ledger entries.
b. Click Financial Management > Payables > Vendors.
c. Select vendor 01905283, Mundersand Corporation, and then click
Edit.
d. Notice that the amount in the Balance (LCY) field is 15.70.
e. On the Home tab, click Ledger Entries to display the Vendor
Ledger Entries page.
f. Notice that the amounts in the Original Amount, Amount, and
Remaining Amount fields are displayed in CAD, the vendor's
currency.
g. Through the Choose Columns function, add the Original Amt.
(LCY), Amount (LCY), and Remaining Amount (LCY) fields.
h. On the Home tab, click Detailed Ledger Entries. Notice that
amounts are displayed in both the vendor and the local
currencies.
i. Click Close to close the Detailed Vendor Ledg. Entries page.
j. Click OK to close the Vendor Ledger Entries page.
k. Click OK to close the Vendor Card page.

Lab 3.1: Process a Sales Invoice

Scenario
You must create a sales invoice for Spotsmeyer Furnishing, Customer 01121212.
Spotsmeyer's Furnishings is set up with a Bill-to Customer. However, this invoice
will be sent to the customer directly. The order consists of five Base Panels, Item
70001.
Spotsmeyer's Furnishings uses U.S. dollar (USD) as its currency. The exchange rate
as of 01/01/14 for 100 USD is 51.61 Great Britain Pounds (GBP). Because this is the
first transaction posted to Spotsmeyer's Furnishings, you plan to verify the
multicurrency amount posted.
You create a table calculating the expected posting as shown here.
Currency Last Direct Cost, Exchange Mathematical Amount

per Item Card Rate Operation (LCY)
LCY (GBP) 40.30 40.30 * 5 201.50
USD 40.30 .5161 (40.30 / .5161) * 5 390.43
Exercise 1: Process a Sales Invoice
Task 1: Process a Sales Invoice
High Level Steps

1. Update the Currency Exchange Rate.
2. Create a sales invoice.
3. Review the posted activity.
Detailed Steps
1. Update the Currency Exchange Rate.
b. Click Financial Management > Periodic Activities > Currency
> Currencies.
c. Select currency code USD.
d. On the Home tab, click Exch. Rates.
e. On a new line, in the Starting Date field, enter 01/01/14.
f. In the Relational Exch. Rate Amount field, enter 51.61.
g. In the Relational Adjmt. Exch. Rate Amt. field, enter 51.61.
h. Click OK to close the Currency Exchange Rates page.

2. Create a sales invoice.
b. Click Financial Management > Receivables > Sales Invoices.
c. Click New.
d. In the Sell-to Customer No. field, enter 01121212.
e. Make sure that the Posting Date is 01/24/14.
f. Expand the Invoicing FastTab.
g. In the Bill-to Customer field, enter 01121212.
h. Expand the Foreign Trade FastTab, and then confirm the
Currency Code field is set to USD.
i. Expand the Lines FastTab.
j. In the Type field, enter Item.
k. In the No. field, enter 70001.
l. In the Quantity field, enter 5.
m. Notice the amount in the Line Amount Excl. VAT field.
n. On the Home tab, click Statistics.
o. Notice the amounts for Total Incl. VAT and Sales (LCY).
p. Click OK to close the Sales Invoice Statistics page.
q. On the Home tab, click Post.
r. Click Yes to post the invoice.
s. Click OK to close the Sales Invoice page.
3. Review the posted activity.

a. In the navigation pane, click Departments.
b. Click Financial Management, click Receivables > Customers.
c. Select customer 01121212, and then click Edit.
d. Note the amount in the Balance (LCY) field.
e. On the Home tab, click Ledger Entries.
f. On the customer ledger entries page, use the Choose Columns
function to add the Original Amt. (LCY), Amount (LCY), and
Remaining Amt. (LCY) fields.
g. Notice the amounts in the fields on the line.
h. Click OK to close the customer ledger entries page.
i. Click OK to close the Customer Card page.

Process Cash Receipts

Using the cash Receipts journal with multiple currencies is basically the same as
processing cash receipts that use the local currency.
The primary difference is posting restrictions based on currency. The ability to

post a journal is determined by the relationship between the Currency Code
assigned to the selected bank account and the Currency Code on the receipt
lines.
The rules for posting cash receipt activity by using multiple currencies are
summarized in the following table.
Bank Account Currency Code Printing and Posting Rules

Blank (LCY) Post receipt lines with any currency code
including LCY.
Currency Code Post only those receipt lines with the same
currency code as the bank account.
With multiple currencies you can use the same cash receipt journal when the Bank
Account Currency Code is LCY. But you can also take advantage of the following:
1. Payments made in one currency can close invoice entries in a

different currency. For example, payment received in Euros can be
applied to an invoice in Danish Krone.
2. Payments in one currency can be applied to multiple invoice entries
with more than one currency. For example, a payment in Euros can be
applied to two invoices, one in Danish Krone and one in Euro.
Another difference when you work with multiple currencies is the entries created
from posting. When multiple currencies are involved, three Detailed customer
ledger entries are created when a payment is applied and posted against an
invoice customer ledger entry:
• An entry with an Entry Type of Initial Entry that contains the amount
and currency of the payment. This matches the single entry for the
payment in the customer ledger entries window with Payment as
the Document Type.
• An entry with an Entry Type of Application Entry that is the
application for the Invoice Customer Ledger Entry. This entry has the
due date and is in the currency of the invoice to which it applies.
Additionally, it is posted to reduce the Remaining Amount on the
Invoice Customer Ledger Entry.

• An entry with an Entry Type of Application Entry that is the
application for the Payment Customer Ledger Entry. This entry has
the same currency and due date as the Initial Entry. However, the
Amount has the opposite sign. This entry is posted to reduce the
Remaining Amount on the Payment Customer Ledger Entry.
Demonstration: Process a Cash Receipt Journal
Scenario: Arnie, the accounts receivable administrator, has received the customer
payments shown in the following table.
Customer Name Customer Currency Invoice Receipt

Number Paid Amount
Progressive Home 01445544 USD 103013 2688.58
Furnishings
New Concepts 01454545 GBP (LCY) 00-17 222241.32

Furniture
Klubben 47563218 NOK 103015 134935.03
New Concepts Furniture typically uses USD as its currency. However, the company
remitted this payment in GBP, the local currency of CRONUS International Ltd.
Arnie must record the payments in the Cash Receipts Journal by using the World
Wide Bank-Operating Account and a posting date of 01/24/14.
Because Arnie has never processed a receipt in a different currency from the
original invoice, he plans to review the ledger entries for customer 01454545 after
the journal is posted.
Demonstration Steps
1. Populate the cash receipt journal.

b. Click Financial Management > Cash Management > Cash
Receipt Journals. Make sure that the BANK journal batch is
selected.
c. Click the Application menu > Customize > Choose Columns to
add the Currency Code field. Make sure that the Posting Date is
set to 01/24/14.
d. In the Document Type field, enter Payment.
e. In the Account Type field, enter Customer.
f. In the Account No. field, enter 01445544.
g. On the Home tab, click Apply Entries.
h. Select the line for invoice 103013.

i. On the Home tab, click Set Applies-to ID.
j. Click OK to apply the entry. Notice the Amount field on the first
line of the Cash Receipt Journal page is automatically populated
with -2,688.58 USD.
k. Click the next line.
l. In the Account No. field, enter 01454545.
m. In the Currency Code field, delete USD so that the field is blank,
representing the LCY.
n. On the Home tab, click Apply Entries.
o. Select the line for invoice 00-17. Notice that the Remaining
Amount field contains the amount in USD, the currency in which
the invoice was created. However the Appln. Remaining
Amount field contains the amount in LCY, the currency of the
journal line.
p. On the Home tab, click Set Applies-to ID.
q. Click OK to apply the entry. The Amount field on the second line
of the Cash Receipt Journal page is automatically populated
with -205,718.84 LCY.
r. Click the next line.
s. In the Account No. field, enter 47563218.
t. On the Home tab, click Apply Entries.
u. Select the line for invoice 103015.
v. On the Home tab, click Set Applies-to ID.
w. Click OK to apply the entry. The Amount field on the third line of
the Cash Receipt Journal page is automatically populated with -
134,935.03 NOK.
FIGURE 3.7: CASH RECEIPT JOURNAL

2. Post the journal.
a. On the Home tab, click Post.
b. Click Yes to post the journal lines.
c. Click OK.
d. Click OK to close the Cash Receipt Journal page.
3. Review the ledger entries for customer New Concepts Furniture.

b. Click Financial Management > Receivables > Customers.
c. Select customer 01454545.
d. On the Home tab, click Ledger Entries.
e. Notice that the original invoice entry used a currency of USD and
that the payment entry that closed it used LCY.
f. Select the payment line.
g. On the Home tab, click Detailed Ledger Entries.
h. Notice that there are two lines displayed for each of the two
entries applied and posted.
FIGURE 3.8: CUSTOMER LEDGER ENTRIES AND DETAILED CUSTOMER

LEDGR ENTRIES

i. Click Close to close the Detailed Cust. Ledg. Entries page.
j. Click OK to close the customer ledger entries page.
Process Payments
Processing activity in a payments journal for transactions with multiple currencies
is basically the same as using the payments journal for transactions with a single,
local currency.
Similar to the cash receipts journal, there are posting restrictions based on
currency. These restrictions also affect the ability to print checks in the payments
journal.
The ability to print checks and post a journal is determined by the currency code
assigned to the selected bank account and the contents of the Bank Payment
Type field. The rules for printing checks and posting payments with multiple
currencies are summarized in the following table.
Bank Account Bank Payment Type Printing and Posting Rules

Currency Code Field Contents
Blank (LCY) Computer Check or Print only those checks for LCY
Manual Check payment lines. Post only LCY
payment lines.
Blank (LCY) Blank Post payment lines with any

currency code including LCY.
Currency Code Computer Check or Print only those checks with

Manual Check payment lines where the currency
code is the same as the bank
account. Post only those payment
lines with the same currency code
as the bank account.
Currency Code Blank Post only those payment lines

with the same currency code as
the bank account.

Demonstration: Print and Post Checks
Scenario: April, the accounts payable coordinator, is asked to issue checks from
the WWB-USD bank account for vendors using USD as their currency. Invoices
due on or before 01/31/14 are to be paid.
The WWB-USD bank account is a newly opened account for CRONUS

International Ltd. The starting check number for the bank account is 10001. April
must update the Bank Account Card for the last check issued, check 10000.
Because activity has not been processed previously for payments in USD, the
accounting manager has asked April to check the currency code to make sure that
account 9150 is specified in the Conv. LCY Rndg. Debit and Conv. LCY Rndg.
Credit accounts.
After the activity is posted, April reviews the posting for vendor 01254796,
Progressive Home Furnishings.
Demonstration Steps
1. Update the Currency Code and the Bank Account Card.

> Currencies.
c. Select the USD currency, and then click Edit.
d. Expand the Rounding FastTab.
e. In the Conv. LCY Rndg. Debit Acc. field, enter 9150.
f. In the Conv. LCY Rndg. Credit Acc. field, enter 9150.
g. Click OK to close the Currency Card page.
h. In the navigation pane, click Departments.
i. Click Financial Management > Cash Management > Bank
Accounts.
j. Select the WWB-USD bank account, and then click Edit.
k. Expand the Posting FastTab.
l. In the Last Check No. field, enter 10000.
m. Click OK to close the Bank Account Card page.
2. Suggest vendor payments in the payment journal.

b. Click Financial Management > Payables > Payment Journals,
and then click the drop-down of the Batch Name field.
c. In the General Journal Batches window, click New.
d. In the Name field, enter BANKUSD.
e. In the Description field, enter Bank USD.

f. In the Bal. Account Type field, click the drop-down, and choose
Bank Account.
g. In the Bal. Account No. field, type WWB-USD.
h. In the No. Series field, remove GJNL-PMT.
i. Click OK to return to the Payment Journal window.
j. On the Home tab, click Suggest Vendor Payments.
k. Expand the Options FastTab.
l. In the Last Payment Date field, enter 01/31/14.
m. In the Bal. Account Type field, enter Bank Account.
n. In the Bal. Account No. field, enter the WWB-USD bank account.
o. In the Bank Payment Type field, enter Computer Check.
p. Expand the Vendor FastTab.
q. In the No. filter field, enter 01254796.
r. Click OK to run the Suggest Vendor Payments batch job.
s. A message box is displayed stating that you have only created
lines for the Currency Code USD. Click OK.
t. Click the Choose Columns function to add the Currency Code
field.
3. The payments journal is populated with the invoices to be paid. Print

the checks and post the journal.
a. On the Home tab, click Print Check.
b. Expand the Options FastTab.
c. In the Bank Account No. field, enter WWB-USD.
d. Select the One Check per Vendor per Document No. check
box.
e. Click Print.
f. Select the Print to File check box.
g. Click OK.
h. In the Output File Name field, enter ck.prn.
i. Click OK. The Payments Journal is updated for the printed checks.
j. On the Home tab, click Post.
k. Click Yes to post the journal lines.
l. Click OK.
m. Click OK to close the Payment Journal page.
4. Review the posted activity for Progressive Home Furnishings.

b. Click Financial Management > Payables > Vendors.
c. Select vendor 01254796.

e. Make sure that the Original Amount (LCY), Amount (LCY), and
Remaining Amount (LCY) fields are visible. If they are not, use
the Choose Columns function.
f. Select the payment line.
h. Review the two detailed vendor ledger entries.
FIGURE 3.9: DETAILED VENDOR LEDGER ENTRIES

i. Click Close to close the Detailed Vendor Ledg. Entries page.
j. Click OK to close the vendor ledger entries page.

Lab 3.2: Post Expenses in Foreign Currency

Scenario
As the accounts receivable administrator for CRONUS International Ltd., you have
received the January 2014 vehicle expense. It is your responsibility to post these
expenses, in Euros (EUR), including VAT:
• Gasoline and Motor Oil: EUR 178.53

• Registration Fees: EUR 342.32
• Repairs and Maintenance: EUR 107.34
Make sure that you set up the following:
• G/L Account 9150 is set up with direct posting.

• The Conv. LCY Rndg. Debit Acc. and Conv. LCY Rndg. Credit Acc.
fields on the Euro currency are set to 9150.
On January 1, 2014, use the DEFAULT journal to post these expenses to the cash
account. If there is a rounding difference, enter the adjustment for the amount in
local currency. You do not have to review the entries for this lab.
Exercise 1: Post Expenses in Foreign Currency
Task 1: Post Expenses in Foreign Currency
High Level Steps

1. Verify the setup is correct.
2. Enter and post the journal.
Detailed Steps
1. Verify the setup is correct.
b. Click Financial Management > General Ledger > Chart of
Accounts.
c. Select account 9150.
d. Select the Direct Posting check box.
e. Click OK to close the G/L Account Card.
f. In the navigation pane, click Departments.
g. Click Financial Management > Periodic Activities > Currency
> Currencies.
h. Select the EURO currency, and then click Edit.

i. In the Conv. LCY Rndg. Debit Acc. field, enter 9150.
j. In the Conv. LCY Rndg. Credit Acc. field, enter 9150.
k. Click OK to close Currency Card page.
2. Enter and post the journal.

b. Click Financial Management > General Ledger > General
Journals.
c. Make sure that the DEFAULT journal batch is selected.
d. Click the Choose Columns function to add the Currency Code
field.
e. In the Posting Date field, enter 01/01/14.
f. In the Account No. field, enter 8510.
g. In the Amount field, enter 178.53.
h. In the Currency Code field, enter EUR.
i. Click the next line.
j. In the Account No. field, enter 8520.
k. In the Amount field, enter 342.32.
l. In the Currency Code field, enter EUR.
m. Click the next line.
n. In the Account No. field, enter 8530.
o. In the Amount field, enter 107.34.
p. In the Currency Code field, enter EUR.
q. Click the next line.
r. In the Account No. field, enter 2910.
s. In the Amount field, enter -628.19.
t. In the Currency Code field, enter EUR.
u. At the bottom of the General Journal page, notice that the
Balance field, represented in EUR, the currency code of the
journal lines, is equal to zero. However, the Total Balance field,
represented in GBP (LCY), shows that the journal is out of balance
by -0,01 LCY.
v. On the Home tab, click Insert Conv. LCY Rndg. Lines.
w. Notice a new journal line is entered for 0,01 LCY, resulting in the
journal being in balance in both the foreign and the local
currency. The G/L account that is used is 9150, as set up on the
Currency Card page.
x. On the Home tab, click Post.
y. Click Yes to post the journal lines.
z. Click OK.
aa. Click OK to close the General Journal page.

Adjust Exchange Rates Batch Job for Customers,

Vendors, and Bank Accounts
Run the Adjust Exchange Rates batch job to update LCY amounts for posted
entries in Microsoft Dynamics NAV 2013. The batch job adjusts customer, vendor,
and bank account entries to reflect updated amounts when the exchange rate
changes after entries are posted.
Adjusting exchange rates are typically completed in the following order:
1. Enter the adjustment exchange rate on the currency.

2. Set filters on the Adjust Exchange Rates batch job.
3. Run the Adjust Exchange Rates batch job.
Note: The Adjust Exchange Rates batch job is also used to update additional
reporting currency amounts on general ledger entries and will be explained later in
this module.
Enter the Adjustment Exchange Rate
To enter the exchange rate to which the posted entries will be adjusted, follow
these steps:
1. In the navigation pane, click Departments.

2. Click Financial Management > Periodic Activities > Currency >
Currencies.
3. Select the currency that will be adjusted.
4. On the Home tab, click Exch. Rates to enter the adjustment.
5. Adjust the exchange rate by using one of the following methods:
o In the Adjustment Exch Rate Amount and Relational Adjmt
Exch Rate Amt fields on the current line, enter the exchange rate
amounts with which to adjust the posted entries.
o Enter a new line with the new exchange rates in the Exchange
Rate Amount, Relational Exch. Rate Amount, Adjustment
Exch Rate Amount, and Relational Adjmt. Exch. Rate Amt.
fields.

Note: For best approaches, refer to the previous lesson in this module.
Note: The Adjust Exchange Rate batch job uses the Adjustment Exchange
Rate Amount and Relational Adjmt. Exch. Rate Amt. fields to calculate
exchange rate gains and losses. Updating the Relational Exchange Rate Amount
field is not necessary for processing the batch. However, the two fields are typically
updated at the same time.
6. Click OK to close the Currency Exchange Rates page.
The Adjust Exchange Rates Batch Job
To run the Adjust Exchange Rates batch job, follow these steps:

Adjust Exchange Rates.
FIGURE 3.10: ADJUST EXCHANGE RATES BATCH JOB

3. Expand the Options FastTab:
o Starting Date - identifies the first date to use for locating and
adjusting transactions. Generally, this field is left blank so that all
transactions are adjusted.
o Ending Date - identifies the last date to use for locating and
adjusting transactions. This date is usually the same as the
Posting Date. Use the Ending Date field to retrieve the
adjustment exchange rate for the batch job in the Currency
Exchange Rates page.
o Posting Description - describes the general ledger entries
created by the batch job.
The default text is Exchange Rate Adjmt. of %1 %2. When you
post the entries, the %1 is replaced by the currency code and %2
is replaced by the currency amount that is adjusted. This results
in, for example, Exchange Rate Adjmt. of EUR 38,000.
o Posting Date - specifies the date on which the adjustment
entries are posted.
o Document No. - identifies the document number that appears
on the general ledger entries created by the batch job.
o Adjust Customer, Vendor and Bank Accounts – Adjusts
customer, vendor, and bank account entries for currency
fluctuations.
4. Expand the Currency FastTab.

5. Select the currency codes that will be adjusted by the batch job.
6. Click OK to run the Adjust Exchange Rates batch job.
Exchange Rate Adjustment Process for Customers and

Vendors
For customer and vendor accounts, the Adjust Exchange Rates batch job does the
following:
• Adjusts the currency by using the exchange rate that is valid on the
posting date specified in the batch job.
• Calculates the differences for the individual currency balances.
• Posts the amounts to the G/L account specified in the Unrealized
Gains Acc. field or the Unrealized Losses Acc. field on the Currency
page.
• Posts balancing entries to the Receivables or Payables account in the
general ledger automatically.

The batch job processes all open customer ledger entries and vendor ledger
entries. If there is an exchange rate difference for an entry, the batch job creates a
new detailed customer or vendor ledger entry that reflects the adjusted amount
on the customer or vendor ledger entry.
Exchange Rate Adjustment Process for Bank Accounts
For bank accounts, the Adjust Exchange Rates batch job does the following:
• Adjusts the currency by using the exchange rate that is valid on the
posting date specified in the batch job.
• Calculates the differences for each bank account that has a currency
code and posts the amounts to the G/L account specified in the
Realized Gains Acc. field or the Realized Losses Acc. field in the
Currencies page.
• Posts balancing entries to the G/L accounts that are specified in the
Bank Account Posting Groups automatically.
• Calculates one entry for each currency, for each posting group.
Demonstration: Adjust Currency Exchange Rate
Scenario: Phyllis, the accounting manager of CRONUS International Ltd., is

working with the accounting department to close the month for January 2014.
Phyllis wants to capture gains and losses caused by fluctuations in the exchange
rate between the local currency, GBP, and the Euro. The exchange rate as of
01/31/14 is 1.00 EUR = .65 GBP, the local currency for CRONUS International Ltd.
Phyllis plans to run the Adjust Exchange Rates batch job for customers, vendors,
and the bank accounts.
Phyllis has selected invoice 10310, posted to customer Antarcticopy, to trace

through the system. Phyllis calculated the current valuation and the expected
valuation as shown in the following table.
Amount - EUR Relational Exchange Relational Adjmt. Operation Amount (LCY) -

(Customer Rate Amount Exch. Rate Amount GBP (Customer
Ledger Entries (Currency Exchange (Currency Exchange Ledger Entries
window) Rates window) Rates window) window)
3744.29 .6898 3744.29*.6898 2582.81
3744.29 .6500 3744.29*.6500 2433.79
Based on her calculations, Phyllis expects the Adjust Exchange Rates batch job to
post an unrealized loss of 149.02 (2582.81 - 2433.79). Phyllis plans to review the
posting result and compare it to her calculations.

Demonstration Steps
1. Update the Currency Exchange Rates page for the Euro.

> Currencies.
c. Select the EUR currency code.
e. Click New.
f. In the Starting Date field, enter 01/31/14.
g. In the Exchange Rate Amount field, enter 1.
h. In the Relational Exch. Rate Amount field, enter .65.
i. In the Adjustment Exch. Rate Amt field, enter 1.
j. In the Relational Adjmt Exch Rate Amt field, enter .65.
k. Click OK to close the Currency Exchange Rates.

> Adjust Exchange Rates.
c. Expand the Options FastTab.
d. Leave the Starting Date field blank so that all transactions are
included.
e. In the Ending Date field, enter 01/31/14.
f. Accept the default settings in the Posting Description and
Posting Date fields.
g. In the Document Number field, enter ADJACY-0114.
h. Select the Adjust Customer, Vendor, and Bank Accounts check
box.
i. Expand the Currency FastTab.
j. In the Code filter field, enter EUR.
k. Click OK to run the batch job.
A status box displays while the batch job is processed and closes
when the process is completed.
3. Review the customer ledger and detailed customer ledger entries for
Antarcticopy.
c. Select customer 32656565, Antarcticopy.

e. Click the Choose Columns functions to add the Original
Amount (LCY), Amount (LCY), and Remaining Amount (LCY)
fields.
f. Verify that the amounts in the Original Amount (LCY) and
Amount (LCY) fields agree with the calculations in the table in
the scenario.
h. Notice that there are two entries in the Detailed Customer
Ledger Entries page:
 One for the initial entry.
 One for the unrealized loss.
i. Select the second entry.

j. On the Home tab, click Navigate.
k. Select the G/L Entry line.
l. On the Home tab, click Show.
m. Review the entries for amount 149.02:
 A debit to account 9320, Unrealized FX Losses.
 A credit to account 2320, Customers, Foreign.
n. Click Close to close the General Ledger Entries page.

o. Click Close to close the Navigate page.
p. Click Close to close the Detailed Cust. Ledg. Entries page.
q. Click OK to close the Customer Ledger Entries page.

Lab 3.3: Update the USD:GBP Exchange Rate

Scenario
At the end of January 2014, the relational exchange rate amount between USD
and LCY is 100 USD = 50 GBP. Because there are customers and vendors that use
USD as their default currency, you must run the Adjust Exchange Rates batch job.
Because you posted activity to its account this month, you want to trace any
adjustment to the customer ledger entry for Spotsmeyer's Furnishings.
Note: To successfully complete this lab, first the lab "Process a Sales Invoice"
has to completed.
Exercise 1: Update the USD:GBP Exchange Rate
Task 1: Update the USD:GBP Exchange Rate
High Level Steps

1. Update the exchange rate for the USD.
3. Review the customer ledger entry for Spotsmeyer's Furnishings.
Detailed Steps
1. Update the exchange rate for the USD.
> Currencies.
c. Select the USD currency code.
e. Click New.
g. In the Exchange Rate Amount field, enter 100.
h. In the Relational Exch. Rate Amount field, enter 50.
i. In the Adjustment Exch. Rate Amt field, enter 100.
j. In the Relational Adjmt Exch Rate Amt field, enter 50.
k. Click OK to close the Currency Exchange Rates.

> Adjust Exchange Rates.
d. Leave the Starting Date field blank so that all transactions are
included.
e. In the Ending Date field, enter 01/31/14.
f. Accept the default settings in the Posting Description and
Posting Date fields.
g. In the Document Number field, enter ADJACY-0114.
h. Select the Adjust Customer, Vendor, and Bank Accounts check
box.
i. Expand the Currency FastTab.
j. In the Code filter field, enter USD.
k. Click OK to run the batch job.
3. Review the customer ledger entry for Spotsmeyer's Furnishings.

c. Select customer 01121212, Spotsmeyer's Furnishings.
e. On the Home tab, click Detailed Ledger Entries.
f. Notice that there are two entries in the Detailed Customer
Ledger Entries page:
 One for the initial entry.
 One for the unrealized loss.
g. Click Close to close the Detailed Cust. Ledg. Entries page.

h. Click OK to close the Customer Ledger Entries page.

Set Up Additional Reporting Currency

With Microsoft Dynamics NAV 2013, companies can record general ledger
transactions in both the local currency (LCY) and an additional reporting currency
(ACY). The main purpose for using an additional reporting currency is to generate
reports that are more meaningful to users of financial statements and other
reports.
After an additional reporting currency is set up, Microsoft Dynamics NAV 2013
automatically does the following:
• Records amounts in both LCY and the additional reporting currency

on each general ledger entry and on other entries, such as VAT
entries.
• Uses information from the Currency Exchange Rates page to find
the exchange rate for recording transactions in the additional
reporting currency.
Note: The Additional Reporting Currency functionality is not to be used as

a basis for financial statement translation. It is not a tool that can perform
translation of foreign subsidiary financial statements as part of a company
consolidation. The additional reporting currency functionality only provides the
option of preparing reports in another currency, as if that was the company’s local
currency.
Set Up an Additional Reporting Currency
The setup required to use an additional reporting currency is as follows:
• Select general ledger accounts for posting exchange rate adjustments.

• Specify the exchange rate adjustment method for general ledger
accounts.
• Specify the exchange rate adjustment method for VAT entries.
• Enable the additional reporting currency.
Set Up Currency Card
The G/L accounts for posting exchange rate adjustments are set up on the
General and Reporting FastTabs of the Currency Card.
To open the Currency Card page, follow these steps:

Currencies.

3. Select the currency that you want to set up as the additional
reporting currency, and then click Edit.
4. Make sure the following fields are set up:
o Unrealized Gains Acc. & Unrealized Losses Acc.
o Realized Gains Acc. & Realized Losses Acc.
o Realized G/L Gains Account & Realized G/L Losses Account
o Residual Gains Account & Residual Losses Account
Note: These fields were explained in the lesson "Currency Card and Currency
Exchange Rates" of this module.
5. Click OK to close the Currency Card page.
Set Up G/L Account Card
When you use an additional reporting currency, you must make a selection for
every G/L posting account in the Exchange Rate Adjustment field. This selection
determines how amounts for an account will be adjusted for exchange rate
fluctuations between LCY and the additional reporting currency when the Adjust
Exchange Rate batch job is run to adjust G/L accounts.
To make selections for the G/L posting accounts, follow these steps:

2. Click Financial Management > General Ledger > Chart of
Accounts.
3. Select the G/L account and then click Edit.
4. Expand the Reporting FastTab.
5. In the Exchange Rate Adjustment field, click the drop-down list and
select the correct method.
o No Adjustment: No exchange rate adjustment is made to the
account. This is the default selection.
o Adjust Amount: The LCY amount field is adjusted for any
exchange rate gains or losses.
o Adjust Additional-Currency Amount: The Additional Currency
Amount field is adjusted for any exchange rate gains or losses.
Note: The No Adjustment selection is made if the exchange rate between

the LCY and additional reporting currency is always fixed. This situation is common
for companies preparing to change to Euro that have an EMU currency as the local
currency and Euro as an additional reporting currency.

Set Up General Ledger Setup
Specify Exchange Rate Adjustment Method for VAT Entries
When you use an additional reporting currency, you can use the VAT Exchange
Rate Adjustment field in the General Ledger Setup page to determine how the
accounts set up for VAT posting on the VAT Posting Setup page are adjusted for
exchange rate fluctuations. Adjustments between LCY and the additional
reporting currency are calculated when the Adjust Exchange Rates batch job to
adjust G/L accounts is run.
To select the VAT Exchange Rate Adjustment, follow these steps:
1. From the navigation pane, click Departments.

5. In the VAT Exchange Rate Adjustment field, click the drop-down
list to make a selection.
a. No Adjustment - no exchange rate adjustment is made to the
VAT account. This is the default selection.
b. Adjust Amount - the LCY amount field is adjusted on the VAT
account for any exchange rate gains or losses.
c. Adjust Additional-Currency Amount - the Additional
Currency Amount field on the VAT account is adjusted for any
exchange rate gains or losses.
6. Click OK to close the General Ledger Setup page.
Adjust Add. Reporting Currency Batch Job
When the Additional Reporting Currency is enabled, Microsoft Dynamics NAV

2013 runs a batch job to update previously posted entries.
The Adjust Add. Reporting Currency batch job proceeds as follows:
• Uses the exchange rate from the Currency Exchange Rates page
that is valid on the work date.
• Calculates the additional reporting currency amounts based on the
LCY amounts on existing entries.

• Posts residual (rounding) amounts that occur on conversion of LCY to
additional reporting currency:
o To the Residual Gains Account or Residual Losses Account
specified in the Currencies page.
o Using the posting date and document number from the original
general ledger entry.
• Posts a rounding entry on the closing date of each closed year to the
Retained Earning account. This guarantees that the ending balance of
the income accounts in closed years is zero (0) for both LCY and the
additional reporting currency.
Note: To enable an additional reporting currency, the Residual Gains

Account and Residual Losses Account must be set up for the currency.
To select an additional reporting currency, follow these steps:
1. From the navigation pane, click Departments.

5. In the Additional Reporting Currency field, click the drop-down list
and select the additional currency to report in from the Currencies
page.
6. Click OK.
The Adjust Add. Reporting Currency batch job opens.

FIGURE 3.11: ADJUST ADD. REPORTING CURRENCY BATCH JOB

7. Expand the Options FastTab.
8. The Additional Reporting Currency field contains the additional
reporting currency selected in the General Ledger Setup page. Click
the AssistEdit ( ... ) button to update the exchange rate to use to
convert the LCY amounts to the additional reporting currency.
9. Be aware of the following:
o The Document No. field identifies document number to use for
the entry created by the batch job that is posted to the retained
earnings account. For the residual amount entries, the original
transaction document number applies.
o The Retained Earnings Acc. field specifies the retained earnings
account for the batch job to use in posting. This account must be
the same as the account that was used by the Close Income
Statement batch job.
10. Click OK to run the batch job.
Note: The additional reporting currency will be enabled only after you click
OK.
11. Click OK to close the General Ledger Setup page.

After the system runs the Adjust Add. Reporting Currency batch job, the following
existing entries have amounts in both LCY and in the Additional-Currency (ACY)
fields:
• General ledger entries

• Analysis view entries
• VAT entries
• Value entries
• Job ledger entries
• Production order line entries
In addition, the local currency and additional reporting currency amounts are
recorded for all new entries of these types.
Note: The Adjust Add. Reporting Currency batch job deletes analysis view
entries unless the Blocked field in the Analysis View page is selected before you
enable the additional reporting currency. The analysis view must be updated for
entries to be available.
Analysis by dimensions and analysis views will be explained in the module

"Financial Reporting and Analysis" of this course.
Use Additional Reporting Currency

View ACY Amounts on Pages
The fields related to additional reporting currency can be displayed on various

pages, including the following:
• Chart of Accounts
• Acc. Schedule Overview
• Analysis by Dimensions
• G/L Balance by Dimension
To view the additional reporting currency amounts in the Chart of Accounts

page, follow these steps:

Accounts.
3. Click the Choose Columns function to add the Additional-Currency
Net Change, Add.-Currency Balance at Date, and Additional-
Currency Balance fields.

FIGURE 3.12: CHART OF ACCOUNTS
On the Analysis by Dimensions and Account Schedule Overview pages, select

the Show Amounts in Add. Reporting Currency check box on the Options
FastTab to view the data in the additional reporting currency.
When the data is displayed in the additional reporting currency, it can be

exported to Microsoft® Excel® from both the Acc. Schedule Overview and
Analysis by Dimensions pages.
View ACY Amounts in Reports
Several reports in the General Ledger application area are based on general ledger
entries. Many of these reports can be printed in the additional reporting currency
that includes Account Schedules and the Closing Trial Balance report.
To display the financial data in these reports in the additional reporting currency,
select the Show Amounts in Add. Reporting Currency field on the Options
FastTab for the report.
Similarly, all the reporting for VAT, including VAT statements, VIES declaration
disks, and VAT settlements, can be done in the additional reporting currency.
Select the Show Amounts in Add. Reporting Currency field on the Options
FastTab for the relevant VAT report.

Daily Processing
There are no special steps required to process daily activity using an additional
reporting currency. When you use an additional reporting currency, follow these
guidelines:
• Enter exchange rates on the Currency Exchange Rates page.

• Process transactions as usual.
Transactions can be entered using LCY. The system converts the LCY amount to
the additional reporting currency by using the entry in the Currency Exchange
Rates table that is valid for the Work Date.
Adjust Exchange Rates Batch Job for G/L Accounts

When you use an additional reporting currency, run the Adjust Exchange Rates
batch job to record any exchange rate differences for previously posted
transactions. Typically, the batch job is run at the end of the month. This batch job
proceeds as follows:
• Finds the appropriate adjustment exchange rate in the Currency

Exchange Rates window.
• Compares the amounts in the Amount and Additional-Currency
Amount fields on the general ledger entries to determine an
exchange rate gain or loss.
• Uses the option selected in the Exchange Rate Adjustment field on
each general ledger posting account to determine whether to
calculate and post exchange rate gains or losses.
Note: The values in the Adjustment Exch. Rate Amount and Relational
Adjmt. Exch. Rate Amount fields in the Currency Exchange Rates page are used
by the Adjust Exchange Rates batch job to calculate gains or losses on open entries
caused by currency fluctuations.
Adjust Exchange Rates Batch Job
To run the Adjust Exchange Rates batch job, follow these steps:

Adjust Exchange Rates.
3. Expand the Options FastTab:

4. Select the field, Adjust G/L Accounts for Add.-Reporting Currency,
to adjust general ledger accounts and VAT entries for currency
fluctuations.
5. Click OK to run the Adjust Exchange Rates batch job.
Exchange Rate Adjustment Process for G/L Accounts
The Adjust Exchange Rates batch job proceeds as follows:
• Calculates the differences for each general ledger entry.

• Adjusts the general ledger entry, depending on the contents of the
Exchange Rate Adjustment field for each G/L account.
View the Exchange Rate Adjustment Register

The Exchange Rate Adjmt. Register provides an overview of all the exchange
rate adjustments made by the Adjust Exchange Rates batch job.
To open the Exchange Rate Adjmt. Register page, follow these steps:

Exch. Rate Adjmt. Registers.
3. Each line displays the following:
o Type of entries adjusted.
o Currency and base amount adjusted.
o Adjustment amount.
Demonstration: Review Adjust Currency Exchange Rate
After completing the demonstration Adjust Currency Exchange Rate, you can now
review all created exchange rate adjustments on the Exchange Rate Adjustment
Register.
Demonstration Steps
1. Review the Exchange Rate Adjmt. Register.

> Exchange Rate Adjmt. Register.
c. Notice that there are entries for Bank, Customer, and Vendor.
Locate the line for the 149.02 adjustment.

Summary of Currency Exchange Rates

The following table provides a summary of how Microsoft Dynamics NAV 2013
uses the amounts on the Currency Exchange Rates page.
Task Fields used from Currency How fields are used

Exchange Rates page
Entering a default 1. Exchange Rate Amount Starting Date compared to Posting
exchange rate for 2. Relational Exch Rate Date on journal or document.
journals and Amount The latest entry with Starting Date
documents. 3. Starting Date <= Posting Date is determined and
fields (1) and (2) are used to calculate
the default exchange rate.
Adjusting the 1. Adjustment Exch Rate Starting Date compared to Ending

exchange rate of Amount Date in Adjust Exchange Rates batch
posted 2. Relational Adjmt Exch job.
customer/vendor, Rate Amt( The latest entry with Starting Date
bank account and 3. Starting Date <= Ending Date is determined and
G/L entries. fields (1) and (2) are used to calculate
the adjustment exchange rate.

Module Review
Multicurrency helps companies as they do the following:
• Process transactions for vendors, customers, and bank accounts using

a currency other than the local currency.
• Designate an additional reporting currency to use for general ledger
activity, including reporting capabilities.
• Consolidate subsidiaries that operate in different currencies than the
parent company.
Microsoft Dynamics NAV 2013 provides flexibility by offering separate fields for
setting exchange rates for the following:
• Current transactions.
• Adjusting open transactions for exchange rate fluctuations.
Companies that operate globally can benefit from the multicurrency functionality
offered by Microsoft Dynamics NAV 2013 in the following ways:
• Entries can be entered and posted in all currencies.

• Realized and unrealized foreign exchanges gains and losses are
adjusted and calculated automatically.
• Reporting can be done in different currencies.
Test Your Knowledge
1. If GBP is set up as the local currency, where do you specify the payment
tolerance percentage for USD?
( ) On the General Ledger Setup Card page.
( ) On the Currency Card page.
( ) On the Exchange Rates page.
( ) On the G/L Account Card page

2. What date in the Currency Exchange Rate window do you use to specify the
effective date to use for the exchange rate?
( ) Starting date
( ) Posting date
( ) Document date
( ) Exchange rate date
3. Which statement is true about the Adjust Exchange Rates batch job?
( ) You can specify if you want to calculate realized or unrealized

exchange rate differences.
( ) The batch job runs for one currency at a time.
( ) The batch job adjusts customer, vendor, and bank account entries to
reflect updated amounts when the exchange rate changes after
entries are posted.
( ) You need to run the batch job a least once a month.
4. Explain the rules for posting cash receipt activity by using multiple currencies.


1. If GBP is set up as the local currency, where do you specify the payment
tolerance percentage for USD?
( ) On the General Ledger Setup Card page.
(√) On the Currency Card page.
( ) On the Exchange Rates page.
( ) On the G/L Account Card page
2. What date in the Currency Exchange Rate window do you use to specify the
effective date to use for the exchange rate?
(√) Starting date
( ) Posting date
( ) Document date
( ) Exchange rate date
3. Which statement is true about the Adjust Exchange Rates batch job?
( ) You can specify if you want to calculate realized or unrealized

exchange rate differences.
( ) The batch job runs for one currency at a time.
(√) The batch job adjusts customer, vendor, and bank account entries to
reflect updated amounts when the exchange rate changes after
entries are posted.
( ) You need to run the batch job a least once a month.
4. Explain the rules for posting cash receipt activity by using multiple currencies.
MODEL ANSWER:
Cash receipt journals that use bank accounts with a blank currency code, post
receipt lines with any currency code including LCY.
Cash receipt journals that use bank accounts with a currency code, post
receipt lines with the same currency codes as the bank account.

MODULE 4: BUDGETS
Module Overview
Two main components of the General Ledger application area are Chart of
Accounts and G/L Budgets. The Chart of Accounts provides quick access to G/L
accounts and balances, and the Budgets feature provides a comparison between
actual amounts and budgeted amounts, by using a combination of the following:
• G/L accounts
• Periods
• Global dimensions
• Budget dimensions
Objectives
The objectives are:
• Explain the Budgets feature in Microsoft Dynamics NAV 2013.

• Explain the G/L Budgets page elements.
• Show how to set up budgets manually.
• Explain how to delete budget entries.
• Explain how to create budgets by using the Copy Budget function.
• Explain how to create budgets by using the Export Budget and
Import Budget functions.

General Ledger Budgets

A budget is an overview of planned expenses and revenues. It is an important tool
for companies, used in business intelligence to measure the actual financial
operation of the business against the forecast.
In Microsoft Dynamics® NAV 2013, the Budget feature lets you do the following:
• Create multiple budgets for identical time periods.

• Create simple or complex budgets by selecting a combination of G/L
account, period, the two global dimensions, and four budget
dimensions.
• Copy budgets from previous periods and revise actual figures or
budget figures by using an adjustment factor.
• Export budgets to and import budgets from Microsoft® Excel®.
Setting Up G/L Budget Names
When you want to start entering a budget, the first step is to create a budget
name.
You can set up multiple budgets for identical time periods by creating budgets
with separate names in the G/L Budget page.
When you create a new budget name, you have to determine whether you want
to use dimensions.
Global dimensions are available on all budgets, but you can specify four additional
budget dimensions on each budget. This means that you can use no more than six
budget dimensions.
Budget dimensions can be used to set filters on a budget and add dimension
information to budget entries. Budget dimensions let you use dimensions in
budgets in the same manner as you use them when you post sales and purchases.
For example, you can compare the actual sales by region with the budgeted sales
by region.
To set up a G/L budget name, follow these steps:
1. In the Search box, type "G/L Budgets", and select the related link.
2. In the Home tab on the ribbon, click New.
3. In the Name field, type a unique identifier for this budget.
4. In the Description field, type a short description.
5. In the Budget Dimension 1 Code field, click the drop-down list and
select the relevant dimension, as needed.

Module 4: Budgets
9. Click OK.
You can edit the budget by double-clicking the line, or in the ribbon click Edit
Budget.
Budget Page
You use the G/L Budget page to set up budgets.
With the General FastTab and Filters FastTab, you can specify the budget period
and filter G/L accounts and dimensions.
The Budget Matrix page displays budgeted amounts in various views. This
includes the following:
• G/L accounts in different time periods

• Dimensions in different time periods
• Dimensions and G/L accounts
• Dimensions and Dimensions
Budget Page
To access the Budget page, type "G/L Budgets" in the Search box, and click the
related link. In the G/L Budget Names page, on the ribbon in the Home tab, click
Edit Budget .

The Budget page contains the following three FastTabs:
• General
• Budget Matrix
• Filters
FIGURE 4.1: G/L BUDGET PAGE
General FastTab
On the General FastTab, you specify the layout of the Budget Matrix page and
determine the time intervals for which you want to view budget figures
On the General FastTab, the following fields appear:
• Budget Name – select the name of the budget on which you want to
work.
• Show as Lines - select the dimension that you want to show as lines
in the Budget Matrix FastTab. The options are as follows:
o Global Dimension 1 and 2.
o G/L Account.
o Period.
o Budget dimensions, if they are specified for the selected budget.

Module 4: Budgets
• Show as Columns - select the dimension that you want to show as
columns in the Budget Matrix FastTab. The options are the same as
in the Show as Lines field.
• View By - select the time intervals for which you want to view budget
figures.
• Rounding Factor - select a rounding factor that the program will use
to round the amounts in the columns. For example, if you select 1000,
then all amounts are shown in thousands.
• Show Column Name - select this field if you want column headings
to show the descriptive names that you have given dimension values
and G/L accounts instead of the corresponding codes.
Budget Matrix FastTab
In the Budget Matrix FastTab, you enter and view the budgeted amounts.
The budget matrix is determined by the Show as Lines and Show as Columns
fields on the General FastTab. When you first open a budget, G/L accounts are
displayed as lines, and periods are displayed as columns. However, you can also
show one of the global or budget dimensions as lines or columns. This enables
you, for example, to efficiently enter and view a budget by region.
The Budget Matrix FastTab contains following buttons:
• Balance – show the G/L Account Balance/Budget window.

• Find – search in the Budget Matrix window.
• Filter – specify filters for the Budget Matrix window.
• Clear Filter – remove all the filters on the Budget Matrix window.
Filters FastTab
The Filters FastTab contains fields used to determine how the information in the
Budget window appears. This includes the following:
• Date Filter - specifies the date interval by which values are filtered. If
this field contains starting and ending dates for a time period, the
values in the following fields will behave as described:
o Net Change and Budgeted Amount fields display the net
change on an account during that period.
o Balance at Date and Budget at Date fields show the balance
from the start to the end dates of the filter.

• G/L Account Filter - specifies a filter for G/L accounts so the values
in the following fields are based only on the G/L accounts included in
the filter:
o Balance
o Budget at Date
o Budgeted Amount
• Department Filters and Project Filters – display fields based on the

global dimensions setup in the general ledger setup. You can use
these fields to specify a filter for the two global dimensions so that
the values in the following fields are based only on the dimension
values included in the filter:
o Net Change
o Balance at Date
o Balance
o Budget at Date
o Budgeted Amount
• Four other Budget Dimension Filters - specifies a filter for a budget

dimension so that the amounts in the budget fields are based only on
entries with the dimension values included in the filter.
Note: The more filters used in the G/L Budget, the more detail is included in
management reporting. We recommend that you enter and filter budget
information in the same manner as when you are recording G/L entries.
Budget Page Ribbon
The Budget page ribbon provides several functions and overviews related to
budgets.
On the Home tab, you can scroll to different periods and columns, and use the
following functions:
• Copy Budget - copies an existing budget to a new one.

• Delete Budget – deletes entries of the selected budget.
• Export to Excel / Import from Excel - exports a budget from
Microsoft Dynamics NAV to an Excel workbook. You can import the
budget back into Microsoft Dynamics NAV by using the Import from
Excel function.
• Reverse Lines and Columns – switches the lines to columns and the
other way around.
• G/L Balance/Budget – browse to the G/L Balance/Budget window.

Module 4: Budgets
Creating Budgets Manually

In Microsoft Dynamics NAV 2013, you can create budgets in many ways. This
includes the following:
• Manually.
• Copying from an existing budget.
• Importing an exported budget as an Excel spreadsheet.
This lesson includes a demonstration that shows how to create a budget manually
and also provides additional budget setup information, such as the following:
• Changing or Adding Dimensions

• Budgeting with Begin-Totals and End-Totals
• Deleting Budget Entries
Demonstration: Create a Budget Manually
Scenario: Sara, the CFO at CRONUS International Ltd., must set up a sales budget
for January 2015. Because she analyzes actual sales by business group and
customer group, she wants to create the sales budget in the same manner.
The budget must be set up as follows:
• Lines: G/L Account

• Columns: Customer Group
• Date filter: January 2011
• Department (Global Dimension 1) filter: Sales
• Column Names are displayed
• Monthly view
The entries in the following table must be made for January 2015.
G/L Intercompany Large Medium Private Small

Account Business Business Business
6110 -20000 -15000 -10000 -5000 -1000
6120 -15000 -10000 -8000 -1000
6130 -10000 -5000 -3000
Note: Sales are entered negative because they represent credit amounts.

Demonstration Steps
1. Create a new budget name.

a. In the Search box, type "G/L Budgets", and select the related link.
c. In the Name field, type "2015-SALES".
d. In the Description field, type "2015 Sales budget".
e. In the Budget Dimension 1 Code field, click the drop-down list
and select Business Group.
f. In the Budget Dimension 2 Code field, click the drop-down list
and select Customer Group.
g. Click OK.
Note: In addition to the two budget dimensions selected in the steps above,
you can also use the two global dimensions in this budget.
Before you start to enter budget amounts, first apply several filters to the Budget
window. The purpose is that only the information, necessary to enter the budget,
is displayed. This makes the entry of the budget more efficient. For example, in
this demonstration the sales budget is entered on sales G/L accounts. This means
that you can hide all the other G/L accounts by applying a G/L account filter.
2. Enter the budget header.

a. Select the 2015 Sales Budget and double-click to open the
Budget page
b. On the General FastTab, in the Show as Lines field, make sure
that G/L Account is selected.
c. On the General FastTab, in the Show as Columns field, click the
drop-down list and select Customer Group.
d. On the General FastTab, select the Show Column Name check
box.
e. On the General FastTab, in the View by field, click the drop-
down list and select month.
f. On the Filters FastTab, in the Date Filter field, enter
010115..013115.
g. On the Filters FastTab, in the G/L Account Filter field, enter
6110..6130.
h. On the Filters FastTab, in the Department Filter field, click the
drop-down list and select Sales.
i. Click OK.

Module 4: Budgets
FIGURE 4.2: BUDGET WINDOW

3. Enter the budget lines.
a. In the Budget Matrix section, locate and select G/L Account 6110.
b. Click in the field Budgeted Amount to see the G/L Budget
Entries for 6110.
c. On the ribbon, click New to open the G/L Budget Entries
window.
The following information will automatically be in each line:

a. Budget name: 2015-SALES
b. Date 01-01-2015
c. G/L account 6110
d. Department code: SALES.
Enter the following information for account 6110:

a. In the Customergroup field, select Intercompany Customers ,
and in the Amount field type "-20000".

b. In the Customergroup field select Large Business, and in the
Amount field type "-15000".
c. In the Customergroup field select Medium Business, and in the
d. In the Customergroup field select Private, and in the Amount
field type "-5000".
e. In the Customergroup field select Small Business, and in the
f. Click OK
g. Locate and select G/L Account 6120 in the budget matrix.
h. Click in the field Budgeted Amount to see the G/L Budget
Entries for 6120.
i. On the ribbon, click New.

a. In the Customergroup field, select Intercompany Customers,
and in the Amount field type "-15000:.
b. In the Customergroup field, select Large Business, and in the
Amount field, type "-10000".
c. In the Customergroup field, select Medium Business, and in the
d. In the Customergroup field, select Private, and in the Amount
field, type "-1000".
e. Click OK.
f. Locate and select G/L Account 6130 in the budget matrix.
g. Click in the Budgeted Amount field to see the G/L Budget
Entries for 6130.
h. Click New.

a. In the Customergroup field, select Intercompany Customer,
and in the Amount field, type "-10000".
b. In the Customergroup field, select Large Business, and in the
c. In the Customergroup field, select Medium Business, and in the
d. Click OK.
The budget amounts for each customer group are now entered.
Note: You can also enter amounts directly in the Budget window.

Module 4: Budgets
Change or Add Dimensions to Budget Entries
Unlike G/L entries, G/L budget entries can be changed any time.
After budget entries are created, you can change existing dimensions and add
dimensions not included in the G/L Budget page.
To use all four dimensions when you set up a budget, you can enter budget
entries with amounts for each budget row and column, with each dimension
combination. You can set up a budget with all four dimensions by using either of
the following methods:
• Change the filter every time for each combination.

• Manually enter all the budget entries with different dimension
combinations.
Note: When you create a large multidimensional budget for the first time,
export the budget structure to Excel to complete the data entry. You can then
import the budget into Microsoft Dynamics NAV 2013 by using the Import to
Excel function.

Budget with Begin Totals and End Totals
You can use Begin Total accounts for entering budget amounts for an account
group.
For example, if you use the Sales of Retail accounts that include Begin Total
account 6105, Accounts 6110-6190, and End Total account 6195, the system
behaves as follows:
• If an amount is entered for Account No. 6105, this value is used as a

budget for the account group for 6110 to 6190.
• If amounts are entered for the Begin Total account and for another
account of this group, for example 6120, both amounts are added in
the End Total account on 6195.
The total amount entered in each instance is not split into partial amounts to the
existing G/L accounts of this group.
To compare budget entries with the G/L entries by individual account (and not by
an account group), budget information must be entered account by account.

Module 4: Budgets
Delete Budget Entries
If you delete a value in a column field in the Budget page, a negative budget
entry is created in the G/L Budget Entry page to maintain the traceability of the
budget changes.
FIGURE 4.5: G/L BUDGET ENTRIES
To delete a single budget entry in the G/L Budget page, follow these steps:
2. Double-click the budget name of the budget for which you want to
delete an entry.
3. In the budget matrix, locate the column line with the budget amount
that you want to delete, press the Delete key, and then press Enter.
4. Close the G/L Budget Entries page.
If you want to delete multiple entries of a budget, follow these steps:
2. Double-click the name of the budget for which you want to delete an
entry.
3. In the budget matrix, apply filters so that all the entries that you want
to delete are visible.
4. In the Home tab on the ribbon, click Delete Budget.
5. A warning message appears. Click Yes.
6. Close the G/L Budget Entries page.

Lab 4.1: Create a Budget

Scenario
Sara the CFO at CRONUS International Ltd. has asked you to set up a new January
2015 G/L account budget by areas for medium-sized industrial customers sales.
Name the budget: Region15 - Sales by Region 2015 and use Budget Dimensions
Business Group, Customer Group, and Area. The budgeted revenues are as shown
in the following table.
Area G/L Account Budgeted Amount

Europe North (EU) 6110 -400,000.00
Europe North (EU) 6120 -100,000.00
Europe North (Non EU) 6130 -80,000.00

Europe South 6120 -120,000.00
America North 6130 -90,000.00
America South 6130 -50,000.00
Exercise 1: Create a Budget
Task 1: Set up the budget name by using the criteria described in the
scenario.
High Level Steps

1. Set up the budget name by using the criteria stated in the scenario.
Detailed Steps
1. Set up the budget name by using the criteria stated in the scenario.
b. In the G/L Budget page, click New.
c. In the Name field, type "Region15".
d. In the Description field, type "Sales by Region 2015".
e. In the Budget Dimension 1 Code field, click the drop-down list
and select Business Group.
f. In the Budget Dimension 2 Code field, click the drop-down list
and select Customer Group.
g. In the Budget Dimension 3 Code field, click the drop-down list
and select Area.
h. Click OK.

Module 4: Budgets
Task 2: Set up the budget by using the criteria described in the
scenario.
High Level Steps

1. Set the dimension filters, based on the information stated in the
scenario.
2. In the budget matrix, enter the amounts as stated in the scenario.
Detailed Steps
1. Set the dimension filters, based on the information stated in the
scenario.
a. Select the Region15 budget and double-click.
b. On the General FastTab, make sure that the Show as Lines field
shows G/L Account.
c. In the Show as Columns field, select Area.
d. In the View by field, click Month.
e. Make sure that there is no rounding set, and then select the
Show Column Name check box.
f. Expand the Filters FastTab.
g. In the Date Filter field, enter 010115..013115.
h. In the Department Filter field, select SALES and then click OK.
i. In the Businessgroup Filter field, select INDUSTRIAL and then
click OK.
j. In the Customergroup Filter field, select MEDIUM and then click
OK.
2. In the budget matrix, enter the amounts as stated in the scenario.

a. In the lines of the budget matrix, locate G/L Account 6110.
b. Click the area Europe North (EU) field.
c. Click New, in the Amount field type "-400000", and then click
OK.
d. Locate account 6120, and then click the Europe North (EU) field.
e. Click New, in the Amount field type "-100000", and then click
OK.
f. Locate account 6120 and click the Europe South field.
g. Click New, in the Amount field type "-120000", and then click
OK.
h. Locate account 6130 and click the Europe North (EU) field.
i. Click New, in the Amount field type "-80000", and then click OK.

j. Locate account 6130 and click the America North field.
k. Click New, in the Amount field type "-90000", and then click OK.
l. Locate account 6130, and click the America South field.
m. Click New, in the Amount field type "-50000", and then click OK.
n. In the budget - REGION15 window, click OK.
Copying Budgets
Entering budgets manually can be very time consuming.
To avoid manually entering a new budget, you can use the Copy Budget function
to copy from existing G/L budget entries or from G/L entries.
Because you can use options like date change formulas and adjustment factors,
the Copy Budget function can save you time when you create budgets for
different periods.
Copy Budget Batch Job
To access the Copy Budget function, follow these steps:
1. In the Search box, type "G/L Budgets" and select the related link.
2. Double-click a budget name to open the Budget page.
3. On the Home tab on the ribbon, click Copy Budget.
FIGURE 4.6: COPY G/L BUDGET

Module 4: Budgets
Note: The Copy Budget function is also available from the G/L Account
Balance/Budget and G/L Balance/Budget pages.
You use the Copy from area to determine where the copied budget entries come
from. The fields within this area are specified based on the selection in the Source
field:
• G/L Entry - the budget is based on actual G/L entries for a specified
period. When you select G/L Entry, specify the following:
o An account range and a date range in the G/L Account No. and
Date fields to determine the information to be copied.
o Whether to include Closing Entries.
• G/L Budget Entry - the budget is based on G/L Budget entries of an

existing budget. When you select G/L Budget Entry, specify the
following:
o Existing Budget Name to copy from.
o Account range and a date range in the G/L Account No. and
Date fields to filter the information copied.
For both Source options, choose the Dimensions field and follow these steps:
• Click to select the Selected check box for each dimension to be

copied to the new budget entries.
• Set additional filters for the copying process by defining Dimension
Value Filters.
You use the Copy to area to specify where the copied budget information is to be
sent. The following fields are included:
• Budget Name - enter the name of the new budget or click the field
to select an existing budget name.
• G/L Account No. - enter the G/L account number if one or more
ledger entries must be copied to one G/L account.
The Apply area includes several calculation options that you can use when you
copy budgets. This includes the following:
• Adjustment Factor - enter an adjustment factor that the source

entries are multiplied by during the copy process.
For example, an adjustment of 1.1 increases the amounts by 10
percent and an adjustment of .89 decreases the amounts by 11
percent.

• Rounding Method - specify how the new budget entries are
rounded.
• Date Change Formula - enter a formula that calculates the date for
the new entries based on the entries being copied. For example, enter
1M for the next month.
• Date Compression - compress the entries copied by a selected
period to reduce the number of new entries created.
Demonstration: Copy Budget Entries
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., is asked

to prepare an expense budget for December 2014. Because she expects that the
company will make the same expenses as in the same period in 2013, Phyllis
decides to create the budget based on actual G/L entries.
To reduce the data entry time, Phyllis decides to use the Copy Budget function
with the following criteria:
• Increase the December 2013 amounts by 4 percent.

• Round the budget amounts to tenths.
• Create budget entries by department.
Demonstration Steps
1. Create a new budget named 2014-EXP.

a. In the Search box, type "G/L Budgets" and then click the related
link.
b. In Home tab on the ribbon, click New.
c. In the Name field, type "2014-EXP".
d. In the Description field, type "2014 Expense budget".
e. Click OK.
2. Fill in the Copy Budget window.

a. In the G/L Budget Names window, select the 2014-EXP line, and
then in the Home tab on the ribbon click Edit Budget.
b. In the Home tab on the ribbon, click Copy Budget.
c. In the Source field, click the drop-down list and select G/L Entry.
d. In the G/L Account No. field, enter 8100..8690.
e. In the Date field, enter 120113..123113.
f. In the Closing Entries field, click the drop-down list, and select
Exclude.
g. In the Dimensions field, click the Department dimension.
h. Click OK.

Module 4: Budgets
i. Under Copy to, in the Budget Name field, click the drop-down
list and select 2014-EXP budget.
j. In the Adjustment Factor field, type "1.04".
k. In the Rounding Method field, click the drop-down list and
select TEN.
l. In the Date Change Formula field, type "+1Y".
m. Click OK.
n. Click Yes to start the copy process.
o. Click OK.
p. In the Filters FastTab of the Budget window, enter the following
filters:
 Date Filter: 120114..123114.
 G/L Account Filter: 8100..8690.
You can now review the entries for December 2014. Notice that the amounts are
rounded to tenths. Compared with the G/L account balance of December 2013,
the copied budget is four percent higher.

Lab 4.2: Copy a Budget

Scenario
Some weeks have passed since you created the January 2015 sales budget. You
are now asked to create new sales budget entries for February 2015.
February sales are budgeted to be 10 percent greater than those in January.
You decide to use the Copy Budget function instead of manually entering the
budget. Review the February entries after you run the copy function.
Exercise 1: Copy a Budget
Task 1: Access the Copy G/L Budget Batch Job
High Level Steps

1. Open the G/L Budget, and open the Copy Budget function.
Detailed Steps
1. Open the G/L Budget, and open the Copy Budget function.
b. Select the REGION15 budget, and then on the ribbon click Edit
Budget.
c. In the Home tab on the ribbon, click Copy Budget.
Task 2: Use the January 2015 Sales Budget to Copy From and To
High Level Steps

1. Using budget entries, copy from the January 2011 sales budget.
Detailed Steps
1. Using budget entries, copy from the January 2011 sales budget.
a. In the Source field, select G/L Budget Entry.
b. In the Budget Name field, select REGION15.
c. In the Date field, enter 010115..013115 and press Enter.
d. Under Copy to, in the Budget Name field, select REGION15.
e. In the Adjustment Factor field, type "1.1" and press Enter.
f. In the Date Change Formula field, type "1M" and press Enter.
g. Click OK.
h. Click Yes to start the copy process.
i. Click OK.

Module 4: Budgets
Task 3: Open the February Budget and Review the Entries
High Level Steps

1. Access and review the February entries.
Detailed Steps
1. Access and review the February entries.
a. In the Date field, enter 010115..022815
b. Set the View by field to show Month.
c. Review the entries, noticing that the filters are set and amounts
are increased by 10 percent.

Exporting and Importing Budgets

Microsoft Dynamics NAV 2013 provides the option of creating budgets by using
export and import functions.
You can export budgets to Excel by using the Export Budget to Excel batch job. As
soon as budgets are exported, you can do the following:
• Use Excel to modify and add to the budget.

• Create new budgets based on the exported budget figures.
You can import budgets from Excel by using the Import Budget from Excel batch
job. When you import budgets from Excel, you have the following possibilities:
• Import previous exported budgets from Microsoft Dynamics NAV.

• Create new budgets entries.
• Add budget entries to an existing budget.
Note: Before you create a budget in Excel, we recommend that you export a
budget from Microsoft Dynamics NAV 2013 to obtain the correct format.
Export Budget to Excel Batch Job
You can access the Export Budget to Excel batch job from the Budget page by
clicking Export to Excel in the Home tab on the ribbon.
This batch job contains two sections:
• Options
• G/L Budget Entry
The G/L Budget Entry FastTab is automatically populated with the Budget
Name, Global Dimension, and Budget Dimension filters specified on the Filter
FastTab.
These filters determine the entries exported to Excel and can be changed.
However, only the budget dimensions contained on the selected budget can be
used.
Note: If filters are set for dimensions on the G/L Budget Entry FastTab, the
same dimensions must be specified on the Options tab in the Column Dimensions
field. If the same dimensions are not used, dimension information is lost when the
budget is exported to Excel.

Module 4: Budgets
FIGURE 4.7: EXPORT BUDGET TO EXCEL
The Options FastTab contains the following fields:
• Start Date - identifies the first date to be included in the exported

budget.
• No. of Periods - identifies the number of accounting periods to be
included in the exported budget. The total time for the budget is
determined by the combination of this field and the Period Length
field.
• Period Length - uses a formula to determine the length of the
accounting periods to be included in the exported budget. For
example, 1M for one month.
• Column Dimensions - determines which dimensions are displayed as
columns in the exported budget. These must include the dimensions
set as filters on the G/L Budget Entry tab.

• Include Totaling Formulas - If selected, creates sum formulas in
Excel based on the Totaling fields used in the Chart of Accounts
window. Using this function means that if you alter budget figures in
Excel, the Excel cells used as totaling fields are at the same time
updated.
You must specify the Start Date, No. of Periods, and Period Lengths fields to
run the export batch job.
Note: The settings in the Show as Lines and Show as Columns fields do not
affect the budget export. The exported budget always displays the lines as G/L
accounts and the columns (displayed as dimensions and periods) are determined in
the Export to Excel batch job.
Exported Budgets
When you have exported the budget, the Excel spreadsheet has the following
base structure:
• The Budget Name and Dimension filters appear in the upper-left.

• The G/L accounts appear in the rows.
• The dimensions, if they are specified, and periods appear in the
columns.
To import budgets into Microsoft Dynamics NAV 2013, the base structure of the
exported budget must not change. Therefore, we recommend that you create the
budget structure in Microsoft Dynamics NAV 2013 and then run the export
process.
You can add more dimension columns and dimension value filters after the export
- but before importing the completed budget amounts - as long as these changes
are made to both the excel spreadsheet and budget dimensions in Microsoft
Dynamics NAV 2013.
When you have made all changes, save the Excel spreadsheet.
Import Budget from Excel Batch Job
You can access the Import Budget from Excel batch job from the Budget page by
clicking Import from Excel in the Home tab on the ribbon.
This batch job contains two options:
• Import from
• Import to

Module 4: Budgets
FIGURE 4.8: IMPORT BUDGET FROM EXCEL
The fields on the Options FastTab include the following:
• Workbook File Name - specifies the path of the saved Excel budget.
• Worksheet Name - identifies the worksheet from the Excel
workbook to be imported.
• Budget Name - specifies the budget in Microsoft Dynamics NAV
2013 to which entries will be imported.
• Option - identifies the method that is used to import budget entries.
o Replace Entries: Imported entries replace existing entries with the
same dimension, date, and G/L account combination.
o Add Entries: Imported entries are added to existing entries with
the same dimension, date, and G/L account combination. Use this
option to create a single consolidated budget from several other
individual budgets created in separate Excel worksheets.
• Description - specifies a description that is assigned to the imported
budget entries to help differentiate between other budget entries.
Note: Before importing the budget, close Excel.

Module Review
The budget sections explained the G/L Budget page and setting up budgets. The
various processes available when you work with budget entries were also
explained. This includes the following:
• Changing and adding dimensions.

• Deleting and copying budget entries.
• Exporting and importing budgets.
Although budgeting is not a required component of the program, this feature

provides better insight into a company's financial status.
Test Your Knowledge
1. When you import budgets from Excel, what option is best suited to create a
single consolidated budget from several other individual budgets created in
separate Excel worksheets?
( ) Append Entries
( ) Add Entries
( ) Replace Entries
( ) Combine Entries
2. What is the maximum number of dimensions that you can use in a budget?
( )2
( )4
( )6
( )8

Module 4: Budgets
3. In the Copy Budget function, what adjustment factor is used to increase the
budgeted amounts by 15 percent?
( ) .15
( ) 1.5
( ) 1.15
( ) 15
4. What is not true about the Copy Budget function?
( ) You can select dimensions to be copied to the new budget entries.
( ) You can use dimension value filters in the copy process.
( ) You can use G/L entries as the source for the new budget entries.
( ) You can choose to add or replace entries.
5. Which of the following is not an option in the Show as Lines and Show as
Columns fields?
( ) Business Unit
( ) Dimension Value
( ) G/L Account
( ) Period


1. When you import budgets from Excel, what option is best suited to create a
single consolidated budget from several other individual budgets created in
separate Excel worksheets?
( ) Append Entries
(√) Add Entries
( ) Replace Entries
( ) Combine Entries
2. What is the maximum number of dimensions that you can use in a budget?
( )2
( )4
(√) 6
( )8
3. In the Copy Budget function, what adjustment factor is used to increase the
budgeted amounts by 15 percent?
( ) .15
( ) 1.5
(√) 1.15
( ) 15
4. What is not true about the Copy Budget function?
( ) You can select dimensions to be copied to the new budget entries.
( ) You can use dimension value filters in the copy process.
( ) You can use G/L entries as the source for the new budget entries.
(√) You can choose to add or replace entries.

Module 4: Budgets
5. Which of the following is not an option in the Show as Lines and Show as
Columns fields?
( ) Business Unit
(√) Dimension Value
( ) G/L Account
( ) Period


MODULE 5: COST ACCOUNTING
Module Overview
The Cost Accounting module supplements financial management from Microsoft
Dynamics® NAV 2013 with operational accounting.
There are four categories of master data in cost accounting:
• Cost types and the chart of cost types.

• Cost centers / cost accounting master data.
• Cost objects.
• Allocations.
Objectives
The objectives are:
• Explain the workflow in Cost Accounting.

• Explain and set up Chart of Cost Types, Chart of Cost Centers, Chart of
Cost Objects, and Cost Accounting Setup.
• Explain the relationship between the cost accounting and general
ledger application areas.
• Set up cost journals.
• Explain how to create cost entries either through a transfer from G/L
entries or through posting the cost journal.
• Explain and set up cost budgets by using different copy functions.
• Explain the transfer from budget to actual.
• Explain and set up cost allocations.
• Explain static and dynamic allocations.
• Explain how to allocate costs and cost budgets.
• Explain the cost registers and cost budget registers.
• Explain the deletion of cost entries and cost budget entries.
• Explain different cost accounting reports.
• Provide tips and tricks.

Workflow in Cost Accounting

The following section describes the workflow in cost accounting by explaining the
functions and relationships in the Cost Accounting module of Microsoft Dynamics
NAV 2013.
Functions of Cost Accounting
In cost accounting, unlike the general ledger, effective operational costs are
captured and evaluated. The goal is to exactly analyze the costs per cost center
and cost object, and with that analysis, to create a dependable foundation for the
cost accounting.
FIGURE 5.1: FUNCTIONS OF COST ALLOCATIONS

Module 5: Cost Accounting
Cost centers are most frequently departments and profit centers that are largely
responsible for costs and income.
Cost objects are products, product groups, or services of a company – the finished
goods of a company that carry the costs.
Operational costs can largely be transferred from the general ledger. Pure
operational costs, internal charges, and allocations are recorded and posted in
cost accounting.
Overhead costs are first posted to cost centers and then later, charged to cost
objects. This might be done, for example, in a sales department that sells several
products at the same time.
Direct costs can be directly allocated to a cost object, such as a material purchase
for a specific product.
The general ledger chart of accounts and the chart of cost types frequently have
similar structures.
The allocation base used and the exactness of the allocation definition have an
important influence on the results of the cost accounting. The allocation definition
is used to allocate costs first from so-called pre-cost centers to main cost centers
and second from cost centers to cost objects. In the cost distribution sheet, the
results from the cost centers and cost objects are contrasted. The allocation
entries are especially interesting in contrasting the two.

Relationships in Cost Accounting
The chart of accounts in the general ledger and the chart of cost types are closely
connected. The cost center and cost object can be connected to any of the
dimension codes. Generally, this is the Global Dimension 1 Code and Global
Dimension 2 Code, which is defined on the General Ledger Setup page.
FIGURE 5.2: RELATIONSHIPS IN COST ACCOUNTING
General ledger entries, allocation entries, and cost entries captured by the user
become cost entries by using the journal lines and the Cost Journal Posting batch
job. When users post the cost journal, the program creates an entry in the cost
registers.
Allocations are defined in both the allocation source and allocation target tables.
Most of the statistics and reports are based on the posted cost entries.
Setting Up Cost Accounting

Cost Accounting in Microsoft Dynamics NAV contains the following features:
• Cost accounting contains a freely definable chart of cost types with a

structure and functionality similar to the general ledger chart of
accounts.
• Users can create the chart of cost types automatically based on the
general ledger income statement accounts.

• Users can summarize several general ledger accounts in one cost
type.
• Users can freely define cost centers and cost objects, and can
supplement these with subtotals and titles, and also sort them.
• Cost centers and cost objects can be transferred and synchronized
from the so-called "key dimensions" in the general ledger.
Chart of Cost Types
The chart of cost types for the operational accounting has almost the same
function as the chart of accounts for the general ledger. In small and mid-size
businesses, these two are frequently structured similarly. This makes it possible to
transfer the chart of accounts from the general ledger and then customize it to fit
your cost accounting needs. However, you can also build the chart of cost types in
a way that is completely independent of the general ledger chart of accounts.
Cost types are set up and maintained in either the Cost Type Card or the Chart
of Cost Types page.
To open the Chart of Cost Types page, follow these steps:

2. Click Financial Management > Cost Accounting > Chart of Cost
Types.
FIGURE 5.3: CHART OF COST TYPES

3. Select cost type 7210 – Purchase Raw Mat., and then click Edit.
FIGURE 5.4: COST TYPE CARD

4. Expand the General FastTab
5. The Chart of Cost Types has almost the same functionality and
structural setup as the Chart of Accounts in the General Ledger.
However, the following fields are specific for the Chart of Cost
Types.
o No. – The number of the cost type is frequently the same as the
corresponding income statement account in the general ledger.
However, users can define the number they want. The only rule is
that the numbers must appear in ascending order.
o Type – The options are as follows:
 Cost Type
 Heading
 Total
 Begin-Total
 End-Total
o Totaling – Range of the subtotals.

o Cost Classification – The program uses this option as a filter,
such as when a user wants to analyze only the cost types that
contain fixed costs. The setup has no other effect on the
processing of the cost accounting. The options are as follows:
 Unidentified
 Fixed
 Variable
 Step Variable
o Fixed Share – In this text field, users can enter a comment that
further explains the setup in the Cost Classification field.
o G/L Account Range – Users establish which general ledger
accounts to transfer to this cost type. With a 1:1 relationship
between a G/L account and a cost type, users only enter one G/L
account number. If there are several G/L accounts to summarize
in one cost type, enter the range, such as 4000..4060. The field is
filled by the program if users create the cost type automatically
from the general ledger. However, users can change it later, if it is
necessary.
o Cost Center Code & Cost Object Code – These codes serve as a
default value for cost posting that is captured later in the cost
journal.
o Combine Entries – Users set this option if they want to later
transfer general ledger entries as a combined entry per Day or
Month. The None option indicates that each general ledger
entry should be transferred individually to cost accounting.
o Balance – This field shows the balance of all entries in the cost
type. Drill-down to show the individual cost entries that
contribute to this balance. With the FlowFilters Cost Center Filter
and Cost Object Filter, users restrict the balance shown to only
the entries that fit the filters.
o Balance to Allocate – This field shows the net amount that can
still be allocated. The entry in the Allocated field in the Chart of
Cost Types determines whether a cost entry is a part of this field.
6. Click OK to close the Cost Type Card page.
Indent Cost Types Batch Job
One of the batch jobs that is available on the Chart of Cost Types page is the
Indent Cost Types. This visually indents the chart of cost types so that the sums of
subtotals can be checked and updated.

Transferring the Chart of Cost Types from the General
Ledger
The Chart of Cost Types is frequently structured similarly to the income

statement accounts in the Chart of Accounts. If this is the case, we recommend
that users transfer the general ledger Chart of Accounts to the Chart of Cost
Types by using a batch job, and then customize if it is necessary.
To transfer the general ledger income statement accounts to the Chart of Cost
Types page, follow these steps:

Types.
3. On the Home tab, click Get Cost Types from Chart of Accounts.
4. Click Yes to start the batch job.
FIGURE 5.5: GET COST TYPES FROM CHART OF ACCOUNTS BATCH JOB
5. Click OK.
Note: All general ledger income statement accounts are transferred,

regardless of the type, except those general ledger accounts that have the same
number as already existing cost types. Also when a general ledger account is
included in the G/L Account Range of an existing cost type, that general ledger
account will not be transferred as a cost type.

Best Practices
Cost accounting uses the principle of double-entry accounting so that “one-sided”

postings are not allowed. We recommend that you observe the following rules in
the setup of the chart of cost types:
• Transfer the general ledger entries of all income statement accounts

to cost accounting. This means that the income statement and the
operating value per balance will correspond, as long as no cost
postings are made.
• For pure cost postings, the program should always use the helping
cost type actual accruals as a balancing account.
By doing this, the following accounting relationship is created:
Income (G/L) = Operational Value + Actual Accruals
Relationship Between the Cost Type and the General

Ledger Account
The connection between the cost type and the general ledger account is saved in
the cost type and in the general ledger account:
• The G/L Account Range field in the Cost Type table establishes
which G/L accounts belong to a cost type.
• The Cost Type No. field in the Chart of Accounts establishes which
cost type a G/L account belongs to.
To view the connection from the G/L account, follow these steps:

Accounts.
3. Select G/L account 7110, and then click Edit.
4. Expand the Cost Accounting FastTab.
5. Notice that the Cost Type No. field contains the cost type 7110.
6. Click OK to close the G/L Account Card page.

FIGURE 5.6: G/L ACCOUNT CARD – COST ACCOUNTING FASTTAB
The two fields are filled automatically by the program when you use the Get Cost
Types from Chart of Accounts batch job.
There is a n:1 relationship between the G/L accounts and cost types. This means
that several G/L accounts can belong to one cost type, but each G/L account
belongs to at most one cost type.
Depending on how much later the G/L entries should be transferred to cost
accounting, there are several opportunities to define this connection and to fill in
the two fields:
Connection G/L Account Range Cost Type No.

One G/L account per One G/L account One cost type
cost type.
Several G/L accounts for G/L account range (for For each G/L account
one cost type. example, 4000..4600) in the range, there is
only one cost type.
Cost types with no (empty)

corresponding G/L
accounts.
G/L accounts whose (empty)

entries will not be
transferred.

Cost Types with No Relationship to the General Ledger
There are three situations when you might have cost types with no relationship to
general ledger accounts:
• Accounts of the operational accounting such as Calc. Interest and

Depreciation that only take costs from the operational accounting.
• Helping cost types, such as cost types 9901 and 9903 that are used as
credit and debit accounts for allocations.
• The helping account 9920, which contains actual accruals. It shows
the difference between costs and the expense from the general
ledger.
Register Cost Types in Chart of Accounts
The Register Cost Types in Chart of Accounts batch job updates the relationship
between the chart of accounts and the chart of cost types. The Cost Type No.
field is filled and checked to make sure that each G/L account is related to only
one cost type. The program automatically runs this batch job before transferring
G/L entries to cost accounting.
Automatic Transfer and Combined Entries
In cost accounting, users do not generally require the same level of detail as is
required in the general ledger. Therefore, a user can transfer general ledger
entries to a cost type by using a combined posting. Users can specify whether a
cost type receives combined entries with the Combine Entries field in the cost
type definition. The following table describes the different options:
Combine Entries Description

None Each G/L entry will be transferred individually to
the corresponding cost type.
Day G/L entries with the same posting date will be

transferred as one entry to the corresponding
cost type.
Month All G/L entries in the same calendar month will

be transferred as one entry to the corresponding
cost type.
Note: If the Autotransfer from G/L check box is selected on the Cost
Accounting Setup page, the program updates the cost accounting after every
posting in the general ledger, and combined entries are not possible.

Chart of Cost Centers
Cost centers are set up and maintained in either the Cost Center Card or the Chart
of Cost Centers page.
To open the Chart of Cost Centers page, follow these steps:

Centers.
FIGURE 5.7: CHART OF COST CENTERS

3. Select cost center VEHICLE, and then click Edit.
FIGURE 5.8: COST CENTER CARD

5. The following fields are available on the Cost Center Card page.
o Code – The abbreviation of the cost center. Users can create this
from a combination of letters and numbers.
o Name – Descriptive name of the cost center.
o Cost Subtype - This field is only for information and is not used
by the program. The options are as follows:
 Service Cost Center
 Aux. Cost Center
 Main Cost Center
o Line Type – The options are as follows:

 Cost Center
 Heading
 Total
 Begin-Total
 End-Total

o Responsible Person – Users can specify the person responsible
for the cost center. A User ID can be selected from the User table.
This is only for information purposes.
o Sorting Order – Typically, the cost centers are sorted in
ascending order by using the Code field. In the Sorting Order
field, users can establish a different sorting order. The Cost Center
that must appear first should have a value of A or 1 in this field. If
several lines have the same entry, the program uses the Code
field as a secondary criterion for sorting.
o Balance At Date – This field shows the balance of all postings in
the cost type up to the end date.
o Balance to Allocate – This field shows the balance that has not
yet been allocated. The entry in the Allocated field in the Cost
Entry table determines whether the entry is included in this
FlowField. The value in the Allocated field is set during the
automatic allocation.
6. Click OK to close the Cost Center Card page.
Indent Cost Centers Batch Job
The Indent Cost Centers batch job visually indents the chart of cost centers so that
the sums of subtotals can be checked and updated.
Get Cost Centers from Dimension
The Chart of Cost Centers is frequently structured similarly to the dimension for
cost centers. If this is the case, we recommend that users transfer the dimension
Cost Center to the Chart of Cost Centers by using a batch job, and then
customize if it is necessary.
To use the batch job, the following rules must be followed:
• When you implement cost accounting, you must select a dimension

code as a cost center, through the Cost Accounting Setup page.
• Most costs are already allocated to the cost center at the time of
posting the general ledger (and when you post purchases and sales).
Therefore, these cost centers must exist in the dimension linked to
cost centers.
• Frequently, there are more cost centers set up in cost accounting than
in the dimension linked to cost centers. In the general ledger, it is
usually only the cost centers for the “first level” of direct costs and
initial costs that are necessary. In cost accounting, there are additional
helping cost centers and cost centers for additional allocation levels.

To transfer the dimension linked to cost centers to the Chart of Cost Centers

Centers.
3. On the Home tab, click Get Cost Centers from Dimension.
Note: You do not select the dimension you want to transfer. The batch job
automatically takes the dimension that was set up on the Cost Accounting Setup
page.
5. Click OK.
Sorting Order in the Chart of Cost Centers
If the sorting order in the Chart of Cost Centers is controlled by the Sorting
Order field, the program sets the following restrictions:
• You can have only one level of Begin- and End-Totals.

• In the Totaling field, you set ranges of cost centers not using the
range operator (..) but instead using the “or” operator, which is the
vertical line (|).
Chart of Cost Objects
Cost objects are set up and maintained in either the Cost Object Card or the
Chart of Cost Objects page.
To open the Chart of Cost Objects page, follow these steps:

Objects.
FIGURE 5.9: CHART OF COST OBJECTS WINDOW

3. Select cost object FURNITURE, and then click Edit.
FIGURE 5.10: COST OBJECT CARD


5. The following fields are available on the Cost Object Card page:
o Code – The abbreviation of the cost object. Users can create this
from a combination of letters and numbers.
o Name – Descriptive name of the cost object.
o Line Type – The options are as follows:
 Cost Object
 Heading
 Total
 Begin-Total
 End-Total

o Sorting Order – Typically, the cost centers are sorted in
ascending order by using the Code field. In the Sorting Order
field, users can establish a different sorting order. The cost center
that must appear first should have a value of A or 1 in this field. If
several lines have the same entry, the program uses the Code
field as a secondary criterion for sorting.
o Net Change – This field corresponds to the Balance at Date field
but the result is influenced by the beginning date in the Date
Filter.
6. Click OK to close the Cost Object Card page.
Demonstration: Create a New Cost Object
In the following example, a new cost object COMPUTERS for the sale of computer
packages is created.
Demonstration Steps
1. Open the Chart of Cost Objects.

b. Click Financial Management > Cost Accounting > Chart of
Cost Objects.
2. Create the new cost object COMPUTERS.

a. Click New.
b. In the Code field, enter COMPUTERS.
c. In the Name field, enter Sales of Computer Packages.
d. In the Sorting Order field, enter 80.
e. Click OK to close the Cost Object Card page.

Get Cost Objects From Dimension
The Chart of Cost Objects is frequently structured similarly to the dimension for
cost objects. If this is the case, we recommend that users transfer the dimension
"Cost Center" to the Chart of Cost Objects by using a batch job, and then
customize if it is necessary.
To use the batch job, follow these rules:
• When you implement cost accounting, you must select a dimension

code as a cost object, through the Cost Accounting Setup page.
• Most costs are already allocated to the cost object at the time of
posting the general ledger (and when you post purchases and sales).
Therefore, these cost objects must exist in the dimension linked to
cost objects.
• Frequently, there are more cost objects set up in cost accounting than
in the dimension linked to cost objects. In the general ledger, it is
usually only the cost object for the “first level” of direct costs and
initial costs that are necessary. In cost accounting, there are additional
helping cost objects and cost objects for additional allocation levels.
To transfer the dimension linked to cost objects to the Chart of Cost Objects

Objects.
3. On the Home tab, click Get Cost Objects from Dimension.
Note: You do not select which dimension you want to transfer. The batch job
automatically takes the dimension linked to cost objects on the Cost Accounting
Setup page.
5. Click OK.

Cost Accounting Setup
To open the Cost Accounting Setup page, follow these steps:

2. Click Financial Management > Cost Accounting > Cost
Accounting Setup.
FIGURE 5.11: COST ACCOUNTING SETUP WINDOW

o Starting Date for G/L Transfer – From this date, the program
transfers general ledger entries to cost accounting. Enter a date if,
for example, you have worked with the general ledger for a long
time and want to start the cost accounting only later.
Note: As soon as the batch job to transfer G/L entries runs one time, you can
no longer change this date.
o Align G/L Account - Use this field to establish how a change in

the chart of accounts will be carried over to the cost accounting.
 No Alignment – If users change the chart of accounts,
the program does not make a corresponding change in
the chart of cost types.

 Automatic – If users change the chart of accounts, the
program automatically makes a corresponding change in
the chart of cost types.
 Prompt – If users change the chart of accounts, they
receive a message asking them if they want to make a
corresponding change in the chart of cost types.
o Align Cost Center Dimension & Align Cost Object Dimension

– Use this field to establish how changes in dimension codes
linked to cost center and cost object are carried over to the chart
of cost centers and chart of cost objects.
o Autotransfer from G/L – If you select this, the program updates
cost accounting after each G/L posting. The entries are processed
in a batch as a combined entry and transferred to cost
accounting.
o Check G/L Postings – If you select this, the program checks
when you post to the general ledger whether the predefined cost
center (or cost object) already exists in cost accounting.
4. Expand the Allocation FastTab.

o Last Allocation ID – If users do not enter an allocation ID when
they create an allocation definition, you can set up a number
series for allocations. The default value is 1.
o Last Allocation Doc. No. – During allocation, the program gives
all entries that were generated with the same allocation ID a
document number. The last document number is stored here. The
default value is UM1.
5. Click OK to close the Cost Accounting Setup page.
Cost Entries
Cost entries can originate from several sources:
• Automatic transfer of general ledger entries.

• Manual cost posting for pure cost entries, internal charges, and
manual allocations.
• Automatic allocation postings for actual costs.
• Transfer of budget entries to the general ledger.
Note: This lesson describes only the first two categories. Allocations and
budgets will be handled in upcoming lessons of this module.

Transfer G/L Entries to CA
Usually, general ledger entries are transferred to cost accounting (CA) with a batch
job. However, the transfer can also run automatically after each G/L posting.
Preparing the Transfer
When transferring G/L entries with the batch job, the program uses all general
ledger entries that have not already been transferred. It is only possible to make
corrections with a manual correction posting. You can avoid having to make
corrections following these steps to prepare the transfer:
• Check the Chart of Cost Types. Is the G/L Account Range field filled
correctly for all cost types that take entries from the general ledger?
• Check the Chart of Account. Any entries for income statement
accounts that do not have a Cost Type No. will not be transferred.
• Do all general ledger entries that will be transferred to cost
accounting have a cost center code or a cost object code (through
the dimensions)? Entries without a cost center or cost object are not
transferred.
To prepare for the first transfer without transferring all posted G/L entries, in the
Starting Date for G/L Transfer field in the Cost Accounting Setup page, select
a later date.
Before the transfer, the program automatically checks the relationship between
the Chart of Cost Types and the Chart of Accounts so that a G/L account is not
accidentally designated for two cost types.
Rules for the Transfer
During the transfer, the program uses the following criteria to check whether and
how the general ledger entries should be transferred:
• Only the G/L entries that have either a cost center or a cost object
code are transferred.
• G/L entries that have neither a cost center nor a cost object code are
not transferred.
• For G/L entries that have both a cost center code and a cost object
code, the cost center code takes precedence. This helps avoid a
situation where a cost type appears in both a cost object and a cost
center and is therefore counted doubly in the statistics.
• G/L entries with an amount of zero are not transferred.
• If the Document No. field of the G/L entry is empty, it will appear
with a document number of 0000 in the cost entries.
• G/L entries with a G/L account that is deleted are not transferred.

• G/L entries with a G/L account that is not of the type Income
Statement are not transferred.
• G/L entries with a G/L account that is not assigned a cost type are not
transferred.
• G/L entries that are transferred to a cost type that allows combined
entries are transferred either monthly or daily as a combined entry.
• G/L entries with a Posting Date before the Starting Date for G/L
Transfer in the cost accounting setup are not transferred.
• G/L entries with a closing date are not transferred. These are typically
only those entries that set back the balance of the income statement
at the end of the year.
Transferring G/L Entries
To transfer general ledger entries to cost accounting, follow these steps:

2. Click Financial Management > Periodic Activities > Cost
Accounting > Transfer GL Entries to CA. A warning message box
appears.
FIGURE 5.12: TRANSFER GL ENTRIES TO CA BATCH JOB

3. Click Yes to run the batch job.
4. Click OK.

During the transfer of G/L entries, the program creates connections in the entries
in the G/L Entry table, the Cost Entry table, and the Cost Registers table to
make it possible to trace the relationship between cost entries and general ledger
entries at any time.
• G/L Entries – For each G/L entry that is transferred to cost

accounting, the program fills the Cost Entry No. field.
• Cost Entries –
o For each cost entry, the program saves the entry number of the
corresponding G/L entry in the GL Entry No. field. For combined
entries, the program saves the entry number of the last G/L entry.
This is the entry with the highest entry number.
o The G/L Account field contains the number of the general ledger
account that the cost entry came from.
o For single entries, the program transfers the posting text from the
G/L entry to the Description field. Combined entries are specially
marked in the Description field. For example, for a combined
entry for October, the text might be Entries, October 2014.
• Registers – In the Registers, the program creates an entry with the

following:
o The Source field value Transfer from G/L.
o The first and last entry numbers of the G/L entries processed.
o The first and last entry numbers of the cost entries created.
Set Up Cost Journals
In the cost journal, users can post entries that neither come from G/L nor are
automatically generated by allocations. Users might have to do this for the
following cases:
• Pure cost entries.

• Internal charges between cost centers.
• Manual allocations.
• Corrective entries between cost types, cost centers, and cost objects.
Users can post either individually or on a recurring basis.
To set up a cost journal, follow these steps:

General > Cost Journal Templates.

4. Click New.
5. Fill in the Name and Description fields.
6. On the Navigate tab, click Batches.
7. Click New.
FIGURE 5.13: COST JOURNAL TEMPLATES AND BATCHES

8. Fill in the Name and Description fields.
9. In the Bal. Cost Type No. field, fill in the default balancing cost
type.
10. The Bal. Cost Center Code and Bal. Cost Object Code field are
automatically filled in with the default values from the balancing cost
type. If you want to, change them here.
Note: Either the Bal. Cost Center Code must be filled in, or the Bal. Cost
Object Code, but not both.
11. The Delete after Posting check box specifies whether the posted
journal lines are deleted. If the check box is cleared, you can use the
posted journal lines again. After the posting, only the posting date is
deleted. You can use the option for monthly recurring cost entries.
12. Click OK to close the Cost Journal Batches page.
13. Click OK to close the Cost Journal Templates page.

Demonstration: Posting in the Cost Journal
In the following demonstration, we post an internal charge to the ADVERTISING

cost type.
Demonstration Steps
1. Open the cost journal and journal batch.

b. Click Financial Management > Cost Accounting > Cost
Journals.
Note: With only one cost journal template set up, the journal immediately
opens. When multiple cost journals are set up, the Cost Journal Templates page
opens first, listing all the cost journals. Select the desired cost journal, and then click
OK.
c. Make sure that the DEFAULT cost journal batch is selected.
2. Fill in the cost journal lines.
Filling in the cost journal resembles filling out the general journal. Pay extra
attention to the following fields.
a. In the Posting Date field, enter the work date.

b. In the Document No. field, enter CJ0001.
c. In the Cost Type No. field, enter 8410, which is the cost type for
Advertising.
Note: When you enter the cost type, the program fills the Cost Center Code,
Cost Object Code and Description fields with default values from the cost type.
d. Notice the Cost Center Code is automatically filled with the

value ADVERT.
e. Leave the Cost Object Code blank.
f. In the Amount field, enter 100.00 LCY.
Note: You can use the Choose Columns feature to make the Debit Amount
and Credit Amount fields visible.

g. In the Bal. Cost Type No. field, enter 9920 Actual Accrual.
h. Notice the Bal. Cost Center Code field is automatically
populated with the default value from the balancing cost type.
i. Leave the Bal. Cost Object Code field blank.
Note: You can either use the Bal. Cost Type No. field or create multiple debit
and credit lines to combine entries.
3. Post the cost journal.

a. On the Actions tab, click Post.
c. Click OK.
d. Click OK to close the Cost Journal page.
The program tests the following before posting:
• Are both the Posting Date and the Document No. fields filled?
• Does the cost type exist and is it not blocked?
• Is either the cost center or the cost object filled?
• Does the total of the debit and credit entries per posting date
balance?
• Is the posting date allowed?
Note: The Document No. field is not considered when calculating the
balance of the journal. The cost journal can be posted when different lines with
different document numbers, but with the same posting date, are in balance.
The details of the posting process are recorded in a new entry in the Registers.
The cost register entry contains the first and last numbers for the new cost entries.

Lab 5.1: Using Cost Journals

Scenario
A cleaning expense of 500.00 LCY was wrongfully posted to the cost center ADM.
Make the correction in the cost journal and post the cleaning expense (cost type
8110) to cost center BUILDING.
Exercise 1: Using Cost Journals
Task 1: Using Cost Journals
High Level Steps

1. Fill in the cost journal line.
Detailed Steps
1. Fill in the cost journal line.
Journals.
c. Make sure that the DEFAULT cost journal batch is selected.
d. In the Posting Date field, enter the work date.
e. In the Document No. field, enter CJ0002.
f. In the Cost Type No. field, enter 8110, which is the cost type for
Cleaning expenses.
g. The Cost Center Code is automatically filled with the value
BUILDING. Change the value to ADM.
h. Leave the Cost Object Code blank.
i. In the Amount field, enter -500.00 LCY.
j. In the Bal. Cost Type No. field, enter 8110.
k. Note the Bal. Cost Center Code field is automatically populated
with the default value BUILDING.
l. Leave the Bal. Cost Object Code blank.

a. On the Actions tab, click Post.
c. Click OK.
d. Click OK to close the Cost Journal page.

Cost Budgets
Cost accounting in Microsoft Dynamics NAV 2013 contains the following features
as related to budgets:
• Users can create as many cost budgets as they want, and these
budgets have a similar functionality to that of the general ledger
budget.
• Users can copy the cost budget to the general ledger budget or copy
the general ledger budget to the cost budget.
• Users can transfer budgeted costs to actual costs.
Note: The budgeting for cost accounting and for financial accounting is very
similar. The following lesson only describes the details that are different in cost
accounting. Budgets are handled in the module "Budgets" of this course.
Cost Budgets can be created by using the following methods:
• Manually.
• Transferring budgets from the general ledger, by using the Copy G/L
Budget to Cost Budget batch job.
• Copying cost budgets, by using the Copy Cost Budget to Cost Budget
batch job.
Demonstration: Copy G/L Budget to Cost Budget Batch

Job
Users can copy a budget from the general ledger to cost accounting. In the
following example, copy the G/L budget for 2013 to create a new cost accounting
budget for 2014.
Demonstration Steps
1. Open the cost budget.

Budgets.
c. Select the DEFAULT cost budget.
d. On the Home tab, click Cost Budget per Period.

2. Copy the G/L budget 2013 to a new cost budget CA2014.
a. On the Home tab, click Copy G/L Budget to Cost Budget.
b. Expand the Options FastTab to specify to which cost budget the
general ledger budget must be copied.
c. In the Budget Name field, click the drop-down list and then click
New to create a new cost budget.
d. In the Name field, enter CA2014.
e. In the Description field, enter Cost Budget 2014.
f. Click OK.
g. In the Date Change Formula field, you can set a date formula
that the program can use for changing the dates in the budget.
To add one year to the G/L budget, enter 1Y in this field.
h. Expand the G/L Budget Entry FastTab to specify which G/L
budget must be transferred to the indicated cost budget.
i. In the Budget Name filter field, enter 2013.
FIGURE 5.14: COPY G/L BUDGET TO COST ACCTG.

j. Click OK
k. Click Yes to run the batch job.
l. You receive a message that indicates the number of entries that
will be transferred and the number of entries that will not be
transferred. Click Yes.
Note: Sometimes G/L budget entries are not transferred because there were
either no corresponding G/L accounts defined or cost center and cost object were
missing.
3. Review the new cost budget CA2014.

a. On the Cost Budget per Period page, expand the General
FastTab.
b. In the Budget Filter field, enter CA2014.
FIGURE 5.15: COST BUDGET PER PERIOD

c. Use the filters in the General FastTab, to change the view of the
Cost Budget per Period Matrix.
You can drill-down on the amounts to view, change, delete, or add cost budget
entries.

Copy Cost Budget to G/L Budget Batch Job
Users can perform the Copy Cost Budget to G/L Budget batch job to perform the
same operation in reverse, copying the cost budget figures to the general ledger
budget.
Note: The Copy Cost Budget to G/L Budget batch job is available from the
Cost Budget per Period page, but not from the G/L Budget page.
Demonstration: Copy Cost Budget to Cost Budget Batch

Job
Users can copy budget figures within a budget or from budget to budget. This
function lets users copy a budget several times and enter a factor to increase or
reduce the budget figures. For example, users can do the following:
• Copy the budget figures from January eleven times to set up the
budget for February through December.
• Copy the budget figures from 2001 to 2002 and, as a default value,
increase all the numbers by 20%.
• Transfer budget figures from one cost center to another cost center.
• Copy a budget with the name Maximum to a budget with the name
Minimum and use the Maximum budget figures as a basis to set up
the minimum variant.
In the following example, copy the budget figures from CA2014 to a new budget,
CA2015. The figures from January 2014 will serve as the basis for the whole year.
First copy the budget for January 2014 from CA2014 to a new budget for 2015,
CA2015, with the figures raised by 20%.
Demonstration Steps
1. Copy budget CA2014 to a new budget CA2015 according to the

scenario.
Budgets.
c. Select budget CA2014.
e. On the Home tab, click Copy Cost Budget to Cost Budget.
f. Expand the Options FastTab to specify to which cost budget the
cost budget has to be copied.
g. In the Budget Name field, click the drop-down list and then click

h. In the Name field, enter CA2015.
i. In the Description field, enter Cost Budget 2015.
j. Click OK.
k. In the Amount multiplication factor field, enter 1.20 to indicate
that the figures should increase by 20%.
l. In the Date Change Formula field, enter 1Y to change the dates
by 1 year.
m. Expand the Cost Budget Entry FastTab to indicate which cost
n. In the Budget Name filter field, enter CA2014.
o. In the Date filter field, enter 01/01/14..01/31/14.
FIGURE 5.16: COPY COST BUDGET BATCH JOB

p. Click OK to copy the budget.
q. Click Yes.
r. Click Yes.
s. On the Cost Budget per Period page, expand the General
FastTab.
t. In the Budget Filter field, enter CA2015.
u. In the View By field, enter Month.
v. In the View As field, enter Net Change.
FIGURE 5.17: COST BUDGET PER PERIOD WINDOW

2. Copy the budget numbers for January 11 times and distribute them
over the whole year.
a. On the Home tab, click Copy Cost Budget to Cost Budget.
cost budget must be copied.
c. In the Budget Name field, enter CA2015.
d. In the Amount multiplication factor field, enter 1.00.
e. In the No. of Copies field, enter 11.
f. In the Date Change Formula field, enter 1M.
g. Expand the Cost Budget Entry FastTab, to indicate which cost
h. In the Budget Name filter field, enter CA2015.

i. In the Date filter field, enter 01/01/14..01/31/14.
FIGURE 5.18: COPY COST BUDGET BATCH JOB

j. Click OK to copy the budget.
k. Click Yes.
l. Click Yes.

m. Notice when you look at the budget CA2015 on the Cost Budget
per Period page, the budget for January 2015 is copied 11 times
so that the same figures appear in every month of the year.
FIGURE 5.19: COST BUDGET PER PERIOD WINDOW

n. Click OK to close the Cost Budget per Period page.
Transfer Budget to Actual
In some companies, the people responsible for cost centers agree at the
beginning of the year on a cost budget and then later shift these budgeted costs
to cost centers (or cost objects). The Transfer Budget to Actual batch job is made
for this purpose.
By using filters correctly, users can work with a combination of actual costs and
budget figures.
To run the Transfer Budget to Actual batch job, follow these steps:

2. Click Financial Management > Cost Accounting > Cost Budgets.
3. On the Home tab, click Transfer Budget to Actual.
4. Expand the Cost Budget Entry FastTab to indicate which cost
budget figures must be transferred.
5. In the Budget Name filter field, enter the cost budget to transfer,
for example, CA2015.

6. In the Date filter field, enter the period to transfer, for example,
January 2015.
FIGURE 5.20: TRANSFER BUDGET TO ACTUAL BATCH JOB

8. Click Yes.
9. Click Yes.
The details of the posting process are recorded in a new entry in the Registers.
The cost register entry contains the first and last numbers for the new cost entries.

Lab 5.2: Set Up a Cost Budget

Scenario
You have to set up a cost budget for all operating expenses (cost entries 8000 to
8695) for January 2014, based on the G/L budget of January 2013. CRONUS
International Ltd. plans to reduce all costs compared to the G/L budget that was
set up last year, as follows:
• Reduce the operating expenses with 20% for the ADM cost center.
• Reduce the operating expenses with 10% for the SALES cost center.
Exercise 1: Set Up a Cost Budget
Task 1: Set Up a Cost Budget
High Level Steps

1. Create a new cost budget for 2014 (OE2014) by copying the G/L
budget of 2013.
2. Open the newly created cost budget OE2014.
3. Create the January 2014 figures for the ADM cost center.
4. Create the January 2014 figures for the SALES cost center.
Detailed Steps
1. Create a new cost budget for 2014 (OE2014) by copying the G/L
budget of 2013.
Budgets.
c. Select the DEFAULT cost budget.
e. On the Home tab, click Copy G/L Budget to Cost Budget.
f. Expand the Options FastTab to specify to which cost budget the
general ledger budget must be copied.
g. In the Budget Name field, click the drop-down list and then click
h. In the Name field, enter OE2014.
i. In the Description field, enter Operating Expenses 2014.
j. Click OK.
k. Leave the Date Change Formula field blank.
l. Expand the G/L Budget Entry FastTab to specify which G/L
m. In the Budget Name filter field, enter 2013.

n. In the G/L Account No. field, enter 8000..8695.
o. In the Date field, enter 01/01/14..01/31/14.
p. In the Department Code field, enter ADM|SALES.
q. Click OK to run the batch job.
r. Click OK to confirm the copy request.
2. Open the newly created cost budget OE2014.

a. Expand the General FastTab.
b. In the Budget Filter field, enter OE2014.
c. In the View by field, select the Month option.
d. In the View as field, select the Net Change option.
3. Create the January 2014 figures for the ADM cost center.
c. In the Budget Name field, enter OE2014
d. In the Amount multiplication factor enter 0.80.
e. In the Date Change Formula field, enter 1Y.
f. Expand the Cost Budget Entry FastTab to specify which cost
budget must be copied from.
g. In the Budget Name field, enter OE2014.
h. In the Cost Center Code field, enter ADM.
i. Click OK to run the batch job.
j. Click Yes.
4. Create the January 2014 figures for the SALES cost center.
c. In the Budget Name field, enter OE2014
d. In the Amount multiplication factor field, enter 0.90.
e. In the Date Change Formula field, enter 1Y.
f. Expand the Cost Budget Entry FastTab to specify which cost
budget must be copied from.
g. In the Budget Name field, enter OE2014.
h. In the Cost Center Code field, enter SALES.
i. Click OK to run the batch job.
j. Click Yes.

Cost Allocation
Allocations move costs and revenues between cost types, cost centers, and cost
objects.
Microsoft Dynamics NAV 2013 provides flexibility when you define allocations.
Basically, users can define as many allocations as they need. Each allocation
consists of an Allocation Source and one or more Allocation Targets. For example,
all costs for the cost type Building (an allocation source) can be allocated to the
cost centers Workshop, Production, and Sales (three allocation targets).
For each allocation, users can define an allocation level, a validity period, and a
variant identifier. If users run an automatic cost allocation, they can use
appropriate filters to select the allocation definitions to be handled in the batch
job.
The most important part of the allocation definition is the allocation base. The
allocation base can be either static or dynamic:
• Static allocation bases are based on a definite value, such as square

footage or an established allocation ratio, such as 5:2:4.
• Dynamic allocation bases depend on other, changeable values, such
as the number of employees in a cost center or sales revenue of a
cost object in a certain time period.
Cost accounting in Microsoft Dynamics NAV 2013 contains the following features
as related to allocation:
• Users can allocate actual values or for budget values.

• Users can create static allocations by using either fixed shares or
percentages.
• Users can use dynamic allocations with 9 predefined allocation bases
and 12 dynamic date ranges.
• There are 99 allocation levels.
• Users can use as many allocation variants they want.
• Users can define allocations with expiration date ranges.
• Users can freely define allocations between cost types, cost centers,
and cost objects.
• Users can cancel allocations and posting processes.

Setting Up Cost Allocation
To set up allocations, follow these steps:

Allocations.
3. Select allocation BUILDING00, and then click Edit.
FIGURE 5.21: COST ALLOCATION WINDOW
The General FastTab contains information about the allocation source. The
allocation source establishes which costs should be allocated.
• ID – Users can freely define the ID. The program uses the ID to
identify the allocation and to establish the connection to the
allocation targets. If users do not want to define the ID themselves,
they can press ENTER in the empty field. The program then uses the
ID that follows the ID that appears in the Last Allocation ID field on
the Cost Accounting Setup page.
• Level – Users can define a level as a number between 1 and 99. The
allocation posting will follow the order of the levels. The level might
be important, for example, to make sure that first ADM is allocated to
WORKSHOP before WORKSHOP is allocated to VEHICLE and PROD.
• Valid From & Valid To – With these two dates, users can define the
validity period for the allocation. All allocations will be processed that
have allocation dates that fall within the validity period. If users do
not define dates here, all dates are valid.

• Variant – With a variant code, users can group allocations. When
they run the allocation, users can use a filter to select only the
allocation definitions they want. Users can leave the variant code
empty if they want to use only one variant.
• Cost Type Range – Use this field to set up a filter to establish which
cost types should be allocated. If all costs for a cost center are
allocated, no range is defined.
• Cost Center Code – Use this field to define the cost center with costs
to be allocated.
• Cost Object Code – Use this field to define the cost object with costs
to be allocated. Most frequently, this field stays empty, because cost
objects are rarely allocated to other cost objects.
• Credit to Cost Type – The costs to be allocated will be credited (or
debited) to the source cost center indicated here. It can be helpful to
set up a helping cost type to later highlight the allocation postings in
the statistics and reports.
• Blocked – Use this field to deactivate the allocation by selecting this
check box.
The following table gives some examples that clarify how to define the Cost Type
Range, Cost Center Code, and Cost Object Code fields for the allocation source.
Allocation Cost Type Range Cost Center Cost Object

The whole cost PROD
center PROD
Only the cost 4000..4100 ADM

types from 4000 to
4100 of the cost
center ADM
The whole cost PAINT

object PAINT
The Statistics FastTab contains the following fields:
• Allocation Source Type – Use this field to define whether the

allocation for all allocations should be used or only for actual or
budget costs.
• Last Date Modified & User ID – These fields can be used to establish
when and by which users the allocation source was last used.
• Comment – Use this field to enter a short additional description of
the allocation.
• Total Share – This FlowField contains the sum of the shares of the
allocation targets.

The Lines FastTab contains information about the allocation targets. The
allocation targets determine where the costs should be allocated.
Allocations to cost centers or cost objects differ only in that either the Target
Cost Center or the Target Cost Object field is filled. Make sure that the cost
center is allocated before the allocation to the cost object. Users can control this
by assigning levels in the Level field.
The Lines FastTab contains the following fields:
• ID & Line No. – The program automatically assigns the ID and line
number. The ID shows the relationship to the allocation source. The
program assigns ascending line numbers to the allocation targets
within an ID.
• Target Cost Type – The target cost type determines to which cost
type the allocation is debited.
• Target Cost Center & Target Cost Object – These two fields define
to which cost center or cost object the allocation should be debited.
Only one of these fields can be filled, not both.
• Allocation Type – The allocation type determines how much of the
total costs of the allocation source should be allocated. The options
are as follows:
o All Costs
o Percent per share
o Amount per share
• Percent per Share – If the allocation type is Percent per Share, enter
the percentage here.
• Amount per Share – If the allocation type is Amount per Share, enter
the amount here.
• Static Base & Static Weighting – The values in these two fields will
be multiplied and carried over to the Share field. For example, you
might define that the base of 2000 square feet for the area of a
warehouse should be weighted with a factor of 0.8.
• Share – For a static allocation, this field contains a definite value, or
the value in this field is calculated by using the static base and static
weighting. For dynamic allocations, the program calculates the share
by using the dynamic base.
• Percent – The share is calculated by Microsoft Dynamics NAV,
dependent on all other allocation targets in a percentage rate.
• Base – In this field, define whether the allocation is static or dynamic,
meaning that it depends on a dynamic value. The various options in
this field are described in the following sections.

• No. Filter, Cost Center Filter, Cost Object Filter, Date Filter Code,
and Group Filter – For dynamic allocations, fill these five fields with
the allocation base. For Static allocations, leave these fields blank.
• Share Updated on – Date that the Share field was last changed.
• Last Date Modified – Date that the allocation target was last
updated.
• User ID – User who last updated the allocation target.
• Comment – Use this field to enter a short description for the
allocation target.
The allocation target lines can also be viewed as a card on the Cost Allocation
Target Card page. To access this page, click Allocation, and then click Allocation
Target Card in the Lines FastTab.
The example shows how a predefined part of the allocation source BUILDING00 is
allocated to the vehicle cost center. The program calculates 120.00 LCY per share
of 220 square feet.
FIGURE 5.22: COST ALLOCATION TARGET CARD

Allocation Type
Frequently, accrued costs must be transferred from one cost center to another
cost center or cost object. In such a case, use the Allocation Type All Costs.
However, you can also carry out an allocation independent of the size of the
accumulated costs. For example, the target cost centers might generally be
charged 100.00 LCY per year per square meter of utilized building area. The total
of the charge would be credited to the Building cost center. When this is done,
the credit no longer agrees with the accrued costs of the Building cost center. This
then results in a deficit or an excess for the Building cost center. If the credit is
higher than the accrued costs, the cost center has gained an operational profit.
Instead of using a set amount, you can offset a percentage based on the share.
For example, depending on income total of each cost center, 15% for the share is
debited to the social welfare expense.
As an example for cost objects, you might set the allocation up so that
Promotional Goods would be debited 2%, depending on the sales amount of the
cost object.
Demonstration: Static Allocations
Static Allocations are based on a definite value, such as square meters utilized or
an established allocation ratio such as 5:2:4.
The following steps describe how to define a static allocation. In the example,
define a new allocation target for the allocation source PROD.
Demonstration Steps
1. Open the cost allocation PROD.

Allocations.
c. Select cost allocation PROD, and then click Edit.
2. Create a new allocation target.

a. On the Lines FastTab, click Allocations and then click Allocation
Target Card.
b. Click New.
c. Notice the ID and Line No. fields are automatically filled with the
appropriate values.
d. In the Target Cost Type field, enter 9903.
e. In the Target Cost Object field, enter PAINT.

f. Set the Allocation Target Type field to establish whether all
accrued costs should be allocated or whether an amount-
dependent or percent-dependent share should be calculated. In
this case, select the allocation type All Costs.
g. In the Base field, select the Static option.
h. In the Share field, fill in a share of 100,000.00.
Note: You can define the Share or fill both the Static Base and Static
Weighting fields (Static Base * Weighting = Share). Although theoretically you can
define a base for each allocation target, you must be careful that the Base and the
Share of all allocation targets have a ratio to one another that makes sense.
i. Notice the program calculates the percentage of the current

allocation target in relation to all the existing, defined allocation
targets.

j. Click OK to close the Cost Allocation Target Card page.
k. Click OK to close the Cost Allocation page.

Dynamic Allocations
Dynamic allocations depend on other, changeable allocation bases, such as the

number of employees in a cost center, or sales profit of a cost object in a certain
time period. There are nine predefined dynamic allocation bases that users can
more closely define by using five filters.
Users can set different filters , depending on the allocation base. The following
table shows which filters are possible for different allocation bases and which
values are valid in the No. Filter and Group Filter fields. The Date Filter Code is
described in more detail in the following section.
Base No. Filter Date Filter Cost Center Cost Object Group Filter
Code Filter Filter
Static
G/L Entries G/L Account X X X

G/L Budget G/L Account X X X Budget
Entries Name
Cost Type Cost Type X X X

Entries
Cost Type Cost Type X X X Budget

Budget Entries Name
No. of X X
Employees
Items Sold Item No. X X X Inventory

(Qty) Posting
Group
Items Item No. X X X Inventory

Purchased Posting
(Qty) Group
Items Sold Item No. X X X Inventory

(Amount) Posting
Group
Items Item No. X X X Inventory

Purchased Posting
(Amount) Group

Theoretically, there could be an unlimited number of bases for the cost allocation.
If the basis that you want is not predefined, there are two options:
• Before the allocation, calculate the costs of the base and record the
corresponding values as a static allocation.
• Ask your Microsoft Dynamics NAV Partner to create additional
allocation bases and to customize the calculation formulas. The cost
accounting module is developed so that such customizations can be
easily made.
Date Filter Codes
Most dynamic allocation bases depend on a net change in a specific time period.
It would not be practical, if this time period were set up with a typical date filter,
because the date range would have to be newly defined before each allocation.
The Date Filter Code field for the calculation of dynamic allocation bases lets
users define a dynamic date range without using a static date. If the allocation
bases are updated, the date filter is automatically updated by using the current
work date. The current date is the default value for the work date.
The following Date Filter Codes are predefined. The second column shows the
date filter that would be calculated if the work date were Saturday, November 22,
2014.
Date Filter Code Date filter on 11/22/2014

<empty> No filter
Week 11/17/14 – 11/23/14 (Monday – Sunday)

Last Week 11/10/14 – 11/16/14
Month 11/01/14 – 11/30/14
Last Month 10/01/14 – 10/31/14
Month of Last Year 11/01/13 – 11/30/13
Year 01/01/14 – 12/31/14

Last Year 01/01/13 – 12/31/13
Period According to accounting periods

Last Period According to accounting periods
Period of Last Year According to accounting periods

Fiscal Year According to accounting periods
Last Fiscal Year According to accounting periods

Procedure: Define a Dynamic Allocation
The following steps provide a general description for how to define a dynamic
allocation:

Allocations.
3. Click New.
4. Define the allocation source on General FastTab of the Cost
Allocation page. This establishes where the allocation will be
credited and the amount of the allocation, if all costs are to be
allocated.
5. On the Lines FastTab, define the Target Cost Type, and Target
Cost Center or Target Cost Object. This establishes where the
allocation will be debited.
6. Select the Allocation Type, indicating whether all accumulated costs
should be allocated or whether only a certain amount or a
percentage should be calculated.
7. In the Base field, select an allocation base.
8. Fill in the necessary filter fields to more specifically define the
allocation base. No. Filter, Cost Center Filter, Cost Object Filter,
Date Filter Code, and Group Filter are the available filter fields.
Although theoretically you could define a base for each allocation
target, you must be careful that the Base and the Share of all
allocation targets have a ratio to one another that makes sense.
9. Repeat steps 5 – 8 for all allocation targets that apply to the
allocation source. When you create a new allocation target line, the
Target Cost Type, Allocation Type, and Base fields will be
automatically filled with the values from the previous line.
10. On the Actions tab, click Calculate Allocation Key so that the
program calculates the shares of all the allocation targets that
belong to the current allocation goal by using the defined allocation
bases. The program calculates the percentage of the current
allocation target in relation to all the already defined allocation
targets.
Demonstration: Dynamic Allocation
In the following example, change the dynamic allocation of the costs for the
SALES cost center to accommodate the new cost object COMPUTERS. Computer
packages have item numbers in the range from 8904-W to 8924-W. The allocation
will be posted to the helping cost type 9903 Alloc. of Cost Object.

Note: To successfully complete this example, the demonstration "Create a

New Cost Object" must be completed.
Demonstration Steps
1. Open the cost allocation SALES.

Allocations.
c. Select cost allocation SALES, and then click Edit.
2. Change the allocation target for cost object FURNITURE.

a. On the Lines FastTab, select the allocation target FURNITURE.
b. Click Allocation, and then click Allocation Target Card.
c. Expand the Dyn. Allocation FastTab.
d. Change the No. Filter field to 1896S..80218-T.
3. Create a new allocation target for cost object COMPUTERS.

a. Click New.
b. Expand the General FastTab.
c. Notice the program automatically fills in the ID, Line No, and
Allocation Target Type fields.
d. In the Target Cost Object field, enter COMPUTERS.
e. Notice that in the Base field, the base is Items Sold (Amount).
f. Expand the Dyn. Allocation FastTab.
g. In the No. Filter field, enter 8904-W..8924-W to enter the item
number range for computer package items.
Note: If computer packages were already summarized in a specific inventory

posting group, you could select the posting group in the Group Filter field. This
filter is easier to maintain, especially if new computer packages whose item
numbers do not fall within the given number range are added to the product line.
h. In the Date Filter Code field, enter Last Year.


i. Click OK to close the Cost Allocation Target Card page.
j. Notice the new allocation target appears in the allocation target
lines on the Lines FastTab.
k. On the Actions tab, click Calculate Allocation Key.
l. The Share of computer packages comes to 1,596.50 LCY with
exactly 100%, meaning that all the items sold last year fell under
the cost object COMPUTERS.

Checking Allocations
The correct setup of allocation definitions is important for the allocation entries
that result. There are two ways to check that your setup is correct:
• Start the Calculate Allocation Keys batch job. This batch job
recalculates the bases of all dynamic allocations. Notice that any date
filters are based on the current work date.
• Run the Cost Allocations report.
To run the Calculate Allocation Keys batch job, follow these steps:

Accounting > Calculate Allocation Keys.
3. Click Yes to run the batch job.
4. Click OK.
Note: The Calculate Allocation Keys batch job is also available from the Cost
Allocation page and list.
To run the Cost Allocations report, follow these steps:

Allocations (under Reports – Setup Information).
3. Click Preview.
Allocate Costs
To allocate the costs by using the allocation definitions setup, use the Allocate
Costs batch job.
Before you start the allocations, check the following:
• Are the allocation definitions set up correctly and are the dynamic
bases updated?
• Have the necessary internal calculations been posted?
• Have the income entries been transferred from the general ledger?

To start the allocation, follow these steps:

Accounting > Allocate Costs.
FIGURE 5.25: COST ALLOCATION BATCH JOB

3. Select the From Alloc. Level and To Alloc. Level fields, if you do
not want to allocate all levels in the same batch. It might make sense
to allocate first only the cost centers and then to separately allocate
the costs from cost centers to cost objects.
4. Define the Allocation Date. Only cost entries up to this allocation
date will be allocated. This is especially important if, for example, it is
currently the middle of February, but you want to handle only the
allocation of the January costs. In this case, you would set the
allocation date to 01/31/14.
5. If you have set up allocation variants, select a variant in the Group
field.
6. Select a budget name in the Budget Name field, if you want to
allocate only budget entries.
7. Click OK to start the batch job.
8. Click Yes.
9. Click OK.

Results of the Allocation
When you allocate costs, the program does the following:
• The allocation source is credited with an entry. The text in the cost
entry contains the allocation target. The allocation is described in the
Allocation Ratio field in the Cost Entry table.
• Each allocation target is debited with an entry. The posting text of the
cost entry mentions the allocation source. The allocation is described
in the Allocation Ratio field in the cost entry.
• In the Registers, the program adds an entry with the source
Allocation in the Source field. The entries are summarized per
allocation level.
• The cost entries handled by the batch job, and therefore used as basis
amounts for allocations, are marked with True in the Allocated field
in the Cost Entry table. The credit entry itself is also marked.
Simulating or Deleting the Allocation
You can use the Delete Cost Entries batch job to delete cost entries and undo
allocations. This might be practical, for example, when you want to simulate an
allocation with different allocation ratios.
Note: More information is described in the section on Cost Registers
Demonstration: Allocating Cost Budgets
As mentioned, you can allocate budget entries.
On the Cost Allocation page, on the Statistics FastTab, in the Allocation Source
Type field, users can specify that the allocation should come from budgets instead
of actual costs. With this, users can allocate budget figures and actual costs by
different ratios.
In the following example, allocate the budget figures for the budget CA2015.
Note: First make sure that the demonstration "Copy G/L Budget to Cost
Budget Batch Job" is performed.

Demonstration Steps
1. Allocate budget CA2013.

b. Click Financial Management > Periodic Activities > Cost
Accounting > Allocate Costs.
c. In the Budget Name field, enter CA2015. When you select a
budget name in the Allocate Costs batch job, the program
allocates the budget figures instead of actual costs.
d. Click OK.
e. Click Yes.
f. Click OK.
The cost budget is allocated. The allocation is registered in the cost budget
entries, and it can be viewed through the Cost Budget Registers.

Lab 5.3: Set Up a Cost Allocation

Scenario
In the following example, change the dynamic allocation of the costs for the
MATERIAL cost center to accommodate the new cost object COMPUTERS.
Computer packages have item numbers in the range from 8904-W to 8924-W.
The allocation will be posted to the helping cost type 9903 Alloc. of Cost Object.
Note: To successfully complete this lab, the demonstration "Create a New

Cost Object" must be completed.
Exercise 1: Set Up a Cost Allocation
Task 1: Set Up a Cost Allocation
High Level Steps

1. Open the cost allocation MATERIAL.
Detailed Steps
1. Open the cost allocation MATERIAL.
Allocations.
c. Select cost allocation MATERIAL, and then click Edit.

a. On the Lines FastTab, select the allocation target FURNITURE.
b. Click Allocation, and then click Allocation Target Card.
c. Expand the Dyn. Allocation FastTab.
d. Change the No. Filter field to 1896S..80218-T.

a. Click New.
b. Expand the General FastTab.
c. Notice the program automatically fills in the ID, Line No., and
Allocation Target Type fields.
d. In the Target Cost Object field, enter COMPUTERS.
e. Notice that in the Base field, the base is Items Sold (Amount).
f. Expand the Dyn. Allocation FastTab.

g. In the No. Filter field, enter 8904-W..8924-W to enter the item
number range for computer package items.
h. In the Date Filter Code field, enter Last Year.
i. Click OK to close the Cost Allocation Target Card page.
j. The new allocation target appears in the allocation target lines on
the Lines FastTab.
k. On the Actions tab, click Calculate Allocation Key.
Cost Accounting History

Cost Registers
On the Registers page, Microsoft Dynamics NAV 2013 shows when cost and
allocation postings occurred.
To access the Registers page, follow these steps:

2. Click Financial Management > Cost Accounting > Registers
(under the History section).
FIGURE 5.26: COST REGISTERS WINDOW

In addition to the usual register entries in Microsoft Dynamics NAV 2013, the
Registers page contains information and functions particular to cost accounting.
Field Description
No. Consecutive numbering of the log entries.
Source • Source of the entries. The options are as

follows:
• Transfer from G/L
• Cost Journal
• Cost Allocation
• Transfer from Budget
Level The allocation level for allocation postings.
Closed This field indicates whether the entry can

definitely be closed or not. After closing, it is
no longer possible to delete the register entry
with its corresponding entries.
From Cost Entry No. & The program records the first and last cost
To Cost Entry No. entry numbers processed in the posting.
By clicking the field, you can see the cost
entries that correspond to the cost register
entry.
From Entry No. & To When users transfer from the general ledger,
Entry No. the program records the first and last G/L
entry numbers that were processed.
By clicking the field, you can see the general
ledger entries that correspond to the cost
register entry.
Cost Entries vs Allocated Cost Entries.
On the Navigate tab, you select to view:
• Cost Entries – shows the entries that were generated in the

allocation.
• Allocated Cost Entries – shows the entries that formed the basis for
the allocation.

Cost Budget Registers
The Cost Budget Registers contain the same functionality for the budget cost
and budget allocations as the Registers has for cost and allocations.
To access the Cost Budget Registers page, follow these steps:

2. Click Financial Management > Cost Accounting > Cost Budget
Registers (under the History section).
FIGURE 5.27: COST BUDGET REGISTERS WINDOW
The following table describes some fields that are particular to the Cost Budget
Registers.
Field Description
No. Consecutive numbering of the register entries.
Source The origin of the entry. The options are as

follows:
• Transfer from G/L Budget
• Cost Journal
• Allocation
• Manual
The manual option is used for manual changes
of amounts on the Cost Budget page.
Level The allocation level for allocation entries.

Field Description
Closed When this field is selected, the entry can be
closed. Afterward, it is no longer possible to
delete the log entry with its corresponding
entries.
From Cost Budget The numbers of the first and last cost budget
Entry No. & To entries that were processed for this log entry.
Cost Budget Entry
No.
Cost Budget Entries
Users can also access the cost budget entries from the Cost Budget Register. The
cost budget entries contain allocation information similar to that found in the cost
entries: allocation number, document number, source code, and so on.
To access the cost budget entries from the budget allocation example, follow
these steps:
1. Select the last cost budget register entry. This entry has the source
Allocation.
2. On the Navigate tab, click Cost Budget Entries.
3. Because all allocation entries have the System-Created Entry check
box selected, these entries can be deleted.
Deleting Cost Entries and Cost Budget Entries
With the Delete Cost Entries and Delete Old Cost Entries batch jobs, you can
delete cost entries and undo allocations.
The Delete Cost Budget Entries batch job lets you delete cost budget entries and
undo allocations.
Users may have to do this in the following situations:
• To simulate (budget) allocations with different allocation ratios.

• To undo cost transfers from the general ledger to transfer G/L entries
that were posted later in the same time period as the original
combined posting.
• To undo cost budget allocations to include late entries in a combined
entry as part of the same posting process.
• To cancel cost (budget) entries in the (Cost Budget) Register.

To prevent any gaps in the cost (budget) entries and (cost budget) register entries,
the program only allows users to delete the most recent log entries and older. This
means that users cannot delete a single entry or a batch of entries in the middle
of the list of (cost budget) register entries.
The batch jobs can be accessed either through the Registers or Cost Budget
Registers page.
To delete the last log entry and its corresponding cost entries, follow these steps:

Accounting > Delete Cost Entries.
FIGURE 5.28: DELETE COST ENTRIES BATCH JOB WINDOW
3. Notice the To Register No. field always contains the last posted
register entry number. It cannot be changed.
4. In the From Register No. field, click the drop-down list to select a
register entry number from which the deletion should begin. Leave
the default value.
6. Click Yes.
7. Click Yes.

Cost Accounting Reporting

With the following standard reports, you can analyze cost accounting:
Report Description Important Filters

Cost Acctg. Journal Entries per cost type. Cost Center, Cost
Object, Date
Cost Acctg. Statement Credit and debit balances Cost Center, Cost
per cost type. Shown Type, Date
together with the chart of
cost types.
Cost Acctg. Statement Profit and loss over two Cost Center, Cost
per Period periods with the Object, Date
comparison as a
percentage.
Cost Acctg. Analysis Balances per cost type Cost Type, Date
with columns for seven
fields for cost centers or
cost objects that the user
can select.
Account Schedule User-defined display of Cost Center, Cost

the order, titles, and Type, Date
totals from the cost
types. Shows credit or
debit balances per line.
To use these reports go to the Reports and Analysis section of Cost Accounting in
Financial Management.
Note: More information about the Account Schedules in combination with

cost accounting is provided in the module "Financial Reporting and Analysis" of this
course.

Cost Acctg. Analysis
Possibly the most important report in cost accounting is the Cost Acctg. Analysis
report. The display of the lines is built on the chart of cost types. Users can select
up to seven cost centers or cost objects that they want visible as columns in the
report.
FIGURE 5.29: COST ACCTG. ANALYSIS REPORT WINDOW

Cost Type Balance
Users can open the statistics page Cost Type Balance from the Chart of Cost
Types, the Chart of Cost Centers, and the Chart of Cost Objects pages by
clicking Balance on the Home tab in the ribbon.
FIGURE 5.30: COST TYPE BALANCE WINDOW
With this page, users can filter the values.
• Cost Center Filter & Cost Object Filter - further filter the values to
the cost centers or cost objects that you want to see.
• View by – select the time periods per column.
• View as – select either the net change or the cumulative balance.
Some filters are automatically set, depending on the page and location of the
cursor from which the Cost Type Balance page is opened. For example, if a user
opens the balance page from the Chart of Cost Centers page when the cursor is
located on the ADM cost center, the program automatically sets the Cost Center
Filter to ADM.
When you drill down on any of the amounts, you see the cost entries that
contribute to that figure.

Tips and Tricks

The following sections contain some background information that might interest
even experienced users of cost accounting.
Relationships Between Balances per Cost Type, Cost

Center, and Cost Object
As already described, all entries in the cost accounting must be allocated to a cost
type and also a cost center or a cost object. This means that each cost entry must
belong to a cost type and must have a cost center code or a cost object code.
This rule ensures that each cost entry appears in an analysis of either the cost
centers or the cost objects, but never in both places.
When you conduct an analysis, the following relationship applies:
Cost Type Balance = Cost Center Balance + Cost Object Balance
When users print the income statement, the chart of cost centers, and the chart of
cost objects reports, they can reconstruct this relationship.
Rounding of Percentage Shares
The total of all percentage shares of the allocation target must be 100%.
Therefore, the program rounds the share of the last line, when it is necessary. For
example, if a user defines three allocation targets with each having a share of 3,
the percentage of the last line is 33.3334%
Rounding Allocations
The allocations are rounded to 0.01 LCY. For the last allocation target, any
possible rounding errors are corrected so that the total of all debits match the
total amount of the credit.
Revenues in Cost Accounting
In many businesses, cost accounting focuses only on analyzing costs. However,

cost accounting in Microsoft Dynamics NAV can also work with revenues. This
manual concentrates on discussions of costs. Operating income from the general
ledger is mostly transferred directly to cost objects. Operating income is called
Revenue in cost accounting.

Allocating Set Amounts or Percentages
Typically, all costs for a cost center are allocated. Because, during the allocation,
the allocated cost entries are marked as Allocated, it is ensured that a cost entry is
not accidentally allocated more than one time. If, instead of allocating all costs,
users want to allocate an Amount per Share or a Percent per Share, this allocation
will be handled every time that they run the Allocate Costs batch job.
Users must know for sure that these allocations are only handled when they really
want to use them. To do this, users can set a variant identifier in the allocation
definition.
For example, allocations that use All Costs can be named Variant A. Users can run
these allocations in intermittent intervals, because all the costs accumulated in the
meantime are allocated. In the Allocate Costs batch job, users can specify that
only the allocation definitions for Variant A should be used.
Allocations that should be allocated by amount per share or percentage per share
can be named Variant B. In the Allocate Costs batch job, users can specify that
only the definitions for Variant B should be handled. This allocation can be run
regularly, for example, monthly.
Starting Date
Usually, the expense and income entries from the general ledger are transferred
to cost accounting. If the cost accounting should be implemented later than the
general ledger, users can set the starting date for the transfer of cost entries. Do
this from the Cost Accounting Setup page by selecting the Starting Date for
G/L Transfer field.
Quantity Budget
You can budget in quantities, instead of in monetary amounts. For this, the same
functionality as that of the financial budget module is available. Because in the
cost accounting module, only actual amounts are captured, the comparison of
quantity budgets with actual values is not possible.
Later Posting in the General Ledger
With the transfer of the general ledger entries to cost accounting, the program
handles all general ledger entries posted since the last transfer. The posting date
of the general ledger entry is not important.
As is generally known, the cost entries form the basis for allocations to main cost
centers and cost objects. A G/L entry posted with an earlier posting date could
have an influence on an allocation posted beforehand.

When calculating the amounts to be allocated, the program handles all cost
entries posted up to the allocation date, if they have not already been allocated.
An entry with an earlier posting date from the G/L would automatically be
included in the next allocation.
Frequently, this is the optimal approach, because the cost center area is probably
already discussed with the manager of the cost center and the allocation should
not be belatedly changed.
In exceptional cases, you may want the late entry integrated in the already-posted
allocation. For this, use the Delete Cost Entries batch job to delete the allocation
(and probably all the cost entries after the allocation) and rerun the allocation
with the late entry.
Process Cost Accounting
The cost center calculation is typically structured by using the company

organization. This is based on the hierarchical structure and responsibilities within
the company. However, you can structure the cost centers according to the
process organization. In doing this, users focus on the "cost originators."
In the cost accounting process, the cost center accounting is then improved –
typically, more cost centers are necessary. So that process cost accounting remains
meaningful and its benefits can be used, users should define and maintain more
allocation bases.
Full and Marginal Cost Accounting
In marginal cost accounting, costs are distributed in fixed and variable shares.
To represent marginal cost accounting in Microsoft Dynamics NAV, the following

points are important:
• Distribute costs when you can in fixed and variable shares when they
are captured and post them in separate cost types.
• Define the allocation definition so that only the variable shares are
allocated by using the Cost Type Range field in the allocation source.
• Possibly in the definition of the allocation target, you might select the
options Percent per Share or Amount per Share instead of All
Costs in the Allocation Type field.
• You can only partly allocate costs.

Partially Allocate Costs
When allocating costs from pre-cost centers to main cost centers, you may not
want part of the accumulated costs allocated.
If users are using the Allocation Type Percent per Share or Amount per Share, a
part of the costs remain in the allocation source. However, if users are using the
Allocation Type All Costs, the balance of the allocation source is distributed. To
help with this, define the allocation source also as an allocation target so that the
cost center is credited with all costs, but a certain share flows back to the cost
center as debit.
Deleting Cost Entries
When users no longer need entries from previous years in cost accounting, they
can use the Delete Old Cost Entries batch job.
Automatic Transfer from the General Ledger
Users can activate the Autotransfer from G/L field in the Cost Accounting
Setup page. When this is activated, every time that the user posts general ledger
entries, the program creates corresponding cost entries. Typically, you do this with
a batch job. Using the automatic transfer gives users current figures in cost
accounting. However, it has some disadvantages:
• Combined entries are not possible when transferring to cost

accounting.
• There are many entries in the cost register (one per entry).
• System performance is somewhat reduced when posting.
Tips
• If cost entries are deleted in the register, entries that were transferred
earlier with the automatic transfer can be newly transferred by using
the transfer batch job.
• Autotransfer from G/L also works when you post from purchase and
sales documents.

Module Review
Cost Accounting in Microsoft Dynamics NAV 2013 helps you to understand the
costs of running a business. It is fully integrated with the general ledger
application area, and has the goal to exactly analyze the costs per cost center and
cost object.
Microsoft Dynamics NAV 2013 provides flexibility when you define allocations to
move costs and revenues between cost types, cost centers, and cost objects.
Finally, you have a wide range of reporting options, including the account
schedules, to analyze your business based on cost types, cost centers, and cost
objects.
Test Your Knowledge
1. Name the four types of master data in cost accounting.
2. What is not true about Cost Budgets?
( ) Users can create as many cost budgets as they want.
( ) Users can copy the cost budget to the general ledger budget or copy
( ) Users can copy G/L entries to Cost Budgets.
( ) Users can transfer budgeted costs to actual costs.
3. How many allocation levels can you use in Microsoft Dynamics NAV 2013?
( ) 99
( ) 10
( ) 100
( ) Unlimited

4. The most important part of the allocation definition is the allocation base.
Which two different allocation bases are possible in Microsoft Dynamics NAV,
and how would you describe them?
5. Which of the following reports can you describe as: Balances per cost type
with columns for seven fields for cost centers or cost objects that the user can
select.
( ) Account Schedule
( ) Cost Acctg. Analysis
( ) Cost Acctg. Statement
( ) Cost Acctg. Journal


1. Name the four types of master data in cost accounting.
MODEL ANSWER:
• Cost types and the chart of cost types.

• Cost centers / cost accounting master data.
• Cost objects.
• Allocations.
2. What is not true about Cost Budgets?
( ) Users can create as many cost budgets as they want.
( ) Users can copy the cost budget to the general ledger budget or copy
(√) Users can copy G/L entries to Cost Budgets.
( ) Users can transfer budgeted costs to actual costs.
3. How many allocation levels can you use in Microsoft Dynamics NAV 2013?
(√) 99
( ) 10
( ) 100
( ) Unlimited
4. The most important part of the allocation definition is the allocation base.
Which two different allocation bases are possible in Microsoft Dynamics NAV,
and how would you describe them?
MODEL ANSWER:
• Static allocation bases are based on a definite value, such as square

footage or an established allocation ratio, such as 5:2:4.
• Dynamic allocation bases depend on other, changeable values, such
as the number of employees in a cost center or sales revenue of a
cost object in a certain time period.

5. Which of the following reports can you describe as: Balances per cost type
with columns for seven fields for cost centers or cost objects that the user can
select.
( ) Account Schedule
(√) Cost Acctg. Analysis
( ) Cost Acctg. Statement
( ) Cost Acctg. Journal


MODULE 6: CASH FLOW FORECAST
Module Overview
In Microsoft Dynamics® NAV2013, you use the cash flow forecast to generate
predictions of a company’s cash flow. A company’s cash flow indicates its financial
solvency and reveals whether the company can meet its financial obligations in a
timely manner.
Additionally, the cash flow is a general term for the state of currency assets of a
company, such as cash balances, demand funds, checks, or giro funds. However,
other company assets also contribute to the cash flow, such as securities and
receivables. These assets contribute to the cash flow in different cash ratios. The
cash ratio depends on the timing of the conversion of the asset to currency by a
sale.
To make sure a company is solvent, a future-oriented planning instrument is

necessary. Building on the currency assets of the previous period, the program
creates a periodic compilation and calculation of the forecasted operational
revenues and expenses. Then, the program calculates the cash surplus or the cash
deficit. According to these results, the company can make adjustment measures,
such as a credit reduction for a surplus, or borrowing if there is a deficit.
You can use the cash flow forecast in Microsoft Dynamics NAV2013 to help secure
a company’s solvency, and to create a comprehensive planning analysis of the
company’s cash flow.
Objectives
The objectives are:
• Explain the functions of the cash flow forecast.

• Explain the setup of the Chart of Cash Flow Account, Cash Flow Setup
and Cash Flow Payment Terms.
• Explain how to create cash flow forecasts by using Cash Flow Forecast
Cards and Cash Flow Manual Revenues and Expenses.
• Explain how the Cash Flow Worksheet is used.
• Review the registration of the cash flow through Cash Flow Forecast
Entries.
• Explain the different Cash Flow Forecast Reporting possibilities.

Functions of the Cash Flow Forecast

In Microsoft Dynamics NAV 2013, the cash flow forecast offers several functions
that you can use to help secure the solvency of your company.
You can capture different cash flow plans and establish one or more cash flow
forecasts that you can use to create plans from different viewpoints. These plans
can then be organized into accounts that you can set up. Typically, the structure
of these accounts corresponds to the high level structure of your general ledger
chart of accounts and cash flow plans.
When you do the planning, you can incorporate values from the General Ledger
(G/L), Sales, Purchasing, Service, and Fixed Assets application areas.
The General Ledger area provides information about the liquid funds that are
available and the budget values of the company. The Purchasing area provides
the values of the current open payables and any forecasted debts from open
purchase orders. The Sales area provides information on the current open
receivables, and the forecasted receipts from open sales orders. The Service area
provides information on open service order lines that flow into the cash flow
forecast. If, in Fixed Assets, the projected disposals are recorded and future asset
purchases are budgeted, these values can also be incorporated into the cash flow
calculation.
Additionally, with the cash flow forecast, you can administer manual revenues and
expenses and integrate them into the forecast.
For the analysis of your forecast, you can use various pages and reports that show
the statistics that relate to availability and timeline overviews. Because these are
flexible, you can set them up according to your account structure.
FIGURE 6.1: CASH FLOW FORECAST PROCESS OVERVIEW

Module 6: Cash Flow Forecast
Setting Up Cash Flow Forecasts

With the cash flow forecast in Microsoft Dynamics NAV, you can create several
forecasts in parallel. For example, for every month, you can newly calculate the
cash flow of your business and save the values as history.
You use cash flow forecasts to capture the calculations and save them. For each
cash flow forecast, you create a cash flow forecast card and complete the
corresponding setup.
Chart of Cash Flow Accounts
The most basic feature of cash flow is the chart of cash flow accounts in which all
cash flow forecast entries are registered. In the cash flow forecast, the program
arranges the individual values that affect the cash flow of your company by using
the cash flow accounts. These accounts can be set up by following the high level
structure of your financial chart of accounts.
For example, in February of this year, you plan to establish a credit, because larger
acquisitions are planned in this time period. In your cash flow forecast, you want
to assign this receipt of money to a separate account. Create the account 0090
Credit in the Chart of Cash Flow Accounts.
To set up the Chart of Cash Flow Accounts, follow these steps.
1. In the Search box, type Chart of Cash Flow Accounts, and click the
related link.
2. Click New to create a new Cash Flow Account Card.
FIGURE 6.2: CASH FLOW ACCOUNT CARD WINDOW

3. In the No. field, enter 0090.
4. In the Name field, enter Credit.
5. In the Account Type field, enter Entry. The other options are, similar
to a general ledger account:
o Heading
o Total
o Begin-Total
o End-Total
6. In the Source Type field, enter Cash Flow Manual Revenue. With this
field, you control the source type that is used as the default value
when you enter lines in the Cash Flow Worksheet. The options are as
follows:
o Receivables
o Payables
o Liquid Funds
o Cash Flow Manual Expense
o Cash Flow Manual Revenue
o Sales Orders
o Purchase Orders
o Fixed Assets Budget
o Fixed Assets Disposal
o Service Orders
o G/L Budget
7. The G/L Integration is only relevant when a cash flow account is

integrated with the general ledger. The G/L Integration field has the
following options:
o Balance –The current balance of the general ledger accounts that
are used in the cash flow forecast calculation. Typically used for
liquid funds.
o Budget – The budgeted entries of the general ledger that are
used in the cash flow forecast calculation. Typically used to
include relevant Profit and Loss (P/L) budget values.
o Both – Both options.
8. The G/L Account Filter field should be specified if the G/L

Integration is set. Enter the general ledger accounts from where the
balance and, or the budget entries should be derived.
9. Click OK to close the Cash Flow Account Card page.

10. To update the structure of the chart of accounts, click Indent Chart
of Accounts on the Home tab.
Note: The indent function moves all End-Totals to the corresponding Begin-
Totals and indents the accounts that lie in between. For accounts of the type End-
Totals, the total for the accounts that must be summed up are filled in the Totaling
column. If there is already an entry here, it is overwritten.
Cash Flow Setup
The program uses a function to automatically calculate the current cash flow of
the company. To make sure that the relevant information in the cash flow forecast
appears in the correct accounts, you must use the Cash Flow Setup page. You use
this page to establish which accounts must be used for the entries in the sales,
purchases, service, and fixed assets areas.
To access the Cash Flow Setup page, follow these steps.

2. Click Financial Management, then click Cash Flow, and then click
Cash Flow Setup.
FIGURE 6.3: CASH FLOW SETUP WINDOW

3. Expand the General FastTab. The following fields are available:
o Receivables CF Account No. – Enter the number of the cash
flow account in which the values for open receivables will be
registered. The program uses open customer ledger entries to
calculate open receivables.

o Payables CF Account No. – Open payables are registered in this
cash flow account. The program uses open vendor ledger entries
to calculate the open payables.
o Sales Order CF Account No. – All open sales orders are
registered in this cash flow account. The program uses all sales
orders that are not yet fully invoiced to calculate the order
volume.
o Service CF Account No. – All open service order item lines are
registered in the cash flow account. For this calculation, the
program uses all service orders that are not yet invoiced.
o Purch. Order CF Account No. – Enter the number of the cash
flow account in which open purchase orders will be registered.
The purchase order volume originates from all purchase orders
that are not yet fully invoiced.
o FA Budget CF Account No. – Enter the number of the cash flow
account in which the acquisition costs of the budgeted fixed
assets will be registered.
o FA Sales CF Account No. – Enter the number of the cash flow
account in which the proceeds from the planned fixed assets sales
are registered.
4. Expand the Numbering FastTab.

o Cash Flow Forecast No. Series – Select the number series that
the program uses to number cash flow forecasts.
5. Click OK to close the Cash Flow Setup page.
Cash Flow Payment Terms
In addition to the standard payment terms of customers and vendors, you can
specify your own methods of payment for the cash flow forecast, in the Cash Flow
Payment Terms Code field. This field is available on the customer and vendor
card.
To open the Customer Card page, follow these steps.

2. Click Financial Management, click Receivables, and then click
Customers.
3. Select a customer and then click Edit.
4. Expand the Payments FastTab.
5. Fill in the Cash Flow Payment Terms Code field, by selecting an
option from the Payment Terms table.
6. Click OK to close the Customer Card page.

Creating Cash Flow Forecasts

Demonstration: Setting Up a Cash Flow Forecast Card
Scenario: You want to calculate the cash flow of your company on February 25,
2014.Therefore, set up a new cash flow card. Include neutral payments and the
financial budget from February 1, 2014 to December 31, 2014 in the plan. Do not
consider the discounts or the cash flow payment conditions.
Demonstration Steps
1. Set the work date to 02/25/14.

a. On the Microsoft Dynamics NAV tab in the ribbon, click Set
Work Date.
b. In the Work Date field, enter 02/25/14.
c. Click OK to close the Set Work Date page.
2. Create a new cash flow forecast card.

b. Click Financial Management, click Cash Flow, and then click
Cash Flow Forecasts.
c. Click New to create a new Cash Flow Forecast Card.
FIGURE 6.4: CASH FLOW FORECAST CARD WINDOW

The following fields are available.
 Consider Discount – Select the check box to have the

cash discounts assigned in entries and documents that
will be reflected in the liquidity calculation.
 Consider Pmt. Disc. Tol. Date – Select the check box to
have the program factor in the payment discount
tolerance date when you calculate the cash flow date.
You can only select this option if you decide to take the
discount into consideration.
 Consider Pmt. Tol. Amount – Select the check box to
use the payment tolerance amounts from the posted
customer and vendor ledger entries.
 Consider CF Payment Terms – In addition to the
standard payment terms of customers and vendors, you
can specify your own methods of payment for the cash
flow forecast. If you want to use these in the cash flow
calculation, select this field.
 Show in Chart on Role Center – Select the check box to
have this Cash Flow Forecast promoted on the Role
Center Cash Flow Chart.
 G/L Budget From & G/L Budget To – Enter the starting
and ending date from which you want to use the budget
values from the general ledger in the cash flow forecast.
 Manual Payments From & Manual Payments To –
Enter a starting and ending date from which neutral
expenses will be included in the cash flow forecast.
Note: For more information about Cash Flow Forecast Dates and Amounts,
and Cash Flow Payment Terms, refer to the online Help for Microsoft Dynamics
NAV.
d. In the Description field, enter Cash Flow Forecast February 2014.

e. In the G/L Budget From field, enter 02/01/14.
f. In the G/L Budget To field, enter 12/31/14.
g. In the Manual Payments From field, enter 02/01/14.
h. In the Manual Payments To field, enter 12/31/14.
3. Add an additional comment to the cash flow forecast card.
You can enter additional information to a cash flow forecast for the contents of
the fields in the cash flow forecast card. You add these comments as text lines on
the Cash Flow Comments page.

a. On the Home tab in the ribbon, click Comments.
b. The Date field is automatically filled with the work date. You can
either change the date or leave the field blank.
c. Enter “2nd Cash Flow Forecast Calculation 2014, As of: February”
in the comment field. Use as many lines as necessary.
FIGURE 6.5: CASH FLOW COMMENT PAGE
d. Click OK to close the Cash Flow Comment page.
Demonstration: Cash Flow Manual Revenues and

Expenses
In addition to the information on cash flow that you can calculate directly from
the general ledger, purchase, sales, fixed assets, and service application areas, you
can also establish additional influencing factors that include manual revenues and
expenses.
For example, revenues can originate from rental income, interest from financial
assets or new private capital. Expenses can originate from salaries, interest on
credit, or planned investments.
You can plan these manual revenues and expenses for a set time period and use
them in the calculation of liquidity.
Scenario: In February 2014, you are planning on a larger investment. Therefore,

you must create a credit of 50,000 Local Currency (LCY). To consider this amount
in your cash flow calculation, you must create a new manual revenue.

Demonstration Steps
1. Create a Cash Flow Manual Revenue.

b. Click Financial Management, then click Cash Flow, and then
click Cash Flow Manual Revenues.
c. Click New to create a new line.
FIGURE 6.6: CASH FLOW MANUAL REVENUE WINDOW
d. In the Code field, enter MR04.

e. In the Cash Flow Account No. field, enter 0090 – Credit.
g. In the Ending Date field, enter 02/28/14.
h. Because this is a one-time income, leave the Recurring
Frequency field blank.
i. In the Amount field, enter 50,000.00 LCY.
2. Assign default dimensions to the new cash flow manual revenue.

a. On the Home tab, click Dimensions.
b. In the Dimension Code field, enter DEPARTMENT.
c. In the Dimension Value Code field, enter PROD.
d. Click OK to close the Default Dimensions page.
e. Click OK to close the Cash Flow Manual Revenues page.

Demonstration: Cash Flow Worksheet
In the Cash Flow Worksheet, you can call the Suggest Worksheet Lines
function to calculate the cash flow. With this function, you can fill the worksheet
automatically, and then check the entries and register them. You can also make
manual cash flow entries in the Cash Flow Worksheet.
In the Cash Flow Worksheet, you can only register the debits or credits of a cash
flow in single lines to the cash flow account.
By using the Suggest Worksheet Lines batch job, you can automatically transfer
information from the general ledger, purchasing, sales, service, and fixed assets
application areas to the Cash Flow Worksheet.
Scenario: On February 15, 2014, you want to review and register the cash flow
CF100002 in the Cash Flow Worksheet.
Demonstration Steps
1. To calculate the cash flow in the Cash Flow Worksheet, follow these
steps.
Cash Flow Worksheet.
c. On the Actions tab, click Suggest Worksheet Lines.
d. In the Cash Flow Forecast field, enter CF100002.
e. Select all the options to be included in this cash flow calculation.

f. In the G/L Budget Name field, enter 2014. This is the budget
from which the values are taken.
FIGURE 6.7: CASH FLOW FORECAST – SUGGEST WORKSHEET LINES BATCH

JOB WINDOW
g. Click OK to run the batch job.
h. On the Actions tab in the ribbon, you can click the Show option.
Then, this browses directly to the source.
i. On the Actions tab, click Register.
j. Click OK to close the Cash Flow Worksheet page.
Note: If the Suggest Worksheet Lines batch job is run again for the same
cash flow, all existing entries for this cash flow are deleted. The entries can only be
generated with a new registration of the suggested entries in the Cash Flow
Worksheet.

Cash Flow Dates
The due date of the cash flow forecast entries shows the original due date of the
entries. The cash flow date is the date with which a corresponding cash receipt or
payment can be calculated, independent of the actual due date.
The program calculates the due date and the cash flow date of the entries as
follows:
Transferred From Cash Flow Date

Cash Flow Manual Work Date
Revenues
Customer/Vendor • Due date of the entry.

Ledger Entries • If the discount is considered: Discount date
of the entry.
• If the cash flow payment terms are
considered: The due date calculated from
the entry’s posting date.
• If both the discount and the cash flow
payment terms are considered: The discount
date calculated from the posting date.
Sales/Purchase • Due date from the document header.

Orders • If the discount is considered: Discount date
from the document header.
• If the cash flow payment terms are
considered: The due date calculated from
the document date in the document header.
• If both discount and cash flow payment
terms are considered: The discount date
calculated from the document date of the
document header.
Service Orders • Due date from the document header.

• If the discount is considered: Discount date
from the document header.
• If cash flow payment terms are considered:
The due date calculated from the document
date in the document header.
• If discount and cash flow payment terms are
considered: The discount date calculated
from the document date in the document
header.
Investment in Fixed Posting date of the purchase entries.

Assets

Transferred From Cash Flow Date
Sales of Fixed Assets Expected fixed asset disposal date.
Cash Flow Manual First fulfillment date or the recurrence of it.

Expenses
Financial Budget Date of the budget entry.
Cash Flow Forecast Entries
After you register the Cash Flow Worksheet, you can review all the cash flow
forecast entries that are created, by following these steps.

2. Click Financial Management, then click Cash Flow, and then click
3. Select the cash flow forecast CF100002 and on the Home tab click
Entries.
4. Select the cash flow forecast entry with the cash flow date 02/06/14
and the document number 2803.
5. On the Home tab, click Show.
The source document or the entry appears.
FIGURE 6.8: CASH FLOW FORECAST ENTRIES

6. Click OK to close the Customer Ledger Entries page.
7. Click Close to close the Cash Flow Forecast Entries page.

Lab 6.1: Creating a Cash Flow Forecast

Scenario
On March 25, 2014, you want to calculate the liquidity of your company for
March. Include the manual payments and the financial budget from March 1,
2014 to December 31, 2014 in the planning. You must also include the discount
and the payment tolerance amount. In the comments, state that this planning
reflects the third cash flow calculation for the year 2014.
Exercise 1: Creating a Cash Flow Forecast
Task 1: Creating a Cash Flow Forecast
High Level Steps

Detailed Steps
Work Date.

click Cash Flow Forecasts.
c. Click New to create a new Cash Flow Forecast Card.
d. In the Description field, enter Cash Flow Forecast March 2014.
e. Select the Consider Discount, Consider Pmt. Disc. Tol. Date,
and Consider Pmt. Tol. Amount check boxes.
f. In the G/L Budget From field, enter 03/01/14.
g. In the G/L Budget To field, enter 12/31/14.
h. In the Manual Payments From field, enter 03/01/14.
i. In the Manual Payments To field, enter 12/31/14.

a. On the Home tab in the ribbon, click Comments.
b. The Date field is automatically filled with the work date. In the
Comment field, enter “3rd Cash Flow Forecast Calculation 2014,
As of: March.”
c. Click OK to close the Cash Flow Comment page.

Lab 6.2: Entering Manual Revenues and Expenses

Scenario
Because of increased sales volume numbers, you decide to pay a 5,000.00 LCY
bonus to your employees on March 25, 2014. The bonus payment should be
recorded in a new cash flow account 1035 – Bonus Payment Premiums.
Exercise 1: Entering Manual Revenues and Expenses
Task 1: Entering Manual Revenues and Expenses
High Level Steps

1. Create the new cash flow account.
2. Enter the manual expense.
Detailed Steps
1. Create the new cash flow account.
Chart of Cash Flow Accounts.
c. Click New to create a new Cash Flow Account Card.
d. In the No. field, enter 1035.
e. In the Name field, enter Bonus Payment Premiums.
f. In the Account Type field, enter Entry.
g. In the Source Type field, enter Cash Flow Manual Expense.
h. Click OK to close the Cash Flow Account Card page.
i. To update the structure of the chart of accounts, click Indent
Chart of Accounts on the Home tab in the ribbon.
2. Enter the manual expense.
Cash Flow Manual Expenses.
c. Click New to create a new line.
d. In the Code field, enter ME04.
e. In the Cash Flow Account No. field, enter 1035 – Bonus Payment
Premiums.
g. In the Ending Date field, enter 03/31/14.
h. Leave the Recurring Frequency field blank.
i. In the Amount field, enter 5,000.00 LCY.
j. Click OK to close the Cash Flow Manual Expenses.

Lab 6.3: Using the Cash Flow Worksheet

Scenario
On March 25, 2014, you want to calculate and register the cash flow forecast for
your company, for cash flow number CF100003 by using the cash flow worksheet.
All application areas (such as the general ledger, sales, purchasing, service, and
fixed assets) must be included in the calculation.
Note: To successfully complete this lab, you must first complete lab 6.1:
Creating a Cash Flow Forecast.
Exercise 1: Using the Cash Flow Worksheet
Task 1: Using the Cash Flow Worksheet
High Level Steps

2. Calculate the cash flow in the Cash Flow Worksheet by using the
Suggest Worksheet Lines batch job.
Detailed Steps
Work Date.
2. Calculate the cash flow in the Cash Flow Worksheet by using the
Suggest Worksheet Lines batch job.
click Cash Flow Worksheet.
c. On the Home tab of the ribbon, click Suggest Worksheet Lines.
d. In the Cash Flow Forecast field, enter CF100003.
e. Select all the options to be included in this cash flow calculation.
f. In the G/L Budget Name field, enter 2014. This is the budget
year from which the values are taken.
g. Click OK to run the batch job.
h. On the Actions tab, click Register.
i. Click OK to close the Cash Flow Worksheet page.

To review the cash flow forecast entries, follow these steps.

c. Select cash flow number CF00003.
d. On the Home tab of the ribbon, click Entries.
Running the batch job in this scenario creates many cash flow forecast entries. The
cash flow date of these entries is calculated by using the rules that are explained
in the “Cash Flow Dates” topic.
For example, the cash flow forecast entry for sales order 109002 has a cash flow
date of 09/21/14.
Because sales order 109002 is set up with a two percent payment discount, the
cash flow date is based on the payment discount date of sales order 109002.
To analyze the cash flow date of sales order 109002, follow these steps.
a. On the Cash Flow Forecast Entries window, locate and select

the cash flow forecast entry for sales order 109002.
b. On the Home tab of the ribbon, click Show.
c. Expand the Invoicing FastTab of sales order 109002.
Notice that the payment discount date is 09/21/2014, and that this date is used as
the cash flow date for the related cash flow forecast entry.
FIGURE 6.9: SALES ORDER 109002 INVOICING FASTTAB WINDOW

Cash Flow Forecast Reporting

Cash Flow Forecast Statistic FactBox
For each cash flow, you have a statistics FactBox that includes the relevant
information for the cash flow forecast that is available.
To access the Cash Flow Forecast Statistic FactBox, follow these steps.

2. Click Financial Management, click Cash Flow, and then click Cash
Flow Forecasts.
3. Select cash flow forecast CF100002.
The Cash Flow Forecast Statistic FactBox is available on the right-side of the
page.
FIGURE 6.10: CASH FLOW FORECAST STATISTIC FACTBOX WINDOW
Note: The same information can be found on the Cash Flow Forecast
Statistics page. This page can be accessed by clicking Statistics on the Navigate
tab.

Cash Flow Forecast Chart
You can select one of the cash flow forecasts to view as a chart on the role center,
by selecting the Show in Chart on Role Center check box on the Cash Flow
Forecast Card.
The Cash Flow Forecast Chart is available for some selected profiles such as the
Accounting Manager, President and President – Small Business. Make sure that
you switch to one of these profiles.
To access the Cash Flow Forecast Chart, on the navigation pane, click Home, and
then click Role Center.
FIGURE 6.11: CASH FLOW CHART ON ROLE CENTER
Different actions are available on the chart to determine the exact information
that is presented. These include the following:
o Show – Accumulated Cash, Change in Cash, or Combined

o Start Date – First entry date or Work Date
o Period Length
o Group by – Positive/Negative, Account No., or Source Type
Cash Flow Availability by Period
You can view the availability of each cash flow by period in an overview. The
overview shows the individual periods in the rows, and the columns represent the
categories in the cash flow. The periods can be days, weeks, months, quarters, or
years. Additionally, you can select whether the amounts should be displayed as
net changes or as balances at the period end dates.
To show the Cash Flow Availability by Period page, follow these steps.

2. Click Financial Management, click Cash Flow, and then click Cash
Flow Forecasts.
3. Select cash flow forecast CF100002.

4. On the Home tab, click CF Availability by Periods.
5. In the View by field, enter Month.
FIGURE 6.12: CASH FLOW AVAILABILITY BY PERIOD WINDOW
6. Click OK to close the CF Availability by Periods page.
Demonstration: Cash Flow Date List
You can print a date list for each cash flow. In this date list, the registered cash
flow forecast entries are organized by category (such as Receivables or Sales
Orders) and shown over several periods. You can select the number of periods and
their length when you print the date list.
Scenario: For the cash flow CF100002, print the cash flow date list report. Set
February 1, 2014 as the start date. The report should show 12 months.
Demonstration Steps
1. Print the Cash Flow Date List .

Cash Flow Date List.

FIGURE 6.13: CASH FLOW DATE LIST WINDOW

d. In the From Date field, enter 02/01/14.
e. In the Number of Intervals field, enter 12.
f. In the Interval Length field, enter 1M.
g. Expand the Cash Flow Forecast FastTab.
h. In the No. filter field, enter CF100002.
i. Click Preview.

FIGURE 6.14: CASH FLOW DATE LIST REPORT WINDOW

Lab 6.4: Printing the Cash Flow Date List

Scenario
Print the cash flow date list for the cash flow CF100003. As a start date, select
03/01/14. The report should show 12 months.
Note: To successfully complete this lab, you must first complete lab 6.1:
Creating a Cash Flow Forecast.
Exercise 1: Printing the Cash Flow Date List
Task 1: Printing the Cash Flow Date List
High Level Steps

1. Print the Cash Flow Date List.
Detailed Steps
1. Print the Cash Flow Date List.
Cash Flow Date List.
d. In the From Date field, enter 03/01/14.
e. In the Number of Intervals field, enter 12.
f. In the Interval Length field, enter 1M.
g. Expand the Cash Flow Forecast FastTab.
h. In the No. filter field, enter CF100003.
i. Click Preview.

Module Review
Module Review
The cash flow forecast functionality that is included in Microsoft Dynamics

NAV2013 can be used to generate a prediction and help plan a company’s cash
flow. The forecast is based on information that originates from other application
areas in the database, such as the general ledger, sales, purchasing, service, and
fixed assets. Additionally, manually entered revenues and expenses are also
included in the forecast.
You can analyze cash flow figures with cash flow forecast statistics and in cash
flow forecast charts. If you want to create a more advanced analysis of a
company’s cash flow, you can set up account schedules with cash flow accounts.
The “Financial Reporting and Analysis” module of this course explains how to
create account schedules with cash flow accounts.
Test Your Knowledge
1. From which different application areas in Microsoft Dynamics NAV 2013 can
you incorporate values in cash flow forecasting?
2. The G/L Integration field on the cash flow account specifies whether a cash
flow account has integration with the general ledger. Which of the following
statements is true?
( ) When a cash flow account has integration with the general ledger, the
balances of the general ledger accounts are used in the cash flow
forecast.
( ) When a cash flow account has integration with the general ledger,
either the balances of the general ledger accounts or their budgeted
values are used in the cash flow forecast.
budgeted values of the general ledger accounts are used in the cash
flow forecast.

3. What do you need to create if you want to take into account the future
revenues from rental income in your cash flow forecast?
( ) A Projected Cash Flow Revenue
( ) A Projected Manual Income
( ) A Cash Flow Manual Income.
( ) A Cash Flow Manual Revenue.
4. Where is the Cash Flow Forecast Chart displayed?
( ) On the Cash Flow Forecast Statistics page.
( ) On the Cash Flow Forecast Card page.
( ) On the Account Schedule page.
( ) On the role center.


1. From which different application areas in Microsoft Dynamics NAV 2013 can
you incorporate values in cash flow forecasting?
MODEL ANSWER:
General Ledger (G/L), Sales, Purchasing, Service, and Fixed Assets.
2. The G/L Integration field on the cash flow account specifies whether a cash
flow account has integration with the general ledger. Which of the following
statements is true?
balances of the general ledger accounts are used in the cash flow
forecast.
(√) When a cash flow account has integration with the general ledger,
either the balances of the general ledger accounts or their budgeted
values are used in the cash flow forecast.
budgeted values of the general ledger accounts are used in the cash
flow forecast.
3. What do you need to create if you want to take into account the future
revenues from rental income in your cash flow forecast?
( ) A Projected Cash Flow Revenue
( ) A Projected Manual Income
( ) A Cash Flow Manual Income.
(√) A Cash Flow Manual Revenue.
4. Where is the Cash Flow Forecast Chart displayed?
(√) On the Cash Flow Forecast Statistics page.
( ) On the Cash Flow Forecast Card page.
( ) On the Account Schedule page.
( ) On the role center.

MODULE 7: FINANCIAL REPORTING AND ANALYSIS
Module Overview
Businesses running ERP systems capture lots of data through daily activity. This
data, which reflects such things as the organization's sales figures, purchases,
operational expenses, employee salaries, and budgets, can become valuable for
decision makers when they know how to use it.
The aim of this module is to demonstrate several ways that the information
workers—those responsible for making strategic decisions—can easily generate
business intelligence out of their organization's Microsoft Dynamics® NAV
database.
Based on the chart of accounts, you set up account schedules and use them to
report on financial data. This module also shows how to use account schedules in
combination with data from cost accounting and cash flow forecasting.
To give you more insight into your business, you can analyze data by the different
dimensions that you use. Microsoft Dynamics NAV enables you to organize and
analyze your data by dimensions. This module describes the different types of
dimensions, and how to create reports that are based on dimensions.
Objectives
The objectives are:
• Describe filtering and analysis pages related to the chart of accounts.

• Explain how to set up an account schedule and explain other
processes that relate to account schedules.
• Demonstrate cost account schedules.
• Demonstrate cash flow account schedules.
• Describe types of dimensions.
• Explain how to set up analysis views.
• Explain the process of exporting analysis views to Microsoft® Office
Excel® 2007, and describe the elements of the exported file.
• Show how to generate analysis by dimensions and other dimension
analysis reports.
• Show how to set up a Finance Performance chart.

Analyze the Chart of Accounts

The chart of accounts is the place to start financial analysis and reporting. The
standard analyses in the chart of accounts are easy to access and they provide
information without any setup requirements.
You can access the following analysis pages from the Chart of Accounts page:
• G/L Account Balance

• G/L Balance
• G/L Account Balance/Budget
• G/L Balance/Budget
Apply Filters in the Chart of Accounts
In the Chart of Accounts page, you can filter accounts and amounts by using
single field filters, advanced filters, and limit totals. Single field and advanced
filters on any field in the G/L Account table can be used to filter the G/L accounts.
FIGURE 7.1: CHART OF ACCOUNTS PAGE WITH ADVANCED FILTERING AND LIMIT TOTALS TO
FILTERING DISPLAYED IN THE FILTER PANE

Module 7: Financial Reporting and Analysis
The amounts for each account are determined by summing the G/L entries for the
account. The following table shows the calculated amount fields in the Chart of
Accounts page.
Field Description
Net Change The sum of the G/L entries for a date range
determined by the Date Filter limit totals to filter.
Balance The current balance of the account. This is the

sum of all G/L entries for the account. The Date
Filter is ignored.
Balance at Date The balance of the account at the date entered in

the Date Filter limit totals to filter. If a date range
is entered in the Date Filter, only the ending date
is used.
When users apply limit totals to filter, the ledger entries that are summed for the
G/L accounts can be determined. The limit totals to filters available for the chart of
accounts are shown in the following table.
Limit Totals To Filter Description

Budget Filter Filters the amounts displayed for each account
based on the Budget field of the G/L Budget
Entries for the account.
Business Unit Filter Filters the amounts displayed for each account
based on the Business Unit Code field on the
G/L entries and G/L Budget entries for the
account. Business units specify the companies
that are part of a consolidation group.
Date Filter Filters the amounts displayed for each account

based on the Posting Date field on the G/L
entries and G/L Budget entries for the account.
Global Dimension 1 Filters the amounts displayed for each account

and Global based on the Global Dimension 1 Code field
Dimension 2 Filters and Global Dimension 2 Code field on the G/L
Entries and G/L Budget Entries for the account. In
the demonstration company, these filters are the
Department Filter and Project Filter.

Balance Analysis in the Chart of Accounts
To simplify applying limit totals to filters to the chart of accounts, the following
standard analysis pages are available:
• G/L Account Balance

• G/L Balance
• G/L Account Balance/Budget
• G/L Balance/Budget
You can access these analysis pages from the Navigate tab of the ribbon.
Procedure: Review G/L Account Balances
The G/L Account Balance page contains the total G/L entries for a single account
over several time periods. The account displayed is the one that the cursor was on
in the chart of accounts when the page was opened.
For each period, you can view the net change, debit amount, and credit amount
of the G/L entries posted to the account. Additionally, you can filter amounts by
budget, business unit, date, and dimensions with the limit totals to filters.
To review the G/L Account Balance page for account 6110, follow these steps:
1. In the Search box, type "Chart of Accounts", and then click the
related link.
2. Locate G/L account 6110.
3. On the Navigate tab of the ribbon, click G/L Account Balance.

4. In the View by field, enter Month to view the entries by month.
FIGURE 7.2: G/L ACCOUNT BALANCE WINDOW
On the G/L Account Balance page, the Options FastTab contains the fields
shown in the following table.
Field Description
Closing Entries Determines whether to include or exclude closing
entries in the amounts.
Debit & Credit When this check box is selected, Microsoft

Totals Dynamics NAV separately displays the debit and
credit amounts posted in the same period. If the
check box is clear, the net of all entries posted in
that period are displayed as Debit Amount or
Credit Amount.

Field Description
View by Determines the time period displayed for each line.
The options are Day, Week, Month, Quarter, Year,
and Accounting Period. The date in the Start
Date field on each line is always the starting date
for each period.
View as • Determines what type of amount is shown in

the columns: Net Change or Balance at Date.
• Select Net Change to display the net change in
the account balance for the period.
• Select Balance at Date to display the G/L
account balance as of the last day in the period.
Together, time periods and amount types determine the following:
• If the View by field is greater than one day, and net change amounts
are displayed, the date on a line represents the starting date of the
time period.
• If the period is greater than one day, and balance amounts are
displayed, the balance is based on the ending date of the time period.
For example, if the View as option is set to Balance at Date and the View by
option is set to Month, for the line with a Period Start of 01/01/14, the balance
displayed is the balance on January 31, 2014.
Using the limit totals to filters, amounts can also be filtered by the following:
• Budget
• Business Unit
• Date
• Global Dimension 1 and 2 Filters (known as Department and Project
Filters in the CRONUS International Ltd. demonstration company)
Procedure: Review G/L Balances
The G/L Balance page displays the total of G/L entries for all accounts for a
specified time period.
To review the G/L Balance page, follow these steps:
1. On the General Ledger page, click Chart of Accounts.

2. On the Navigate tab of the ribbon, click G/L Balance.

FIGURE 7.3: G/L BALANCE WINDOW
The G/L Balance page contains the same amounts and filters as the G/L Account
Balance page. You can quickly display the amounts from prior and future periods
with the Previous Period and Next Period buttons on the ribbon.
In addition to the time period functions, users can set more complex date filters in
the filter pane by using the limit totals to feature. With this feature, users can
combine selected entries from different periods.
Procedure: Review G/L Balances by Dimension
The G/L Balance by Dimension page provides dimensional analysis of actual or

budgeted entries in a user-defined format. This page has the same format as the
Analysis by Dimensions page, but is built on G/L Entries and G/L Budget Entries
instead of Analysis View entries and Analysis View budget entries. Therefore, only
global dimension information can be viewed in this page.

To review the G/L Balance by Dimension page, follow these steps:

2. In the Navigate tab of the ribbon, click G/L Balance by Dimension.
3. Expand the Matrix Options FastTab.
5. On the ribbon, click Show Matrix.
FIGURE 7.4: G/L BALANCE BY DIM. MATRIX
Analysis by dimension is described in the "Financial Analysis" lesson in this

module.
Procedure: Review G/L Account Balances and Budgets
The G/L Account Balance/Budget page compares actual and budgeted entry
totals for a single account over several time periods.
To review the G/L Account Balance/Budget page, follow these steps:

2. Locate G/L account 6110.
3. On the Navigate tab of the ribbon, click G/L Account
Balance/Budget.

FIGURE 7.5: G/L ACCOUNT BALANCE/BUDGET
The G/L Account Balance/Budget page contains the same amounts as the G/L
Account Balance page. However, in addition to actual amounts, the page also
contains the budgeted debit amount, budgeted credit amount, and the net
budgeted amount for the same periods. The comparison of the posted entries to
the budget entries is calculated as an Index percentage in the Balance/Budget
(%) field.
The filters are the same as the G/L Account Balance page except for two
differences:
• There are no Debit & Credit Totals, because for a budget entry you
can only enter an amount (negative or positive) and no debit or credit
amount.
• There is an automatic Budget Filter limit totals to filter setting for
filtering the budget information that is included in the page.
Procedure: Review G/L Balances and Budgets
The G/L Balance/Budget page compares actual and budgeted entries for all
accounts for a specified time period.
To review the G/L Balance/Budget page, follow these steps:

2. On the Navigate tab of the ribbon, click G/L Balance/Budget.
FIGURE 7.6: G/L BALANCE BUDGET WINDOW
The amounts and the filters included in the analysis are the same as those on the
G/L Account Balance/Budget page. Additionally, the Date Filter limit totals to
filter, Previous Period, and Next Period buttons are available.
Account Schedules
You can use account schedules to create financial reports in a flexible way and
without any development needed.
You use account schedules to arrange accounts that are listed in the chart of
accounts in ways that provide information about those accounts. Users can set up
various layouts to define the information that they want to extract from the chart
of accounts.
One of the main purposes of account schedules is to provide a place for

calculations that cannot be made directly in the chart of accounts. For example,
users can create account schedules to calculate profit margins on dimensions such
as departments or customer groups. Additionally, they can filter any G/L entries
and G/L budget entries, for example, by net change or debit amount.
By using cost types and cash flow entry accounts in the account schedules, users
can build cost accounting reports and cash flow reports.

With account schedules, users can do the following::
• Create customized financial reports without using the Report

Designer.
• Create as many account schedules as needed, each with a unique
name.
• Set up various report layouts and print the reports with the current
figures.
• Export financial data to Microsoft Excel.
Account Schedules Names
An account schedule consists of the following components:
• An account schedule name

• Several lines
• A column layout
The first step when you create an account schedule is to set up an account
schedule name.
To access the Account Schedule Names page, open the General Ledger page,
and under Analysis & Reporting, click Account Schedules.
FIGURE 7.7: ACCOUNT SCHEDULE NAMES WINDOW

The Account Schedule Names page contains following fields:
• Name – Specifies the name of the account schedule.

• Description – Specifies a description of the account schedule.
• Default Column Layout - Specifies a column layout name that you
want to use as a default for this account schedule.
• Analysis View Name - Specifies the name of the analysis view on
which you want the account schedule based. If you link an analysis
view to an account schedule, you can use the dimensions assigned to
the analysis view in the account schedule lines. Otherwise you can use
only the two global dimensions in an account schedule.
Note: Setting up and using analysis views is explained in this module.
The ribbon of the Account Schedule Names page gives you single-click access to
the following pages:
• Overview – Runs the account schedules and shows figures based on

the combination of the specified account schedule and column
layout.
• Edit Account Schedule – Opens the Account Schedule page that
you use to create account schedule lines.
• Edit Column Layout Setup – Opens the Column Layout page that
you use to create account schedule columns.
Account Schedules Page
After you name an account schedule, you can define the lines in the Account
Schedule page, accessed from the Account Schedule Names page, by clicking
Edit Account Schedule in the ribbon.
You provide information such as a description and which accounts to total, and
set whether it appears in reports or is set up for calculations only.

FIGURE 7.8: ACCOUNT SCHEDULE WINDOW
To create an account schedule, you must set up several rows with the following
fields.
Field Description
Row No. Shows a number for the account schedule line. The
same row number can be used on more than one line.
The rows with the same number are then treated as a
group. For example, if the row number is included in a
formula in the Totaling field, it will represent the sum
of all the lines that have that row number.
If the Insert Accounts function is used, this field is
automatically copied from the No. field in the chart of
accounts.
Description Specifies text that will appear on the account schedule

line. If the Insert Accounts function is used, this field
is automatically copied from the Name field in the G/L
account list. If you use an account schedule in the
Finance Performance Window, the description must
be unique. If the field is empty, the account schedule
line is not displayed in the Finance Performance
window.

Field Description
Totaling Type Determines which accounts within the totaling interval,
specified in the Totaling field, are totaled.
• Posting Accounts: The total is calculated from
amounts in posting accounts in the chart of
accounts. This is the default value.
• Total Accounts: The total is calculated from
amounts in total and end-total accounts in the
chart of accounts.
• Formula: The total is calculated from amounts in
other rows in the account schedule. The formula is
entered in the Totaling field.
• Set Base For Percent: Used to insert a column
that displays the percentage of a total. The
formula in the Totaling field on this line is used to
calculate the total on which the percentage is
based. This line does not appear on Account
Schedule reports.
• Cost Type: The total is calculated from amounts in
posting accounts in the chart of cost accounts.
• Cost Type Total: The total is calculated from
amounts in total and end-total accounts in the
chart of cost accounts.
• Cash Flow Posting Accounts: The total is
calculated from amounts in posting accounts in
the chart of cash flow accounts.
• Cash Flow Total Accounts: The total is calculated
from amounts in total and end-total accounts in
the chart of cash flow accounts.
If you use the Insert Accounts function, accounts that
have the Account Type Total or End-Total on the chart
of accounts are assigned the totaling type Total
Accounts. All other lines are automatically assigned the
totaling type Posting Accounts.

Field Description
Totaling Indicates which accounts are totaled on this line. This
field is filled in based on the contents in the Totaling
Type field:
• If the Formula totaling type is assigned to the
account schedule line, enter a formula that
includes row numbers (or totaling intervals) from
the account schedule.
• For the following types, enter an account number
(or totaling interval) from the specified chart of
accounts:
o Posting Accounts
o Total Accounts
o Cost Type
o Cost Type Total
o Cash Flow Entry Accounts
o Cash Flow Total Accounts
When you create formulas, use the following symbols:
• addition: +
• subtraction: -
• multiplication: *
• division: /
• exponentiation: ^
• parentheses: ()
• percentage: %
In the ribbon, the following three functions are
available to insert accounts:
• Insert G/L Accounts: The Totaling field is
automatically copied from the No. field in the G/L
account list.
• Insert CF Accounts: The Totaling field is
automatically copied from the No. field in the
cash flow account list.
• Insert Cost Types: The Totaling field is
automatically copied from the No. field in the cost
type list.
Note: To include a number in the formula, do

not use that number as a row number in the account
schedule.

Field Description
Row Type • Determines how the amounts in the row are
calculated for the period defined in the Date
Filter field on the report or page. The options are
as follows:
• Net Change: The total is calculated by using the
total changes from the start to the end of the
specified date range.
• Balance at Date: The total is calculated by using
the total of all entries from the initial transaction in
Microsoft Dynamics NAV through the date at the
end of the specified date range.
• Beginning Balance: The total is calculated by
using the total of all entries from the initial
transaction in Microsoft Dynamics NAV to the last
entry before the start of the specified date range.
Amount Type • Determines the type of entries that are included in

the amounts in the account schedule row. The
options are as follows:
• Net Amount: The calculated amount includes
debit and credit entries.
• Debit Amount: The calculated amount includes
only debit entries.
• Credit Amount: The calculated amount includes
only credit entries.
Show • Determines whether the account schedule line is

printed on the report. The options are as follows:
• Yes: The row is printed.
• No: The row is not printed.
• If Any Column Not Zero: The row is printed
unless all amounts on the row are equal to zero.
• When Positive Balance: The row is printed only if
the balance of the amounts on the row is positive.
• When Negative Balance: The row is printed only
if the balance of the amounts on the row is
negative.
New Page If selected, there a page break is added after the

current account when the account schedule is printed.

Optional Account Schedule Fields
The following table shows the additional columns that users can add to the
Account Schedule page by using the Choose Columns function.
Field Description
Dimension Dimension values or dimension value ranges that
Totaling Filters are used to filter the amounts shown in the row.
These filters are described in more detail in the
"Filter Account Schedules Using Dimensions"
procedure.
Bold, Italic, and If selected, the row contents are bold, italic, or
Underline underlined.
Only bold formatting is displayed in the Acc.
Schedule Overview page, whereas the printed
Account Schedule report and exported data in
Microsoft Excel worksheets display all three formats.
Show Opposite If selected, debits in this row are displayed in

Sign reports as negative amounts (that is, with a minus
sign) and credits are displayed as positive amounts.
Column Layout Overview
The Account Schedule column layout contains the numeric information. You can
set up both the visible columns that appear in the reports and the intermediary
columns that are used for calculation only.
To open the Column Layout window, click Edit Column Layout Setup in the
ribbon of the Account Schedule window.
FIGURE 7.9: COLUMN LAYOUT WINDOW

After you create a column layout, you can assign it as a default to any existing
account schedule in the Account Schedule Names page.
The Column Layout page contains the fields that are shown in the following
table.
Field Description
Column No. Identifies the line for the column. The column numbers
are optional and the same column number can be used
on more than one line. The columns with the same
number are then treated as a group. For example, if the
column number is included in a formula, it will represent
the sum of all the lines that share the column number.
Column Header The text in this field is printed on reports that include the
column.
Column Type Determines how the amounts in the column are

calculated. The amounts are calculated for the period
defined in the Date Filter field on the report or page as
follows:
• Formula: The column displays amounts calculated
from amounts in other columns in the account
schedule. Enter the formula in the Formula field.
• Net Change: The column displays the net change in
the account balances during the period.
• Balance at Date: The column displays the account
balances at the end of the period.
• Beginning Balance: The column displays the
account balances at the beginning of the period.
• Year to Date: The column displays the net change in
the account balances from the start of the fiscal year
to the end of the period.
• Rest of Fiscal Year: The column displays the net
change in the account balances from the end of the
period to the end of the fiscal year in which the
period ends.
• Entire Fiscal Year: The column displays the net
change in the account balances for the fiscal year in
which the period ends.

Field Description
Ledger Entry Determines the type of ledger entries that are included
Type in the amounts in the account schedule column. The
• Entries: The total is calculated from entries.
• Budget Entries: The total is calculated from budget
entries.
The type of ledger entry is based on the Totaling Type
field on the account schedule line. The following options
are used:
Totaling Type Entry Type
Posting General Ledger Entries/General
Accounts Ledger Budget Entries
Total Accounts General Ledger Entries/General
Ledger Budget Entries
Cost Type Cost Entries
Cost Type Total Cost Entries
Cash Flow Entry Cash Flow Ledger Entries/Cash
Accounts Flow Forecast Entries
Cash Flow Total Cash Flow Ledger Entries/Cash
Accounts Flow Forecast Entries
Amount Type • Determines the type of entries that are included in

the amounts in the account schedule column. The
• Net Amount: The amount includes both credit and
debit entries.
• Debit Amount: The amount includes debit entries
only.
• Credit Amount: The amount includes credit entries
only.
Formula If Formula is selected as the Column Type, enter a

formula for the line. The result of the formula is
displayed in the column when the account schedule is
printed.
Use this field to perform calculations on other columns.
Other columns are referenced through their column
number. The calculation symbols are the same as those
used in the row formulas.
For example, to calculate the difference in percentage of
the G/L entries and the budget entries, enter the
following formula: 100*(Column No. of the G/L entry
column/ Column No. of the G/L Budget entry column -1)

Field Description
Show Opposite If selected, debits in this column are shown in reports as
Sign negative amounts (that is, with a minus sign) and credits
are shown as positive amounts.
Comparison Date formula that specifies which dates must be used to

Date Formula calculate the amount in this column. Microsoft Dynamics
NAV uses this formula to calculate the amount from the
comparison period in relation to the period represented
by the date filter on the report request.
Use the standard time periods of W(eek), M(onth), Y(ear),
or Q(uarter) to create the formulas. For example, -1Y is
the same period one year earlier.
Show • If selected, the amounts in the column are shown in

reports. No more than five columns in an account
schedule layout can be shown in the printed report.
• Always: All amounts in the column are always
shown. This is the default value.
• Never: The column does not appear on reports. It is
used only for calculations.
• When Positive: Only positive amounts (amounts
that are positive before Show Opposite Sign is
applied) are shown in the column.
• When Negative: Only negative amounts (amounts
that are negative before Show Opposite Sign is
applied) are shown in the column.
Rounding Rounding factor for amounts in the column. The default

Factor value is None, no rounding. Be aware that amounts on
printed reports are rounded. For example, if 1000 is
selected, all amounts are shown in thousands.
Amounts in the Acc. Schedule Overview Matrix page
are not rounded.

Column Layout Options
The following table shows the additional columns that users can add to the
Column Layout page by using the Choose Columns function.
Field Description
Comparison Period Specifies which accounting periods to use when
Formula users are calculating the amount in this column.
An accounting period does not have to match the
calendar. But each fiscal year must have the same
number of accounting periods, even though each
period can be different in length.
Microsoft Dynamics NAV uses the period formula
to calculate the amount from the comparison
period in relation to the period represented by the
date filter on the report request.
The abbreviations for period specifications are as
follows:
• P = Period.
• LP = Last period of a fiscal year, half-year, or
quarter.
• CP = Current period of a fiscal year, half-year,
or quarter.
• FY = Fiscal year.
For examples of formulas, press F1 to access Help
for this field.
Business Unit, Global Totaling fields used to create column layouts that
Dimensions, and show global dimension information across
Dimensions 3 and 4 columns.
• When the column layout is not linked to an
analysis view, the global dimensions are
available in the Column Layout page.
• When the column layout is linked to an
analysis view, the dimensions specified in the
analysis view are displayed in the Column
Layout page.
Analysis views are linked to column layouts in the
Column Layout Names page, in the Analysis
View Name field.

Acc. Schedule Overview Matrix
With the Acc. Schedule Overview Matrix page, users can view account schedules
in the various layouts they have set up. These layouts are also available in the
Dimensions - Total report.
To view the Acc. Schedule Overview Matrix page from the Account Schedule
page, click Overview on ribbon.
FIGURE 7.10: ACC. SCHEDULE OVERVIEW MATRIX WINDOW
The following table shows the fields in the Acc. Schedule Overview page, on the
General section.
Field Description
Account Schedule Name To view a different row layout, select the
required account schedule in this field.
Column Layout Name To view a different column layout, select the

required column layout in this field.

Field Description
View By Specifies the date interval used to display the
amounts in the account schedules. The
following options are available:
• Day
• Week
• Month
• Quarter
• Year
• Accounting Period
Date Filter Specifies the dates that are used to filter the
amounts on account schedule lines.
Show Amounts in Add. If selected, report amounts are shown in the

Reporting Currency Additional Reporting Currency. Usually, the
amounts are shown in the company's local
currency (LCY).
In the Dimension Filters section, you can set up filters for the following fields:
• Global Dimensions and Dimensions 3 and 4

• Cost Center
• Cost Object
• Cash Flow
• G/L Budget
• Cost Budget
Demonstration: Set Up an Account Schedule
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., must

design a report to analyze the discounts granted to customers and received from
vendors. She sets up the account schedule to meet the following criteria:
• Discounts granted to customers and discounts received from vendors

are displayed in separate rows.
• A row displays the net discounts granted or received.
• The actual and budgeted discount amounts for the current month
and the variance between them can be viewed.
• The change in the actual discount amounts from the last month to
the current month can be compared.

Setting up an account schedule involves three steps:
1. Create the row layout.

2. Create the column layout.
3. Combine the rows and columns.
Demonstration Steps
1. Create the row layout
To create a new account schedule, follow these steps:

a. In the Search box, type "Account Schedules", and then click the
related link.
b. On the ribbon, click New to insert a new account schedule name.
c. In the Name field, type "Discounts".
d. In the Description field, type "Discount Analysis".
e. Leave the Default Column Layout and Analysis View Name
fields blank.
f. On the ribbon, click Edit Account Schedule.
The Account Schedule page opens. This is the page where the rows
for the report are designed. It currently only contains blank lines.
To create the report heading for the discount analysis, follow these
steps:
a. On the menu bar, click the Customize button, and then click
Choose Columns.
b. Add the Bold column, and then click OK to close the Customize
Account Schedule page.
c. On the first line, in the Description field, type "Discount Analysis".
This is the report heading.
d. Select the Bold check box.
Note: You may have to close the Account Schedule page after you use the
Choose Columns function to make the changes appear.
To create the first discount account that relates to discounts granted

to customers, follow these steps:
a. Leave a blank line to separate the heading from the report lines.
b. On the third line, in the Row No. field, type "R11".

c. In the Description field, type "Discount Granted".
d. In the Totaling field, type "6910".
Or, you can click the drop-down arrow in the Totaling field to
locate the Discount Granted account.
Note: To quickly add several accounts contained in the chart of accounts, on

the Actions tab of the ribbon, click Insert G/L Accounts, and select the accounts
from the G/L account list. Microsoft Dynamics NAV inserts a new row for each
account, with all the account information in the Row No., Description, Totaling
Type, and Totaling fields. Update the Row No. fields as necessary.
To create the remaining rows for granted discounts, follow these

steps:
a. Click the next line.
b. In the Row No. field, type "R21".
c. In the Description field, type "Payment Discount Granted".
d. In the Totaling Field, type "9250..9255".
e. Leave a blank line.
f. Click the next line.
g. In the Row No. field, type "R1".
h. In the Description field, type "Total Discounts Granted".
i. In the Totaling Type field, enter Formula.
j. In the Totaling field, type "R11+R21".
To create the received discount rows, follow these steps:

a. Leave a blank line.
b. Click the next line.
c. In the Row No. field, type "R12".
d. In the Description field, type "Discount Received - Retail".
e. In the Totaling field, type "7140".
f. Click the next line.
g. In the Row No. field, type "R22".
h. In the Description field, type "Discount Received - Raw
Materials".
i. In the Totaling field, type "7240".
j. Click the next line.
k. In the Row No. field, type "R32".
l. In the Description field, type "Payment Discounts Received".
m. In the Totaling field, type "9130..9135".
n. Leave a blank line.
o. Click the next line.

p. In the Row No. field, type "R2".
q. In the Description field, type "Total Discounts Received".
r. In the Totaling Type field, enter Formula.
s. In the Totaling field, type "R12+R22+R32".
To create the final totaling row, follow these steps:

a. Leave a blank line.
b. Click the next line.
c. In the Row No. field, type "R3".
d. In the Description field, type "Net Discounts
Granted/(Received)".
e. In the Totaling Type field, enter Formula.
f. In the Totaling field, type "R1+R2".
g. Select the Bold check box.
2. Create the column layout.
To create a basic column layout to be used with the new Discount

Analysis account schedule, follow these steps:
a. Open the Account Schedule - DISCOUNTS page.
b. In the ribbon, click Edit Column Layout Setup.
c. In the Name field, click the drop-down arrow to open the
Column Layout Names page.
d. On the ribbon, click New to insert a new column name.
e. In the Name field, type "Basic".
f. In the Description field, type "Basic Column Layout".
g. With the Basic Column Layout selected, click OK.
The Column Layout Names page closes, and the cursor is in the
Name field with BASIC displayed as the name.
h. Press TAB or ENTER.
The Basic Column Layout page opens, with blank lines. Define the
columns by creating a line for each column.
Note: All columns in this demonstration are set as follows:
o Amount Type is Net Amount.

o Show Opposite Sign check box is clear.
o Show is set to Always.
o Rounding Factor is None.

To enter the actual, budget, and variance total columns for the
Discount Analysis report, follow these steps:
a. On the first line, in the Column No. field, type "C10".
b. In the Column Header field, type "Actual".
c. Make sure that the Column Type is set to Net Change.
d. Make sure that the Ledger Entry Type is set to Entries. Do not
change the settings in the remaining fields.
e. Click the next line.
f. In the Column No. field, type "C11".
g. In the Column Header field, type "Budget".
h. Make sure that the Column Type is set to Net Change.
i. In the Ledger Entry Type field, enter Budget Entries.
j. Click the next line.
k. In the Column No. field, type "C12".
l. In the Column Header field, type "Variance".
m. In the Column Type field, enter Formula.
n. Make sure that the Ledger Entry Type is set to Entries.
o. In the Formula field, type "C10-C11".
To enter the comparison columns, follow these steps:

a. Click the next line.
b. In the Column No. field, type "C13".
c. In the Column Header field, type "Actual Last Month".
d. Make sure that the Column Type is set to Net Change.
e. Make sure that the Ledger Entry Type is set to Entries.
f. In the Comparison Date Formula field, type "-1M".
g. Click the next line.
h. In the Column No. field, type "C14".
i. In the Column Header field, type "Change from Last Month".
j. In the Column Type field, enter Formula.
k. Make sure that the Ledger Entry Type is set to Entries.
l. In the Formula field, type "C10-C13".
m. Click OK to close the Column Layout page.
3. Combine rows and columns.
The final step in setting up the account schedule is to combine the

row and column layouts:
a. Click OK on the Account Schedule page to go back to the
Account Schedule Names page.

b. On the Discount Analysis account schedule line, in the Default
Column Layout field, enter Basic.
c. Click OK to close the Account Schedule Names page.
The Discount Analysis account schedule setup is completed. Next,

review the account schedule in the Acc. Schedule Overview Matrix
page.
4. Review the account schedule.
To review the Discount Analysis account schedule for January 2014,

follow these steps:
a. Open the Account Schedule Names page.
b. Click the Discount Analysis line, and then click Overview in the
ribbon.
FIGURE 7.11: ACC. SCHEDULE OVERVIEW MATRIX FOR DISCOUNT

ANALYSIS WINDOW

The information displayed in this matrix can be changed by setting
filters (business units, budgets, dates, and so on) or changing the rows
or columns shown in the report.
In the Acc. Schedule Overview Matrix page, when you click an

amount field that is calculated based on a formula, the formula
calculation used to calculate the amount is displayed.
To view a formula, follow these steps:

a. Click the Actual column for row R1. You receive the following
message: "Row formula: R11+R21."
FIGURE 7.12: ACCOUNT SCHEDULE ROW FORMULA WINDOW
b. Click OK to close the message dialog box.
In addition, if you click an amount field that is based on G/L Entries or

G/L Budget Entries, the Chart of Accounts (G/L) page opens. The
Chart of Accounts (G/L) page summarizes information from the G/L
Budget Entries and the G/L Entries in one page.
To view the G/L summaries, follow these steps:

a. Click the Actual column for row R11.
The Chart of Accounts (G/L) page opens, displaying the values
that were used to calculate the amount in the selected field.
b. Close the Chart of Accounts (G/L) page.
The Discount Analysis account schedule for January 2014 shows he

following:
o More discounts were granted to customers than were received
from vendors.
o There was a large decrease in the discounts granted from
December 2013 to January 2014.
In summary, the account schedule has provided valuable information

about how much money the company is spending or making on
discounts, and how the net change fluctuates from month to month.

You do not have to create or print the account schedule again to view
the same report for a different period. Just change the date in the
Date Filter or select a different time period in the View by field on
the Acc. Schedule Overview page.
Additionally, you can create more discount reports by combining another column
layout with the Discount Analysis account schedule rows. You can also use the
Basic Column Layout with other account schedule rows to make the same
comparisons with other financial information, such as administrative expenses or
sales income.
Print Account Schedule Reports
There are several ways to use account schedules. You can run them on your
computer screen, you can print them, or you can export them to Excel.
You can print account schedules from the following locations:
• Account Schedule page.

• Acc. Schedule Overview page.
• Under Reports on the General Ledger page.
The report contains the same options and filters as the Acc. Schedule Overview
page. However,, the report is limited to printing the first five columns of the
account schedule. The Acc. Schedule Overview Matrix page can show all
columns.
To print the Revenue Account Schedule from Reports on the General Ledger
1. On the General Ledger page, under Financial Statement, click

Account Schedule.

FIGURE 7.13: ACCOUNT SCHEDULE REPORT REQUEST FORM WINDOW
2. In the Acc. Schedule Name field, enter Revenue.

3. Press TAB or ENTER.
The cursor moves to the Column Layout Name field, where a
column layout is automatically entered.
4. Enter Default to use the Standard Column Layout.
5. Click OK to close the Column Layout Names page.
6. In the Date Filter field, type "01/01/14..01/31/14".
7. Click Preview to review the Revenue Account Schedule.
The Revenue Account Schedule report opens, and revenue
description, net change, and balance at date information are
displayed in print format.
8. Close the Print Preview page.
To print from the Acc. Schedule Overview page, follow these steps:
1. Open the Account Schedule Names page.

2. Click the Revenue line, and on the ribbon, click Edit Account
Schedule.
3. On the Action Pane, click Print.

When you print from this page, the default layout information is automatically
copied to the Account Schedule report request form.
4. Close the Account Schedule report request form.
To print from the Acc. Schedule Overview Matrix page, follow these steps:
1. On the Account Schedule page, click Overview.

2. Set filters, and then click Show Matrix.
3. On the Actions tab on the ribbon, click Print.
When you print from this page, the layout, date filter, dimension filters, and
budget filters are automatically copied to the Account Schedule report request
form.
Export Account Schedules to Excel
You can export account schedules can be exported from the Acc. Schedule
Overview Matrix page. Exporting to Excel enables you to control your data by
using Excel functions and features, and share data with others working outside the
Microsoft Dynamics NAV environment.
To export an account schedule, follow these steps:
1. In the Search box, type "Account Schedules", and then click the
related link.
2. Locate the REVENUE account schedule, and then click Overview in
the ribbon.
3. In the Acc. Schedule Overview page, click Export to Excel in the
ribbon.
4. The Option field uses Create Workbook to create a new workbook.
If you have an existing Excel spreadsheet, you can also click the drop-
down arrow, select Update Workbook, and then enter the Excel
Workbook File Name and Worksheet Name.
5. Click OK.
6. In the information dialog page, click the correct server access to
Microsoft Office Excel Application option, and then click OK.
Microsoft Dynamics NAV opens Excel and exports the data and the filter
information from the selected account schedule. The worksheet name is Revenue,
the same as the account schedule name.
Note: Amounts that were totals in the Acc. Schedule Overview Matrix page
are not exported as formulas in Excel. The value of the total are copied to a cell in
the Excel worksheet. In addition, rounding factors are not applied in the amounts
exported to Excel

Filter Account Schedules Using Dimensions
You can extend the reporting function of the account schedules by filtering on
dimensions. This lets you create financial reports by dimension.
When you use dimensions in account schedules, there is a difference between

using global dimensions and the other dimensions:
• Global dimensions: Global dimensions are always available in

account schedules and column layouts that have no analysis view
assigned.
• Other dimensions: Other dimensions are available only if they are
included in an analysis view that is assigned to the account schedule
or the column layout.
Note: The setup and use of analysis views in account schedules is explained in
the “Combine Analysis Views with Account Schedules” lesson in this module.
Dimension filtering can be applied by row and by column. Dimension filtering on

a row applies to all amounts in all columns in that row. Column layouts can also
be set up with dimension filters.
Filters set on rows and filters set on columns can potentially interact. When an
amount is to be printed in a particular cell in the account schedule, it must pass
through both the row and the column filters.
Demonstration: Filter Account Schedules Using Global

Dimensions
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., notices

that payment discount is granted by different departments. To have an overview
of the payment discount granted by department, she decides to change the
DISCOUNTS, by filtering the Payment Discount Granted line by DEPARTMENT
dimension.
Afterward she runs the account schedule for December 2013 to review the result.
Demonstration Steps
1. Add the DEPARTMENT dimension to the DISCOUNTS account

schedule.
To add the DEPARTMENT dimension to the DISCOUNTS account

schedule, follow these steps:
related link.

b. Locate the DISCOUNTS account schedule, and in the ribbon, click
Edit Account Schedule.
c. Click the Microsoft Dynamics Application menu > Customize >
Choose Columns.
d. Add the Department Code Totaling field.
e. Click OK.
f. Reopen the Account Schedule page for customizations to take
effect.
2. Filter the Payment Discount Granted line by DEPARTMENT

dimension.
To filter the Payment Discount Granted line by DEPARTMENT

dimension, follow these steps:
a. Go to the line with Row No. R21, and change the description to
“Payment Discount Granted ADM”.
b. In the Department Code Totaling field, enter ADM.
c. Right-click the next line, and select New Line.
d. In the Row No. field, enter R31.
e. In the Description field, type “Payment Discount Granted PROD”.
f. In the Totaling field, type "9250..9255".
g. In the Department Code Totaling field, type "PROD".
h. Right-click the next line, and select New Line.
i. In the Row No. field, type "R41".
j. In the Description field, type “Payment Discount Granted SALES”.
k. In the Totaling field, type "9250..9255".
l. In the Department Code Totaling field, type "SALES".
m. Go to line with Row No. R1, and in the Totaling field, change the
totaling formula to "R11+R21+R31+R41".

FIGURE 7.14: ACCOUNT SCHEDULE WINDOW
3. Run the DISCOUNTS account schedule to review the result.
To run the DISCOUNTS account schedule for December 2013, follow

these steps:
a. In the ribbon of the Account Schedule page, click Overview.
b. Verify that the DISCOUNTS account schedule is combined with
the BASIC column layout.
c. In the View by field, enter Month.
d. Verify that the date filter field contains 12/01/13..12/31/13.
The payment discount granted is now filtered by department and

shows the payment discounts granted by each department.

FIGURE 7.15: ACC. SCHEDULE OVERVIEW WINDOW

Lab 7.1: Create a Detailed Account Schedule

Scenario
You are asked to create a small management analysis report no more than two
pages long. Give the account schedule a code of MGTRPT and its own column
layout with a code of MANAGEMENT.
The first page in the report must contain the following information:
• The report heading is Goods and Materials Profit Analysis. It is bold

and underlined.
• The first section must show the sales, the sales discounts, and a line
that displays the total sales reduced by the sales discounts. Use row
numbers R10-R30 and provide a bold heading of Sales - Goods and
Materials.
• The second section must show the costs of goods and materials sold
before purchase discounts, the purchase discounts, and a line that
displays the total cost of goods sold reduced by the purchase
discounts. Use row numbers R40-R60 and provide a bold heading of
Cost of Goods Sold - Goods and Materials.
• The third section must show the Gross Loss / Profit on Goods and
Materials, and the line must be bold. Use row number R70.
• Enter a blank line between the sections.
The second page must contain the following information:
• An analysis of the Gross Loss / Profit on Goods and Materials by

Department, by using row numbers R80-R110 and including the
following departments:
o Administration
o Production
o Sales
• A heading line, which must be bold and underlined.

• The final row containing the Total Gross Profit / Loss, which bold and
uses row number R120.

The columns in the report must contain the following information:
• Column 1: the Net Change G/L entries from the current fiscal year. All
entries are to be shown with the opposite sign.
• Column 2: the Net Change G/L entries from the previous fiscal year.
All entries are to be shown with the opposite sign.
• Column 3: a formula to calculate the difference between current and
fiscal year results in percentage terms.
Review the row and column layouts in the Acc. Schedule Overview Matrix page,
and then preview the printed report. Finally, export the results to a new workbook
in Excel.
Objectives
This lab reinforces your understanding of the process required to create a detailed
account schedule.
Exercise 1: Create a Detailed Account Schedule
Task 1: Create Account Schedule Rows and Account Schedule

Columns
High Level Steps

1. Open the Account Schedule Names page and create the MGTRPT
account schedule.
2. In the Account Schedule page, show any columns needed to create
the rows.
3. Create the first page lines as specified in the scenario.
4. Create the second page lines as specified in the scenario.
5. Open the Column Layout Names page and create the
MANAGEMENT column layout.
6. Create the column layout as specified in the scenario.
7. Assign the column layout to the account schedule.
Detailed Steps
1. Open the Account Schedule Names page and create the MGTRPT
account schedule.
the rows.
3. Create the first page lines as specified in the scenario.
4. Create the second page lines as specified in the scenario.
5. Open the Column Layout Names page and create the
MANAGEMENT column layout.

To create the account schedule name and first page, follow these
steps:
related link.
b. Click New.
c. In the Name field, type "MGTRPT".
d. In the Description field, type "Management Analysis Report".
e. With the Management Analysis Report account schedule selected,
click Edit Account Schedule.
f. Click the Application menu > Customize > Choose Columns.
g. Add the Department Code Totaling, Bold, and Underline
columns.
h. Click OK to close the Choose Columns page.
i. Click OK.
j. Reopen the Account Schedule page for customizations to take
effect.
k. Enter the first page lines as shown in the following table.
Row No. Description Totaling Type Totaling Bold Underline
Goods and Materials Profit Yes Yes
Analysis
Sales - Goods and Yes

Materials
R10 Sales Total Accounts 6195|6295
R20 Sales Discounts Posting 6910

Accounts
R30 Net Sales Formula R10+R20
Cost of Goods Sold - Yes

Goods and Materials
R40 COGS before Purchase Formula R60-R50

Discounts
R50 Purchase Discounts Posting 7140|7240

Accounts
R60 Net COGS Total Accounts 7195|7295
R70 Gross Profit/(Loss) on Formula R30+R60 Yes

Goods and Materials

To insert a new page, follow these steps:
l. Click the next line.
m. Select the New Page check box.
Enter the second page as shown in the following table.
Row Description Totaling Totaling Department Bold Underline

No. Type Code
Totaling
Gross Profit/(Loss) by Yes Yes
Department
R80 Administration Department Posting 6110..6290| ADM

Accounts 6910|
7110..7193|
7210..7293
R90 Production Department Posting 6110..6290| PROD

Accounts 6910|
7110..7193|
7210..7293
R100 Sales Department Posting 6110..6290| SALES

Accounts 6910|
7110..7193|
7210..7293
R110 Not Allocated to a Formula R70-R80-

Department R90-R100
R120 Total Gross Profit/(Loss) Formula R80+R90+ Yes

R100+R11
0
To create the column layout, follow these steps:

n. On the Actions tab of the ribbon, click Edit Column Layout
Setup.
o. In the Name field, click the drop-down arrow.
p. Click New.
q. In the Name field, type "Management".
r. In the Description field, type "Management Report Column
Layout".
s. With the Management Report Column Layout selected, click OK.
t. Press TAB or ENTER.

u. Enter the layout as indicated in the following table.
Column Column Column Ledger Entry Formula Show Comparison
No. Header Type Type Opposite Sign Date Formula
C1 Current Net Entries Yes
Fiscal Year Change
C2 Prior Fiscal Net Entries Yes -1Y

Year Change
C3 Variance % Formula Entries 100*(C1/

C2-1)
To assign the column header to the account schedule, follow these

steps:
v. Click OK to close the Column Layout page.
w. Press ESC to return to the Account Schedule Names page.
x. On the line for Management Analysis Report, in the Default
Column Layout field, enter Management.
y. Press TAB or ENTER.
Task 2: Review the Account Schedule in the Acc. Schedule Overview

Matrix page
High Level Steps

1. Open the Acc. Schedule Overview Matrix page.
Detailed Steps
To view the rows and column layouts for January 2014, follow these
steps:
a. With the Management Analysis Report line selected, click Edit
Account Schedule.
b. On the Home tab of the ribbon, click Overview.
d. In the Date Filter field, type "01/01/14..01/31/14".

Task 3: Preview and Export the Results to Excel
High Level Steps

1. Preview the printed report.
2. Export the results to Excel.
Detailed Steps
To print preview the report from the Acc. Schedule Overview

Matrix page, follow these steps:
a. On the Actions tab of the ribbon, click Print.
b. Click Preview.
c. Review and close the Print Preview page.
To export the account schedule to Excel from the Acc. Schedule

Overview Matrix page, follow these steps:
a. On the Home tab of the ribbon, click Export to Excel.
b. Make sure that the Option field is set to Create Workbook.
c. Click OK.
d. In the information dialog page, choose the proper server access
to Excel option, and then click OK.
e. Review and then close Excel.

Lab 7.2: Create a Cost Account Schedule

Scenario
CRONUS International Ltd. calculates and posts depreciations in the general

ledger based on national accounting legislation. However, for reporting the
company has to depreciate fixed assets faster.
CRONUS uses cost accounting and cost types to post additional depreciations
outside the general ledger.
You are asked to create an account schedule that shows the general ledger
depreciations instead of the cost accounting depreciations. Give the account
schedule the name of DEPRRPT and its own column layout with a code of RATIO.
The report has following requirements:
• The report heading is Depreciation Analysis, and is bold.

• The first section must show the general ledger depreciations for
buildings, equipment, and vehicles. Provide a bold heading for this
section of “Depreciations – General Ledger."
The general ledger depreciations should be totaled. For each detail
line, the percentage of the total should be calculated.
• The second section must show the cost accounting depreciations for
buildings, equipment, and vehicles. Provide a bold heading for this
section of “Depreciations – Cost Accounting."
The cost accounting depreciations should be totaled. For each detail
line, the percentage of the total should be calculated.
• The third section must show the difference between the general
ledger depreciations and the cost accounting depreciations.
• Start with row number D10 and use an increment of 10.
The columns in the report must contain the following information:
• Column 1: the net change entries of the current period.

• Column 2: the percentage of the total depreciations.
in Excel.

Objectives
This lab reinforces your understanding of the process required to create a detailed
cost account schedule.
Exercise 1: Create a Cost Account Schedule

Columns
High Level Steps

1. Open the Account Schedule Names page and create the DEPRRPT
account schedule.
the rows.
3. Create the lines as specified in the scenario.
4. Open the Column Layout Names page and create the RATIO
column layout.
Detailed Steps
1. Open the Account Schedule Names page and create the DEPRRPT
account schedule.
the rows.
4. Open the Column Layout Names page and create the RATIO
column layout.
steps:
related link.
b. Click New.
c. In the Name field, type "DEPRRPT".
d. In the Description field, type "Depreciation Analysis".
e. With the Depreciation Analysis account schedule selected, click
Edit Account Schedule.

f. Click the Application menu > Customize > Choose Columns.
g. Add the Bold column.
h. Click OK to close the Choose Columns page.
i. Enter the first page lines as shown in the following table.
Row No. Description Totaling Type Totaling Bold
Depreciation Analysis Yes
Depreciation – General Ledger Yes

Total% Set Base For Percent D40
D10 Depreciation Buildings Posting Accounts 8810
D20 Depreciation Equipment Posting Accounts 8820

D30 Depreciation Vehicles Posting Accounts 8830
D40 Total - Depreciation - General Ledger Formula D10+D20+D30 Yes
Depreciation - Cost Accounting Yes

Total% Set Base For Percent D80
D50 Depreciation Buildings Cost Type 8810
D60 Depreciation Equipment Cost Type 8820
D70 Depreciation Vehicles Cost Type 8830
D80 Total - Depreciation - Cost Accounting Formula D50+D60+D70 Yes
D90 Variance Formula D80-D40 Yes
To create the column layout, follow these steps:
a. On the Actions tab of the ribbon, click Edit Column Layout

Setup.
b. In the Name field, click the drop-down arrow.
c. Click New.
d. In the Name field, type "Ratio".
e. In the Description field, type "Ratio Column Layout".
f. With the Ratio Column Layout selected, click OK.
g. Press TAB or ENTER.
h. Enter the layout as indicated in the following table.
Column No. Column Header Column Type Ledger Entry Type Formula
C10 Net change Net Change Entries
C20 Ratio Formula Entries C10%

To assign the column header to the account schedule, follow these steps:
a. Click OK to close the Column Layout page.

b. Press ESC to return to the Account Schedule Names page.
c. On the line for Depreciation Analysis, in the Default Column
Layout field, enter Ratio.
d. Press TAB or ENTER.
Task 2: Review the Account Schedule
High Level Steps

Detailed Steps
To view the rows and column layouts for fiscal year 2013, follow these
steps:
a. With the Depreciation Analysis line selected, click Edit Account
Schedule.
c. In the View by field, enter Year.


High Level Steps

Detailed Steps

b. Click Preview.
d.
e.
f.

c. Click OK.
to Excel option, and then click OK.

Lab 7.3: Create a Cash Flow Account Schedule

Scenario
Phyllis, the accounting manager at CRONUS International Ltd., wants to give the
users of the accounting department more insight into the cash flow situation, but
only based on CRONUS’ trade.
You are asked to create an account schedule that shows a simplified cash flow
overview, based on sales and purchase trade. Give the account schedule the name
of CFTRADE and use the existing column layout with a code of CASHFLOW.
The report has following requirements:
• The report heading is Trade Cash Flow Analysis, and is bold.

• The first section must show the sales and receivables cash flow, based
on following cash flow entries:
o Receivables
o Open sales orders
Provide a bold heading for this section of “Sales & Receivables."

The sales and receivables should be totaled.
• The second section must show the purchases and payables cash flow,
based on following cash flow entries:
o Payables
o Open purchase orders
Provide a bold heading for this section of “Purchases & Payables."

The purchases and payables should be totaled.
• The third section must show include following calculations:

o The difference between sales and purchases.
o An index calculation where 100 means that sales and purchases
are equal. If there are more sales than purchases, the index is
greater than 100.
• Start with row number CF10 and use an increment of 10.
in Excel.

Exercise 1: Create a Cash Flow Account Schedule

Columns
High Level Steps

1. Open the Account Schedule Names page and create the CFTRADE
account schedule.
the rows.
4. Assign the CASHFLOW column layout to the account schedule.
Detailed Steps
1. Open the Account Schedule Names page and create the CFTRADE
account schedule.
the rows.
4. Assign the CASHFLOW column layout to the account schedule.
steps:
related link.
b. Click New.
c. In the Name field, type "CFTRADE".
d. In the Description field, type "Trade Cash Flow Analysis".
e. In the Default Column Layout field, enter CASHFLOW.
f. With the Trade Cash Flow Analysis account schedule selected,
click Edit Account Schedule.
g. Click the Application menu > Customize > Choose Columns.
h. Add the Bold column.
i. Click OK to close the Choose Columns page.
j. Enter the first page lines as shown in the following table.
Trade Cash Flow Analysis Yes
Sales & Receivables Yes
CF10 Receivables Cash Flow Entry Accounts 0010

CF20 Open Sales Orders Cash Flow Entry Accounts 0020

CF30 Total Sales & Receivables Formula CF10+CF20 Yes
Purchases & Payables Yes

CF40 Payables Cash Flow Entry Accounts 1010
CF50 Open Purchase Orders Cash Flow Entry Accounts 1020
CF60 Total Purchases & Payables Formula CF40+CF50 Yes
CF70 Difference: Sales - Purchases Formula CF30+CF60 Yes

CF80 Index Sales/Purchases Formula -CF30/CF60*100 Yes
Task 2: Review the Account Schedule
High Level Steps

Detailed Steps
To view the rows and column layouts for January 2014, follow these
steps:
a. With the Trade Cash Flow Analysis line selected, click Edit
Account Schedule.


High Level Steps

Detailed Steps

b. Click Preview.
d.
e.
f.

c. Click OK.
to Excel option and then click OK.

Test Your Knowledge
1. Which of the following are the steps to create an Account Schedule?
( ) Create a Name, create Rows (lines), and select the Overview
( ) Create Rows (lines), create Columns, and select the Overview
( ) Create a Name, create Columns, and select the Overview
( ) Create a Name, create Rows (lines), and create Columns
2. When you define an Account Schedule, the Row Type field in the row
definition and the Column Type field in the Column Layout must be
compatible. Which of the following is an example of an incompatible
selection?
( ) A Row Type of Net Change and a Column Type of Net Change
( ) A Row Type of Balance at Date and a Column Type of Beginning

Balance
( ) A Row Type of Beginning Balance and a Column Type of Net Change
( ) A Row Type of Balance at Date and a Column Type of Balance at Date
3. Which of the following analysis pages do you use to review the total G/L
entries for a single account over several time periods?
( ) G/L Account Balance
( ) G/L Balance
( ) Detail Trial Balance
( ) Acc. Schedule Overview
4. When you export an account schedule to Excel, which of the following two
options are available?
( ) Add entries / Replace entries
( ) Create Workbook / Update Workbook
( ) Create Workbook / Replace Workbook
( ) New Workbook / Existing Workbook

5. Which of the following is not a Totaling Type option in the Account
Schedule page?
( ) Cash Flow Total Accounts
( ) Cost Type
( ) Total Accounts
( ) Cost Type Entry Account

Analysis by Dimensions
Account Schedule analysis capabilities are primarily based on the G/L accounts,
cost types, and cash flow accounts.
The analysis view is a way to view financial data for particular output needs based
on criteria that are specified in a business. For an analysis view, G/L entries, G/L
budget entries, and cash flow forecast entries are grouped by criteria such as the
following:
• G/L accounts
• Period
• Business units
• Up to four dimensions
In other words, if an entry is posted to a particular account with one of the four
dimensions selected for an analysis view, this entry information will be included in
the analysis view as an analysis view entry.
FIGURE 7.18: ANALYSIS VIEW DATA STRUCTURE WINDOW
This diagram, "Analysis View Data Structure," shows that analysis views are not
directly based on G/L entries, but on analysis view entries. You define the criteria –
such as the dimensions – in the analysis view card.

Analysis View Card Overview
The Analysis View Card page contains the criteria for creating the analysis view
entries for the Analysis by Dimensions page. These criteria are based on your
reporting requirements. For example, if you want to report on sales by region and
customer group, you have to create an analysis view card with at least following
criteria:
• G/L accounts
• Region dimension
• Customer group dimension
To open the Analysis View Card page go to Financial Management > General
Ledger > Analysis by Dimensions. In the Analysis View List page, double-click
on a line.
FIGURE 7.19: ANALYSIS VIEW CARD WINDOW

The General FastTab contains the fields shown in the following table.
Field Description
Code and Name A unique identifier and description of the analysis view.
Account Source • One of the account sources that you can include in
an analysis view. By specifying an account source,
you can filter entries in the Analysis by
Dimensions window. You have the following
options:
• G/L Account
• Cash Flow Account
G/L Account Based on the account source, you specify the accounts
Filter that are included in an analysis view. Setting filters also
specifies that only entries posted to the filter accounts
are included when an analysis view is updated.
Date By using date compression, you determine the level of

Compression detail for an analysis view. For example, to analyze
financial information for an analysis view monthly, use
the Month date compression to sum all entries in a
given month and create one single entry for the month.
Microsoft Dynamics NAV assigns the date of the first
day in the period to the overall period. However,
closing entries are given the date of the last posted
entry in that period.
Starting Date All entries (based on the account source) posted on or

after the entered starting date are compressed to the
level selected in the Date Compression field and
included in the analysis view.
The posting date for the compressed entries will be the
first date of the related period. For example, if
compressing by month with a starting date of 1/1/14,
the compressed entries for each month will have a
posting date of 1/1/14, 2/1/14, 3/1/14, and so on.
All entries before the starting date are compressed into
one entry for each account, for each dimension
combination. The posting date of these prior entries is
the day before the starting date.
Last Date The date on which the analysis view was last updated.
Updated
Last Entry No. The number of the last entry posted before you
updated the analysis view. If entries were posted since
the analysis view was last updated, the analysis view
does not include these entries.

Field Description
Last Budget The number of the last budget entry entered before
Entry No. you updated the analysis view. If additional budget
entries were entered since the analysis view was last
updated, the analysis view is not be up to date.
Update on If selected, Microsoft Dynamics NAV automatically

Posting updates the analysis view every time that an entry is
posted. To select or clear the Update on Posting field,
you have to use the Enable Update on Posting and
Disable Update on Posting buttons on the Home tab.
This function is not valid for Cash Flow. This means that
if you select Cash Flow Account as the account source
for the analysis view, this field is dimmed and you
cannot select it.
Include Budgets If selected, analysis view budget entries are included

when you update an analysis view.
Updating both analysis view entries and analysis view
budget entries concurrently guarantees that up-to-date
information is used in the comparison of actual and
budgeted figures.
This function is not valid for Cash Flow.
Blocked If selected, the analysis view cannot be updated.

Neither the Update on Posting function nor the
Update Analysis View batch job can be used to
update an analysis view while it is blocked.
Note: The Update on Posting function only updates the analysis view with
G/L entries. To update with budget entries, you must use the Update batch job or
the Update Analysis View batch job.
The Dimensions FastTab contains the four dimensions that you can use as filters
in the Analysis by Dimensions page. These dimensions enable users to
investigate and monitor relationships between entries and the dimension
information attached to them. The amounts are automatically updated when the
Dimension Value with which to filter is entered.
The dimensions entered on the Dimensions FastTab also determine the

dimension combinations that you must consider when you compress the G/L
entries into analysis view entries. G/L Entries with the same compression period
and combination of dimension values for the dimensions on the Dimensions
FastTab are compressed into one entry.

The analysis view can be continually updated with new entries by using the
following methods:
• Click Update on a specific analysis view card.

• Run the Update Analysis Views batch job.
• On the Home tab of the analysis view card, click Enable Update on
Posting to select the Update on Posting check box. Be aware that
automatically updating an analysis view every time that an entry is
posted might create a performance issue.
Add Dimension Value Filters
You can additionally filter the entries used to make the analysis view entries by
using dimension value filters. Setting a dimension value filter establishes that only
entries with the dimension values set in the filter are to be included in an analysis
view.
For example, an analysis view is set up for the purposes of analyzing the sales
activity of a particular salesperson. The Analysis View filter is then used to specify
that only entries with the company-defined dimension called Salesperson and
with the specified dimension value of that specific salesperson can be included in
that analysis view.
To add dimension value filters, follow these steps:
1. On the Analysis View Card page, click the Home tab of the ribbon,
and then click Filter.
2. In the Dimension Code field, enter the dimension to filter.
3. In the Dimension Value Filter field, enter the dimension value to be
included in the analysis view.
4. Repeat steps 2-3 for additional dimension value filters.
5. Click OK to close the Analysis View Filter page.
6. In the ribbon, click Update.
7. Click Yes to update the Analysis View.
8. Click OK to close the Analysis View Card page.
The Update function refreshes the amounts that are displayed when this filter is
applied in the Analysis by Dimensions page.
Analysis by Dimensions Matrix
In the Analysis by Dimensions Matrix page, you can view and analyze amounts
derived from analysis views that are created. The available dimensions also include
period and account.

You can analyze entries from various perspectives by selecting dimensions on
each axis in the matrix. You can also filter entries to create a highly specific picture
of a company's activities.
You run the Analysis by Dimensions Matrix page from the Analysis by
Dimensions page, on which you can specify the layout, dimension filters, and
several options such as time interval.
To access the Analysis by Dimensions page on the General Ledger page, by

click Analysis by Dimensions under Analysis & Reporting, select the relevant
analysis view, and then click Edit Analysis View in the ribbon.
FIGURE 7.20: ANALYSIS BY DIMENSIONS WINDOW

The Analysis by Dimensions page contains the FastTabs—shown in the following
table—that specify the information displayed on the Analysis by Dimensions
Matrix page.
FastTab Description
General Defines which dimensions are used as the columns
and the lines.
Filters Specifies filters for the analysis. This includes Dates,

G/L Accounts, Budgets, and dimension values for
the dimensions set up on the Analysis View card.
This further filters the Analysis View entries that
were created when the analysis was updated.
Options Modifies how the amounts calculated by the

Analysis View Entries are displayed.
Matrix Options Specifies the time period displayed for each line,
and indicates the column heading ranges.
For more information about the fields on these FastTabs, press F1 to access Help.
Note: Information displayed by using the View by option of Day must be

used only if the analysis view entries have a Date Compression of None or Day. For
example, if analysis view entries are compressed by Month for January 2014, when
Day is used, it will appear as if all entries occurred on January 1, 2014.
To move to the Analysis by Dimensions Matrix, click Show Matrix in the

ribbon. The matrix shows lines and columns that are based on the Show as Lines
and Show as Columns fields on the Analysis by Dimensions page. By assigning
dimension to these fields, you can create a report that has very specific analysis
data.

FIGURE 7.21: ANALYSIS BY DIMENSIONS MATRIX WINDOW
In the Analysis by Dimensions Matrix page, notice the following:
• Click any field to display a list of the analysis view entries that make
up the amount in the field.
• Click the Amount field for a specific analysis view entry shows the
source entries that make up this analysis view entry.

Lab 7.4: Create an Analysis View

Scenario
As the accounting manager at CRONUS International Ltd., you must create a new
analysis view for Regional Sales Analysis, with a code of Regional.
Create this analysis view by using the following criteria:
• Compression to occur monthly, starting January 1, 2013.

• Update the analysis view on G/L posting, and include the budgeted
amounts.
• Use the dimension code AREA as a filter dimension.
Update the analysis view after creation, and then review it by Month in the
Analysis by Dimensions Matrix page.
Objectives
This lab reinforces your understanding of the process required to create an

analysis view.
Exercise 1: Create an Analysis View
Task 1: Create the Analysis View
High Level Steps

1. Open the Analysis View Card page.
2. Insert a new analysis view as specified in the scenario.
3. Update the analysis view.
Detailed Steps
To create the analysis view card, follow these steps:
a. In the Search box, type "Analysis Views", and then click the
related link.
b. In the ribbon, click New.
c. In the Code field, type "Regional".
d. In the Name field, type "Regional Sales Analysis".
e. In the Account Source field, enter G/L Account.
f. In the Account Filter field, type "6100..6995".

g. In the Date Compression field, enter Month.
h. In the Starting Date field, type "01/01/13".
i. On the Home tab, click Enable Update on Posting to select
Update on Posting.
j. Select Include Budgets.
k. On the Dimensions FastTab, in the Dimension 1 Code field,
enter Area.
l. On the ribbon, click Update.
m. Click Yes to update the analysis view.
n. Click OK to close the Analysis View Card page.
Task 2: Review the Analysis View
High Level Steps

1. Open the Analysis by Dimensions page, and set filters.
2. Review the results of the Regional Sales analysis view in the matrix.
Detailed Steps
1. Open the Analysis by Dimensions page, and set filters.
2. Review the results of the Regional Sales analysis view in the matrix.
To review the results of the Regional Sales analysis view, follow these steps:
a. In Search box, type "Analysis by Dimensions", and then click the

related link.
b. Click the Regional Sales Analysis line, and then click Edit
Analysis View.
c. In the Show as Lines field, type "AREA".
d. Expand the Matrix Options FastTab.
e. In the View by field, enter Month.
f. On the Home tab, click Show Matrix.

Lab 7.5: Create a Cash Flow Analysis View

Scenario
To mitigate risk, Phyllis – the accounting manager at CRONUS International Ltd. –

asks you to create a report that shows the cash flow by region of sales and
purchases.
You decide to use the analysis views to run this report.
Create this analysis view by using the following criteria:
• The time interval for this report is month.

• The report will be used from January 2014 onward.
• The dimension AREA will be a filter dimension.
Update the analysis view, and review it by region for January 2014.
Exercise 1: Create a Cash Flow Analysis View
Task 1: Create the Analysis View
High Level Steps

Detailed Steps
To create the analysis view card, follow these steps:
a. In the Search box, type "Analysis Views", and then click the
related link.
b. In the ribbon, click New.
c. In the Code field, type "CFTRADEREG".
d. In the Name field, type "Trade cash flow by region".
e. In the Account Source field, enter Cash Flow Account.
f. In the Account Filter field, type "0010..0020|1010..1020".
g. In the Date Compression field, enter Month.
h. In the Starting Date field, type "01/01/14".

i. On the Dimensions FastTab, in the Dimension 1 Code field,
enter Area.
j. On the ribbon, click Update.
k. Click Yes to update the analysis view.
l. Click OK to close the Analysis View Card page.
Task 2: Review the Analysis View
High Level Steps

1. Open the Analysis by Dimensions page and set filters.
2. Review the results of the Trade cash flow by region analysis view in
the matrix.
Detailed Steps
1. Open the Analysis by Dimensions page and set filters.
2. Review the results of the Trade cash flow by region analysis view in
the matrix.
To review the results of the Trade cash flow by region analysis view, follow these
steps:
a. In Search box, type "Analysis by Dimensions", and then click the

related link.
b. Click the Trade cash flow by region line, and then click Edit
Analysis View.
c. Expand the Matrix Options FastTab.
d. In the Show as Columns field, type "AREA".
e. In the View by field, enter Month.
f. On the ribbon, click Show Matrix.

The result looks as follows:
FIGURE 7.22: ANALYSIS BY DIMENSIONS MATRIX WINDOW

Export Analysis Views to Microsoft Excel

Exporting the analysis view to Microsoft Excel enables you to distribute the
dimension information to external parties who do not have access to Microsoft
Dynamics NAV. When you export the analysis view to Excel, Microsoft Dynamics
NAV creates a pivot table in Excel. You can also use the Excel chart functions to
display the analysis view graphically.
Demonstration: Export an Analysis View to Microsoft

Excel
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., is asked

to provide the Revenue analysis view for the fourth quarter of 2013. She exports
the analysis view to Microsoft Excel by using the following criteria:
• Show as Lines: G/L Account

• Show as Columns: Period
• Date Filter: 10/01/13..12/31/13
• Show: Actual Amounts
• Show Amount Field: Amount
• View by: Month
• View as: Net Change
The exported analysis view is used as an example to explain the worksheets.
Demonstration Steps
1. Export the Revenue analysis view to Microsoft Excel.

a. In the Search box, type "Analysis by Dimensions", and then click
the related link.
b. Click the Sales Revenue line.
c. On the ribbon, click Edit Analysis View.
d. On the General FastTab, make sure that the Show as Lines field
is set to G/L Account.
e. Make sure that the Show as Columns field is set to Period.
f. On the Filters FastTab, in the Date Filter field, type
"10/01/13..12/31/13".
g. Expand the Options FastTab, and make sure that the Show field
is set to Actual Amounts and the Show Amount Field field is set
to Amount.
h. On the Matrix Options FastTab, in the View by field, enter
Month.
i. In the View as field, enter Net Change.

j. On the ribbon, click Show Matrix.
k. On the ribbon, click Export to Excel.
l. In the information dialog box, choose the proper server access to
Excel option, and then click OK.
During this process, Microsoft Dynamics NAV performs the following:
o Exports the information to a text file.

o Opens the text file in Microsoft Excel.
o Creates a pivot table that is based on the information in the text
file.
FIGURE 7.23: ANALYSIS VIEW IN MICROSOFT EXCEL PIVOT TABLE

WINDOW
m. When you have finished looking at the pivot table that Microsoft
Excel has generated, save the file to your desktop as an Excel
workbook named Revenue Analysis.

Analysis by Dimension Settings
The number of entries and the information that is included in the text file that is
created when you export to Microsoft Excel depends on the settings in the
Analysis by Dimensions page. The effect of these settings is shown in the
following table.
Field Setting
Account Filter and Filters the number of entries exported based on
Date Filter Account No. or Posting Date.
Business Unit Filter When you use the Export to Excel function in a
consolidated company, you can use this field to
filter the number of entries exported based on
Business Unit code.
Budget Filter Filters the number of analysis view budget

entries exported based on Budget No.
Dimension Filters Filters the number of entries exported based on

the dimensions included in the analysis view.
Show If Variance, Variance%, or Index% is selected, a

warning is displayed because no entries will be
exported. This is because these amount types
are calculated in the page and not recorded on
the analysis view entries.
If Actual Amounts or Budgeted Amounts is
selected, Microsoft Dynamics NAV always
exports both.
Show Amount Field Microsoft Dynamics NAV exports Amount,

Debit Amount, and Credit Amount for actual
amounts and Amount for Budgeted Amounts,
regardless of what is selected in this field. If
Debit Amount or Credit Amount is selected
for Budgeted Amounts, a warning is displayed.
Closing Entries If Include is selected, entries on closing dates

are included in the analysis by dimensions and
therefore exported to Microsoft Excel.
Rounding Factor This field does not affect the information

exported to Microsoft Excel. To round and
format the numeric information, do so in
Microsoft Excel.

Field Setting
Show Amounts in If an additional reporting currency is set up, the
Add. Reporting amounts appearing as Amount, Debit Amount,
Currency Credit Amount, and Budgeted Amount in the
Data Sheet are additional reporting currency
amounts.
If an additional reporting currency is not used,
nothing is exported.
Show Column Name If selected and a dimension code or G/L Account

is selected in the Show as Lines field, the
exported information includes the Name of the
account or dimension value. If Period is selected
in the Show as Lines field, only the date
information is exported.
If clear, only the account No. or dimension value
Code is exported.
Show Opposite Sign If selected, the amounts exported to the lines

will have the sign opposite to the Amount field
on the analysis view entries.
View as • The number of entries exported is also

affected by whether Net Change or
Balance to Date is selected as the amount
type.
• If you use Net Change, all entries within the
date filter are exported.
• If you use Balance to Date, Microsoft
Dynamics NAV ignores the starting date and
exports all entries up to and including the
ending date in the filter.
Microsoft Excel Workbook Overview
The workbook in Microsoft Excel contains three worksheets, in reverse order of

how they appear on the workbook:
• Data sheet
• General information sheet
• Pivot table sheet

Data Sheet
The data sheet can be separated into two main sections:
• The first section contains information from the analysis view entries
and analysis view budget entries.
• The second section contains all the accounts, dimensions, and periods
for which there is no data. If the second section is not included, the
pivot table only includes accounts and dimension values with data.
In the first section, each line in the sheet represents an analysis view entry or
analysis view budget entry. Notice that the settings in the Analysis by
Dimensions page only affect the number of entries exported.
For each entry exported, all data is exported regardless of what was selected as
lines or columns. Therefore, each line usually contains the information in the
following table.
Information Description
Account • The account for the line (a G/L account or a cash flow
Level n account). To display the account hierarchy of Begin-
Total and End-Total accounts in the pivot table,
Microsoft Dynamics NAV must use the grouping
functions in Microsoft Excel. Microsoft Dynamics NAV
uses the Indentation field of a posting account ( G/L
accounts) or entry ( cash flow accounts) to fill in the
Begin-Total account structure to which it belongs. If
there is no hierarchy within the chart of accounts, the
entries are displayed with G/L Account Level 0 only.
• For example, account 6120 is included in the range
that begins with account 6100. Therefore, all data
related to account 6120 is rolled up to account 6105,
and all data related to 6105 is rolled up to account
6100.
• G/L Account Level 0: 6100
Dimension Dimension values can also be hierarchical. The same

Codes principles for hierarchical G/L accounts apply to
hierarchical dimension values. If there is no hierarchy
within the dimension values, the entries are displayed
with dimension code level 0 only.

Information Description
Dates Each Microsoft Excel line has the period information
calculated based on the posting date for the analysis view
entry or analysis view budget entry. The periods include
day, week, month, quarter, year, and accounting period.
If the analysis view entries are compressed by a period
greater than a day, the date calculated for the Day period
is the starting date of the compressed period. It is not the
posting date of the underlying G/L transaction. This is the
same as when you view analysis view entries in the
Analysis by Dimensions page.
Amounts • The amounts displayed are based on the entry types:

• If the Microsoft Excel line relates to an analysis view
entry, the line contains the Amount, Debit Amount,
and Credit Amount from the entry.
• If the Microsoft Excel line relates to an analysis view
budget entry, the line contains the Budgeted Amount
(Amount field) from the entry.
The second section of the data sheet contains all the accounts, dimension values,
and periods without a entries. The exception is the Day period. Regardless of the
compression of the analysis view, the data sheet will only include days with data.
This is to limit the number of lines created in the Microsoft Excel sheet.
General Information Sheet
Microsoft Dynamics NAV records the settings from the Analysis View Card and
the Analysis by Dimensions pages at the time that the analysis view was
exported.
Note: This information is only at the time of export and is not updated for
changes in the pivot table or changes to Microsoft Dynamics NAV.
The sheet displays the contents of the following fields on the Analysis View Card
page:
• Analysis View Code

• Analysis View Name
• G/L Account Filter
• Date Compression
• Starting Date
• Last Date Updated

The sheet displays the contents of the following fields on the Analysis by
Dimensions page:
• Date Filter
• Account Filter
• Budget Filter
• Dimension Filters
• Closing Entries
• Show Opposite Sign
• View as
If any of the filters are empty, they are not displayed on the general information
sheet.
Pivot Table Sheet
Microsoft Dynamics NAV creates pivot fields based on each column of data
exported to the data sheet and forms the pivot table from the pivot fields.
The fields in the Analysis by Dimensions page determine which pivot fields to
use as rows and columns in the pivot table.
Field Setting
Show as Lines The content of this field determines which pivot field is
used as rows in the pivot table.
Show as Columns The content of this field determines which pivot field is
used as columns in the pivot table.
To determine the data pivot fields to display in the pivot table, Microsoft
Dynamics NAV uses the Show and Show Amount Field fields. The actual amount,
debit amount, credit amount, or budgeted amount can be displayed.
Note: Only Actual Amounts and Budgeted Amounts can be shown in the
pivot table. This is because the other amount types are not stored on the analysis
view entries and are not exported. However, calculated fields can be created in the
pivot table to represent Variance, Variance%, and Index% amounts.
Benefits of the Pivot Table
Pivot tables help manipulate data quickly within Microsoft Excel. You can change
the rows, columns, and data displayed in the pivot table in the layout fields.
However, if formatting data in Microsoft Excel, you may be unable to keep the
changes. Therefore, you may want to change the layout in the Analysis by
Dimensions page and re-export the information.

In addition to how quickly you can manipulate data in Microsoft Excel, the pivot
table also includes the following benefits:
• Viewing more than one type of amount. For example, you can include
both actual and budgeted amounts in the pivot table.
• Showing more than one pivot field for each column or row. For
example, the field can show all the G/L account levels for each row or
each AREA by Month in each column.
• Creating calculated pivot fields to compare actual to budgeted
amounts. Exported data is not limited to the pivot fields created by
Microsoft Dynamics NAV.
• Creating a chart linked to the pivot table using a wizard in Microsoft
Excel, allowing the graphical display of dimension analysis. The pivot
table automatically updates changes that were made to the chart
layout.
Limitations to Data Displayed in Pivot Tables
When you export and display information in an Microsoft Excel pivot table, there
are some limitations in the following:
• Totaling accounts and dimensions.

• Begin-Total and End-Total accounts and dimensions.
• Sorting account numbers and numeric dimension values.
• Exporting Balance at Date amounts.
The following sections explain these limitations in detail.
Totaling Accounts and Dimensions
Totaling accounts have no posted entries and are never included in the exported
accounts. If you implement a hierarchical chart of accounts by using Totaling
accounts instead of Begin-Total and End-Total accounts, you can only export
posting accounts.
The same limitation applies with the Totaling dimension values.
Begin-Total and End-Total Accounts and Dimensions
If a hierarchical chart of accounts that uses Begin-Total and End-Total accounts is

exported, show all the account level pivot fields to view the whole chart of
accounts in the pivot table.

Only the Begin-Total accounts are exported. The End-Total account information is
included in the pivot table as a subtotal of the posting accounts assigned to the
Begin-Total account. The pivot table line for the End-Total information has a
description including the Begin-Total account no. and total.
The same rules apply with Begin-Total and End-Total dimension values.
Numeric Sorting Account Numbers and Numeric

Dimension Values
Account numbers that are numeric are always sorted as numbers in Microsoft
Excel.
When a chart of accounts with account numbers of different lengths is exported,

the sorting may be incorrect.
To achieve the correct text sorting, export both the account number and name by
selecting the Show Column Name check box in the Analysis by Dimensions
page.
Exporting Balance at Date Amounts
If you are exporting an analysis with the View as field set to Balance at Date, a
starting date in the Date Filter field is ignored. All analysis view entries before the
ending date in the filter are exported to Microsoft Excel so that the correct
running balance can be displayed in the pivot table.
Hide any balance to date periods in the pivot table as needed.
In addition, if the ending date in the filter is after the date of the last analysis view
entry, the pivot table does not include the periods without data. This is to reduce
the number of entries exported to Microsoft Excel.

Lab 7.6: Export an Analysis View to Microsoft Excel

Scenario
The accounting manager has asked you to create some financial analyses that can
be used for a presentation. The analyses must be easily made into graphs and
include the company's dimension information. All dimension information must
include the name of the dimension so that the board members can understand
the analyses.
You are responsible for the following expense analyses:
• Monthly actual expenses for all departments for the 2013 financial
year.
• Monthly budgeted expenses for all departments for the 2013 financial
year.
Save the exported files as Excel workbooks to your desktop with the following
names:
• 2013 Actual Expenses by Department

• 2013 Budgeted Expenses by Department
Note: Because this analysis view is set up to compress data monthly, enter the
data filter after the View by option is selected.
Exercise 1: Export an Analysis View to Microsoft Excel
Task 1: Create Two Analyses for the Presentation
High Level Steps

1. Open the Analysis by Dimensions page.
2. Set up the header as specified in the scenario for the first analysis.
3. Export the file to Microsoft Excel.
4. Save the file as specified in the scenario, and close Microsoft Excel.
5. In the Analysis by Dimensions page, set up the header as specified
in the scenario for the second analysis.
Detailed Steps
1. Open the Analysis by Dimensions page.
2. Set up the header as specified in the scenario for the first analysis.

5. In the Analysis by Dimensions page, set up the header as specified
in the scenario for the second analysis.
a. In the Search box, type "Analysis by Dimensions", and then click
the related link.
b. Click the Departmental Expenses line, and then click Edit
Analysis View in the ribbon.
c. On the General FastTab, make sure that the Show as Lines field
is set to G/L Account.
d. In the Show as Columns field, enter Department.
e. In the G/L Account Filter field, type "8000..8530".
f. On the Options FastTab, make sure that the Show field is set to
Actual Amounts and the Show Amount Field field is set to
Amount.
g. Select the Show Column Name check box.
h. On the Matrix Options FastTab, in the View by field, enter
Month.
i. In the View as field, enter Net Change.
j. On the Filters FastTab, in the Date Filter field, type
"01/01/13..12/31/13".
k. On the ribbon, click Show Matrix.
Task 2: Export Each Analysis to Microsoft Excel
High Level Steps

Detailed Steps
a. On ribbon, click Export to Excel.
b. In the information dialog box, choose the proper server access to
c. Review the exported file.
d. Click the Office Button, and then click Save As.
e. In the Save in field, select Desktop.
f. In the Save as type field, select Excel Workbook.
g. In the File Name field, type "2013 Actual Expenses by
Department".
h. Click Save.
i. Close Microsoft Excel.
j. Close the Analysis by Dimensions Matrix page.

To create the monthly budgeted expenses for all departments for the 2013
financial year, follow these steps:
a. On the Analysis by Dimensions page for the DEPTEXP analysis

view, make sure that the Date Filter field is set to
01/01/13..12/31/13.
b. In the Budget Filter field, enter 2013.
c. On the Options FastTab, enter Budgeted Amounts in the Show
field.
d. Make sure that Show Amount Field is set to Amount, and that
the Show Column Name check box is selected.
e. On the Matrix Options FastTab, make sure that the View by
field is set to Month, and the View as field is set to Net Change.
f. On the ribbon, click Show Matrix.
g. On the ribbon, click Export to Excel.
h. In the information dialog box, click the proper server access to
i. Review the exported file.
j. Click the Office button, and then click Save As.
k. In the Save in field, select Desktop.
l. In the Save as type field, select Excel Workbook.
m. In the File Name field, type "2013 Budgeted Expenses by
Department".
n. Click Save.
o. Close Microsoft Excel.

Dimension-Based Reports
When you use dimensions, there are two reports that are based on analysis views
that you can print:
• Dimensions – Total Report

• Dimensions – Detail Report
Dimensions – Total Report
The Dimensions - Total report displays a classification of how dimensions were

used on entries over a period. This classification is made by using total amounts.
The report provides an overview of dimension information linked to a particular
analysis view by using sum totals consisting of many entries. Therefore, only totals
for dimensions or dimension combinations included in the selected analysis view
are displayed in the report.
You use this report to analyze how dimensions were used for particular activities
and to gain an overall impression of how dimensions are being used in the
company.
The following table shows the fields that are contained in the Dimensions - Total
request form.
Field Description
Analysis View Code The analysis view the report is to be based
on.
Include Dimensions The dimensions to include in the report.

Only dimensions set up on the selected
analysis view can be included.
At least one dimension must be selected to
generate a report. A default G/L Account
filter will be copied from the Analysis View
card, but can be changed in the Dimension
Selection page.
Column Layout Name The column layout to be used on the report.
Date Filter Filters entries by date, using a particular

date or a time interval.
G/L Budget Name The budget that the report is based on, if
the selected column layout includes budget
figures.

Field Description
Print Empty Lines If selected, the report includes dimensions
and dimension values that have a balance
equal to zero.
Show Amounts in Add. If selected, the amounts on the report are

Reporting Currency shown in the additional reporting currency.
Selecting dimensions on the report involves assigning levels to the dimensions,

therefore creating a hierarchy. No more than four levels can be assigned.
FIGURE 7.24: DIMENSION SELECTION WINDOW
You can filter the report even more by entering specific dimension values in the
Dimension Value Filter field for the dimensions.
Note: There are many things to consider when assigning levels. For example,
if a dimension with many dimension values is placed at a lower level, the report
may be very long. Similarly, if there are many G/L accounts and the G/L accounts
are placed at a low level, the report may also be very long. In this situation, we
recommend that you put the G/L accounts or dimension at a higher level, such as
Level 1.

Demonstration: Generate the Dimensions - Total Report
Scenario: Phyllis, the accounting manager at CRONUS, is reviewing January 2014

revenue entries and wants to see how Area dimensions for G/L accounts were
used. She runs the Dimensions - Total report for the Revenue analysis view, by
using the Default column layout, for January 2014.
To provide a list of the total for each Area dimension value for each G/L account,
the G/L account dimension is assigned as Level 1 and the Area dimension is
assigned as Level 2.
Demonstration Steps
1. Generate the Dimensions – Total report.

a. On the General Ledger page, under Reports, click Dimensions -
Total.
b. In the Analysis View Code field, enter REVENUE.
c. In the Include Dimensions field, click the AssistEdit (...) button.
d. In the Level field for G/L Account, enter Level 1.
e. In the Level field for Area, enter Level 2.
f. Click OK to close the Dimension Selection page.
g. In the Column Layout Name field, enter DEFAULT.
h. In the Date Filter field, type "01/01/14..01/31/14".
i. Click Preview to view the report.
j. Review the report, and then close the Print Preview page.
Dimensions – Detail Report
The Dimensions - Detail report displays a detailed classification of how

dimensions were used on entries over a selected period. The entries shown in the
report are the G/L entries that were used to create analysis view entries for the
selected analysis view. Therefore, only entries with dimensions or dimension
combinations that are included in the selected analysis view are included in the
report.
This report can be used to investigate the following:
• Which activities use which dimensions.

• How individual dimensions are combined with other dimensions on
specific entries.

The fields on the Dimensions - Detail request form resemble those in the
Dimensions - Total report, except that the column layout is not selected, and a
standard format is included in the report. The levels for the dimensions and G/L
accounts are entered in a similar manner to the way that they are entered in the
Dimensions - Total report.
Demonstration: Generate the Dimensions - Detail Report
Scenario: To review the entries that are made up of the Area dimension by G/L
account totals on the Dimensions - Total report, Phyllis, the accounting manager,
runs the Dimensions - Detail report by using similar filtering options.
Demonstration Steps
1. Generate the Dimensions – Detail report.

a. On the General Ledger page, under Reports, click Dimensions -
Detail.
b. In the Analysis View Code field, enter REVENUE.
c. In the Include Dimensions field, click the AssistEdit button.
d. On the Actions menu, click Edit List.
e. In the Level field for G/L Account, enter Level 1.
f. In the Level field for Area, enter Level 2.
g. Click OK to close the Dimension Selection page.
h. In the Date Filter field, type "01/01/14..01/31/14".
i. Click Preview. The report shows the ledger entries separated into
debit and credit entries.
j. Review the report, and then close the Print Preview page.
Cash Flow Dimensions – Detail Report
The Cash Flow Dimensions – Detail report shows a detailed classification of how
dimensions were used on entries over a selected period.
The entries that are shown in the report are linked to a particular cash flow
analysis view. Therefore, only entries with dimensions or dimension combinations
that are included in the analysis view that you have selected are included in the
report. You can use the report to investigate which activities use which
dimensions, and how individual dimensions are combined with other dimensions
on specific entries.
You can define what is included in the report by filling the fields on the Options
FastTab.

Demonstration: Generate the Cash Flow Dimensions –
Detail Report
Scenario: Phyllis, the accounting manager at CRONUS, is reviewing January 2014

cash flow entries and wants to see how Area dimensions for cash flow accounts
were used. She runs the Cash Flow Dimensions - Detail report for the
CASHFLOW analysis view for January 2014.
To provide a listing of the total for each Area dimension value for each G/L
account, the G/L account dimension is assigned as Level 1 and the Area dimension
is assigned as Level 2.
Demonstration Steps
1. Generate the Cash Flow Dimensions – Detail report.

a. In the Search box, type "Cash Flow Dimensions – Detail", and
then click the related link.
b. In the Analysis View Code field, enter CASHFLOW.
c. In the Include Dimensions field, click the AssistEdit button.
d. In the Level field for G/L Account, enter Level 1.
e. In the Level field for Area, enter Level 2.
f. Click OK to close the Dimension Selection page.
g. In the Date Filter field, type "01/01/14..01/31/14".
h. Click Preview to view the report.
i. Review the report, and then close the Print Preview page.
Combine Analysis Views with Account Schedules

If you want to use dimensions other than the two global ones in an account
schedule, you can assign an existing analysis view to an account schedule. By
doing this, you can use up to four dimensions in an account schedule. Assigning
an analysis view changes the entries used to create the amounts in the account
schedule from G/L entries to analysis view entries.
If you link an analysis view to an account schedule, you can filter amounts in rows
by using the Dimensions Totaling fields in the Account Schedule page.
By assigning an analysis view to a column layout, you have the same filter ability,
but then on a column level.
Note: If you set up a column layout with an analysis view, and you apply a
dimension filter in the column layout, then you can only use that column layout
with an account schedule that has the same analysis view assigned.

Assign an Analysis View to an Account Schedule or
Column Layout
To assign an analysis view to an account schedule, follow these steps:
related link.
2. In the Analysis View Name field for the relevant account schedule,
enter the analysis view to be assigned to this account schedule.
3. Click OK to close the Account Schedule Names page.
To assign an analysis view to a column layout, follow these steps:
related link.
2. In the ribbon, click Edit Column Layout Setup.
3. In the Name field click the drop-down to open the Column Layout
Names page.
4. In the Analysis View Name field for the relevant column layout,
enter the analysis view to be assigned to this account schedule.
5. Click OK to close the Column Layout Names page.
Verify Changes After Combining Analysis Views with

Account Schedules
To verify changes to the entries by using analysis views, follow these steps:
1. On the Account Schedule Names page, click the Revenues line.

2. Notice that it contains the REVENUE analysis view.
3. On the ribbon, click Overview.
4. On the header, in the View by field, enter Month.
5. On Row No. 12, click the Net Change field. The Chart of Accs.
(Analysis View) page opens, displaying balances for the account.
6. Click the Net Change field. The Analysis View Entries page opens,
displaying the analysis view entries that make up the Net Change.
7. Press ESC to return to the Account Schedule Names page.

8. On the Revenue line, clear the Analysis View Name field.
9. On the ribbon, click Overview.
10. On the header, in the View by field, enter Month.
11. On Row No. 12, click the Net Change field. The Chart of Accounts
(G/L) page opens, displaying balances for the account.
12. Click the Net Change field. The General Ledger Entries page opens,
displaying the G/L entries that make up the Net Change.
13. Close the open pages.

Lab 7.7: Combine an Analysis View with an Account

Schedule
Scenario
The current REVENUES account schedule shows revenue by area. You must modify
this account schedule to include revenue for the same accounts by large, medium,
and small customers.
To achieve this, modify the existing account schedule as follows:
• Assign the CUSTOMER analysis view.

• Insert three customer lines after the area rows in the account
schedule. Use a similar setup as that for the area rows, except filter on
customer groups.
• Insert blank lines to separate the groups and final total.
It is helpful to show the Customergroup Totaling Code field on the Account

Schedule page.
After you complete the setup, preview the Acc. Schedule Overview Matrix page
for the January 2014 period.
Objectives
This lab reinforces your understanding of the process required to combine an

analysis view with an account schedule.
Exercise 1: Combine an Analysis View with an Account

Schedule
Task 1: Modify the Revenue Account Schedule
High Level Steps

1. Open the Account Schedule Names page, and assign the analysis
view as specified in the scenario.
2. Open the Account Schedule page, and show the Customergroup
Code Totaling field.
3. Insert the three customer group lines as specified in the scenario.
4. Insert the blank lines as specified in the scenario.

Detailed Steps
1. Open the Account Schedule Names page, and assign the analysis
view as specified in the scenario.
2. Open the Account Schedule page, and show the Customergroup
Code Totaling field.
3. Insert the three customer group lines as specified in the scenario.
4. Insert the blank lines as specified in the scenario.
related link.
b. In the Analysis View Name field for the Revenue account
schedule, enter CUSTOMER.
c. On the ribbon, click Edit Account Schedule.
d. If the Customergroup Code Totaling column is not displayed in
the Revenues Account Schedule, use the Choose Columns
function to add the Customergroup Code Totaling column.
Make sure that you are still in the Revenue account schedule after
you display this column.
e. In the Account Schedule page, right-click the Revenue, Total
row and then select New Line.
f. In the Description field, type "Revenue Large Customers, Total".
g. In the Totaling field, type the same G/L account filter from the
field above.
h. In the Customergroup Code Totaling field, enter Large.
i. Click OK to close the Dimension Value List page.
j. Right-click the next line, and then select New Line.
k. In the Description field, type "Revenue Medium Customers,
Total".
l. In the Totaling field, type the same G/L account filter from the
field above.
m. In the Customergroup Code Totaling field, enter Medium.
n. Click OK to close the Dimension Value List page.
o. Right-click the next line, and then select New Line.
p. In the Description field, type "Revenue Small Customers, Total".
q. In the Totaling field, type the same G/L account filter from the
field above.
r. In the Customergroup Code Totaling field, enter Small.
s. Click OK to close the Dimension Value List page.
t. Right-click the Revenue Large Customers, Total line, select
New Line, and then press ENTER to insert a blank line.
u. Right-click the Revenue, Total line, select New Line, and then
press ENTER to insert a blank line.

Task 2: Preview the Changes in the Acc. Schedule Overview Matrix
Page
High Level Steps

1. Open the Acc. Schedule Overview page, and set filters.
2. Review the changes in the matrix view.
Detailed Steps
1. Open the Acc. Schedule Overview page, and set filters.
2. Review the changes in the matrix view.
a. On the ribbon, click Overview.
b. On the header, in the View by field, enter Month.

Finance Performance Charts

In Microsoft Dynamics NAV 2013 you can use the following two types of charts to
graphically display data:
• Generic charts – Can be set up for every table.

• Specific charts – Are based on specific tables, such as the account
schedules and analysis reports.
One of the specific chart types available in Microsoft Dynamics NAV 2013 is the
finance performance chart.
The finance performance chart shows financial performance indicators based on

account schedule values. This enables you to combine financial figures in multiple
ways to analyze performance and see trends in different graphical views.
This window in the role center functions as a chart holder for all the financial
performance indicators that you generate from your account schedule values. You
can select from a list of predefined finance charts by clicking Select Chart and
then select from the list in the Account Schedule Chart List window. You can
edit existing charts or create new charts by combining account schedule columns
and rows in many ways and displayed with different chart types.
The x-axis of the chart can be based on either account schedule columns, account
schedule rows, or a period as defined by a date interval and period length.
The calculated account schedule values are displayed in LCY along the y-axis.
When you select a graphical element, the source window, such as the Account
Schedule window, opens. From there, you can drill down to, for example, the
ledger entries that resulted from the transactions that are represented by the
graphical element in question.
Note: The Finance Performance chart is available in the following role

centers:
• Accounting Manager
• President
• President – Small Business

Demonstration: Finance Performance Chart
Scenario: Phyllis, the accounting manager at CRONUS International Ltd., uses the
REVENUE account schedule, combined with the REVENUE analysis view, to analyze
and compare the EU and non-EU sales. She now wants to create a Finance
Performance chart in her role center that gives her a graphical overview of this
analysis.
She creates a column chart type that shows the monthly actual sales against the
monthly budgeted sales, and then for EU and non-EU.
She sets up the chart to display the period November 2013 to January 2014 by
month.
Note: To perform this demonstration, it is advised that you use the

ACCOUNTING MANAGER role center.
Demonstration Steps
1. Create the account schedule chart REVENUE.

a. In the ACCOUNTING MANAGER role center, click the
Application menu > Customize > Customize This Page.
b. In the Available Parts section, click Finance Performance, and
then click Add.
c. Click Move Left to move the part to the left side of the role
center.
d. Click OK.
e. In the ACCOUNTING MANAGER role center, in the Finance
Performance part, click Select Chart to open the Account
Schedule Chart list.
f. On the ribbon, click New.
g. In the Name field, enter REVENUE.
h. In the Account Schedule Name field, enter REVENUE.
i. In the Column Layout Name field, enter BUDGANALYS.
j. In the Base X-Axis on field, enter Period.
k. In the Start Date field, enter 11/01/13.
l. In the Period Length field, enter Month.
m. In the No. of Periods field, enter 3.
To define the chart type and the columns to display, you have to select measures
for the chart.

To select measures for the chart, follow these steps:
a. Click the Measures (Y-Axis) FastTab.

b. On the Measures (Y-Axis) FastTab, click Edit.
c. Clear the fields that have the value Column.
d. For the Revenue Area 10..30, Total line, in the Net Change
column, enter Column.
e. For the Revenue Area 10..30, Total line, in the Budget column,
enter Column.
f. For the Revenue Area 40..85, Total line, in the Net Change
g. For the Revenue Area 40..85, Total line, in the Budget column,
enter Column.
h. For the Revenue, no Area code, Total line, in the Net Change
i. For the Revenue, no Area code, Total line, in the Budget column,
enter Column.
FIGURE 7.25: ACC. SCHEDULE MATRIX WINDOW

j. Click OK.
k. Click OK.
l. Click OK.

You can now see the chart in your role center. If you rest the mouse pointer on
the columns, you see information on each column displayed.
FIGURE 7.26: ROLE CENTER ACCOUNTING MANAGER WINDOW
If you click one of the columns, you see an overview of the entries, represented by
that column.
Note: Account schedule line descriptions should be unique to have the data
displayed in the chart.

Module Review
Microsoft Dynamics NAV contains a wealth of business data that is ready to be

turned into business intelligence. The dimensions available in Microsoft Dynamics
NAV provide companies with an effective method of analyzing their financial
information. By using analysis views, companies can benefit even more by
accessing financial and budget information based on specific G/L criteria.
Together, dimensions and analysis views enable companies to analyze trends and
compare various characteristics across a range of entries. Through Microsoft
Dynamics NAV internal reporting and analysis tools—such as the chart of
accounts, account schedules, and Excel—users can identify, organize, and share
information that is needed for making strategic business decisions.
Test Your Knowledge
1. Which of the following statements is true about budgets and analysis views?
( ) Budgets cannot be used in analysis views
( ) The Update on Posting option does not work with budgets.
( ) By default, budgets are included in an analysis view.
( ) You have to assign a budget name in the analysis view card.
2. How many dimensions can you assign to an analysis view?
( )4
( )2
( )8
( ) Unlimited
3. If you want to use dimensions other than the two global ones in an account
schedule, what do you have to do?
( ) Assign the dimensions in the Account Schedule Matrix page.
( ) Set up Account Schedule Dimensions.

( ) Set up an analysis view with the required dimensions, and assign it to
an account schedule.
( ) Nothing. By default all the dimensions are available in an account

schedule.
4. If you want to export an analysis view to Microsoft Excel, from which page do
you run the Export to Excel function?
( ) Analysis View page
( ) Account by Dimensions page
( ) Analysis by Dimensions Matrix page
( ) Account Schedule page
5. Which of the following statements about totaling accounts and dimensions is

true?
( ) You can include them in the exported accounts by selecting the field
on the Options FastTab.
( ) They have no posted entries and are never included in the exported
accounts.
( ) You can display them as values in the exported data but cannot
include the underlying formula.
( ) You can display them as values in the exported data and include the
underlying formula.


Create a Cash Flow Account Schedule
1. Which of the following are the steps to create an Account Schedule?
( ) Create a Name, create Rows (lines), and select the Overview
( ) Create Rows (lines), create Columns, and select the Overview
( ) Create a Name, create Columns, and select the Overview
(√) Create a Name, create Rows (lines), and create Columns
2. When you define an Account Schedule, the Row Type field in the row
definition and the Column Type field in the Column Layout must be
compatible. Which of the following is an example of an incompatible
selection?
( ) A Row Type of Net Change and a Column Type of Net Change
( ) A Row Type of Balance at Date and a Column Type of Beginning

Balance
(√) A Row Type of Beginning Balance and a Column Type of Net Change
( ) A Row Type of Balance at Date and a Column Type of Balance at Date
3. Which of the following analysis pages do you use to review the total G/L
entries for a single account over several time periods?
(√) G/L Account Balance
( ) G/L Balance
( ) Detail Trial Balance
( ) Acc. Schedule Overview
4. When you export an account schedule to Excel, which of the following two
options are available?
( ) Add entries / Replace entries
(√) Create Workbook / Update Workbook
( ) Create Workbook / Replace Workbook
( ) New Workbook / Existing Workbook

5. Which of the following is not a Totaling Type option in the Account
Schedule page?
( ) Cash Flow Total Accounts
( ) Cost Type
( ) Total Accounts
(√) Cost Type Entry Account
1. Which of the following statements is true about budgets and analysis views?
( ) Budgets cannot be used in analysis views
(√) The Update on Posting option does not work with budgets.
( ) By default, budgets are included in an analysis view.
( ) You have to assign a budget name in the analysis view card.
2. How many dimensions can you assign to an analysis view?
(√) 4
( )2
( )8
( ) Unlimited
3. If you want to use dimensions other than the two global ones in an account
schedule, what do you have to do?
( ) Assign the dimensions in the Account Schedule Matrix page.
( ) Set up Account Schedule Dimensions.
(√) Set up an analysis view with the required dimensions, and assign it to
an account schedule.
( ) Nothing. By default all the dimensions are available in an account

schedule.

4. If you want to export an analysis view to Microsoft Excel, from which page do
you run the Export to Excel function?
( ) Analysis View page
( ) Account by Dimensions page
(√) Analysis by Dimensions Matrix page
( ) Account Schedule page
5. Which of the following statements about totaling accounts and dimensions is

true?
( ) You can include them in the exported accounts by selecting the field
on the Options FastTab.
(√) They have no posted entries and are never included in the exported
accounts.
( ) You can display them as values in the exported data but cannot
include the underlying formula.
( ) You can display them as values in the exported data and include the
underlying formula.


MODULE 8: XBRL
Module Overview
eXtensible Business Reporting Language, or XBRL, is an XML-based language for
tagging financial data. It enables businesses to efficiently and accurately process
and share data. The XBRL initiative enables global financial reporting by many ERP
software companies and international accounting organizations. The goal of the
initiative is to provide a standard for the uniform reporting of financial
information for banks, investors, and government authorities. Such business
reporting can include the following:
1. Financial statements.
2. Financial information.
3. Non-financial information.
4. Regulatory filings, such as annual and quarterly financial statements
and taxes.
o Microsoft Dynamics® NAV enables companies to share data in
XBRL and take advantage of the flexibility and automation it
provides for both collecting and sharing data. In addition,
companies must know how to do the following:
o Import an XBRL taxonomy.
o Attach relevant linkbases that apply rules for reading the XBRL.
o Enter line definitions that identify the types of data, such as
general ledger, comments, or descriptions.
o Export an instance document.
Objectives
The objectives are:
• Explain the terminology associated with XBRL.

• Explain how to import and update taxonomies.
• Explain how to attach, update, and apply linkbases to taxonomies.
• Describe pages that are related to XBRL lines, and explain how to
enter XBRL line definitions
• Demonstrate how to export an instance document.

XBRL Terminology
The following definitions cover the basic concepts of XBRL:
• An XBRL Instance document is a business report, such as a financial

statement, prepared to the XBRL specification. The meaning of the
values in the instance document is explained by the taxonomy.
• The XBRL Schema are the core low-level components of XBRL. The
schema are the physical XML Schema Definition (XSD) and Document
Type Definition (DTD) files that express how instance documents and
taxonomies are to be built.
• The XBRL Specification explains what XBRL is and how to build XBRL
instance documents and XBRL taxonomies. The XBRL Specification
explains XBRL in technical terms and is intended for a technical
audience.
• An XBRL Taxonomy is a vocabulary or dictionary created by a group
or organization that is compliant with the XBRL Specification to
exchange business information.
For more information about XBRL, refer to the website at www.xbrl.org .
XBRL Specifications and Taxonomies

The XBRL organization released Specification 2.1 - Final in April 2008. Microsoft
Dynamics NAV complies with Specification 2.1, although it still works with
taxonomies that were prepared according to Specifications 2.0 and 1.0.
In this lesson, a new taxonomy is imported into Microsoft Dynamics NAV and then
reviewed. In addition, this lesson includes information on updating existing
taxonomies.
Note: The CRONUS International Ltd. demonstration database contains the

IAS XBRL Spec. 2 taxonomy.
Demonstration: Import a Taxonomy
Scenario: A new IAS taxonomy must be imported into Microsoft Dynamics NAV.
This taxonomy includes four linkbases that are automatically attached to the
schema, and the linkbases are applied during the import process.
After Phyllis, the accounting manager at CRONUS International Ltd., finishes the
import, she reviews the imported lines.

Module 8: XBRL
Note: The XBRL IAS Taxonomy files that you must have to complete this
lesson are located on the desktop of the training image in the Business Intelligence
folder within the Training Documents folder.
Demonstration Steps
1. Import the IAS taxonomy.

b. Click Financial Management > General Ledger > XBRL
Taxonomies.
c. Click New to create a new taxonomy.
d. In the Name field, type "IAS New".
e. In the Description field, type "IAS New, Spec. 2".
f. On the Home tab, click Schemas.
g. On the Home tab, click Import.
h. Browse to the folder where the XBRL IAS Taxonomy file was
extracted.
i. Click the IAS_Cronus.xsd file, and then click Open.
j. In the Import dialog box select the label.xml file, and then click
Open.
k. In the Import dialog box select the reference.xml file, and then
click Open.
l. In the Import dialog box select the presentation.xml file, and
then click Open.
m. In the Import dialog box select the calculation.xml file, and then
click Open.
The import may take several minutes. During this process, the schema is imported
and the relevant linkbases are attached. Linkbases must be attached before the
program uses the taxonomy.

2. Verify that the taxonomy was imported and that the linkbases are
applied
a. On the XBRL Schemas page, on the Home tab, click Linkbases.
b. Notice that four linkbases were imported: Label, Reference,
Presentation, and Calculation
FIGURE 8.1: XBRL TAXONOMY – SCHEMAS – LINKBASES WINDOW

c. Click OK to close the XBRL Linkbases page.
d. Click OK to close the XBRL Schemas page.
e. On the XBRL Taxonomies page, make sure that the line for IAS
NEW is selected.
f. On the Home tab, click Lines. The XBRL Taxonomy Lines page
opens.
g. Expand the Primary Financial Statements line by clicking the
plus sign (+).
h. Expand the Balance Sheet line.
i. Expand the Assets line.
j. Expand the Current Assets line.
k. Locate the Trade and Other Receivables (Current) line.
l. Click OK to close the XBRL Taxonomies page

Module 8: XBRL
The labels, source types, and information from the linkbases were successfully
imported. These terms are described in the "XBRL Taxonomy Lines Overview"
lesson
Procedure: Update a Taxonomy
Occasionally, a taxonomy will change and must be updated. Microsoft Dynamics

NAV lets users update only the changed lines. Therefore, not all the definitions
must be entered every time.
To update a taxonomy, follow these steps:

2. Click Financial Management > General Ledger > XBRL
Taxonomies.
3. Select the taxonomy that requires the update.
4. On the Home tab, click Schemas.
5. If it is necessary, select the relevant record in the XBRL Schemas
page.
6. On the Home tab, click Import.
7. In the Import dialog box, select the file name of the updated
taxonomy schema file.
8. Click Open.
9. Click Yes to replace the existing schema.
10. Import the linkbases as described in the "Import a Taxonomy"
demonstration.
The taxonomy is updated.
Work with Linkbases

Linkbases are the XML files that contain information that enables a taxonomy to
be presented in a readable, usable format.
As the demonstration of importing a taxonomy noted, Microsoft Dynamics NAV

uses four types of linkbases:
• Label: Manages the text associated with taxonomy elements in

various languages.
• Presentation: Puts the labels into usable order.
• Calculation: Assigns the calculation relations between the presented
labels.
• Reference: Shows the information that is provided by the taxonomy
provider.

Linkbases must be attached to a taxonomy to make the information appear
correctly. Typically, linkbases are attached automatically when a taxonomy is
imported. There may be times when additional linkbases must be imported.
Note: Specification 1 taxonomies do not require the attachment of linkbases.

Microsoft Dynamics NAV uses a Specification 2 taxonomy.
Procedure: Attach a Linkbase
If a linkbase did not get attached during the taxonomy import, or a new linkbase
is received—such as, a label linkbase in another language—a new XBRL linkbase
can be created and applied to the taxonomy.
To attach a linkbase to a taxonomy, follow these steps:

Taxonomies.
3. Select the taxonomy to attach linkbases.
5. On the Home tab, click Linkbases.
6. Click New to add a new line.
7. In the Type field, enter the relevant linkbase type.
8. In the Description field, type a short description of the linkbase to be
imported.
9. On the Navigate tab, click Import.
10. In the Import dialog box, select the relevant linkbase file.
11. Click Open.
12. Click Yes to apply the linkbase to the taxonomy or No to apply the
linkbase to the taxonomy later.
13. After the file is imported—regardless of whether the file was
applied—the XML File Imported check box is selected.
14. Click OK to close the XBRL Linkbases page.
15. Click OK to close the XBRL Schemas page.
16. Click OK to close the XBRL Taxonomies page.
Note: Linkbase files typically contain the words label, presentation,

calculation, or reference, but this may not always be the case. See the
documentation that accompanies the taxonomy to review the file names. Linkbase
files typically end in .xml.

Module 8: XBRL
Procedure: Update a Linkbase
When a taxonomy changes, the current taxonomy must be updated accordingly.

The reason for the update can be an altered linkbase or a new linkbase. After you
update the taxonomy, you must map the lines for the changed or new lines.
To update a linkbase that has changed, follow these steps:

Taxonomies.
6. Select the relevant record in the XBRL Linkbase page.
7. On the Navigate tab, click Import.
8. In the Import dialog box, select the file name of the updated
taxonomy linkbase file.
9. Click Open.
10. Click Yes to replace the existing linkbase.
11. Click Yes to apply the linkbase to the taxonomy or No to apply the
linkbase to the taxonomy later. The linkbase is updated.
Procedure: Apply a Linkbase
Applying a linkbase can be time consuming. So instead of applying the linkbases

individually right after the import, wait until all linkbases are imported and then
apply them at the same time.
To apply a specific linkbase, follow these steps:

Taxonomies.
6. Select the linkbase to apply to the taxonomy.
7. On the Actions tab, click Apply to Taxonomy.
8. Click Yes to apply the linkbase to the selected taxonomy.

9. To apply all linkbases to a taxonomy, follow the previous steps, but
rather than select a single linkbase to apply to a taxonomy, select all
linkbases.
Enter XBRL Line Definitions

After importing or updating a schema, the lines must be supplied with the
information that corresponds to the line types, such as comments or descriptions,
G/L accounts, or constants. In addition, irrelevant lines can be marked as Not
Applicable and will not be exported with the XBRL instance document.
Note: The mapping to the Chart of Accounts is the same for both
Specification 1 and Specification 2 taxonomies. The difference is that Specification 1
taxonomies do not require the import of linkbases to enable you to view the XBRL
Taxonomy Lines page.
XBRL Taxonomy Lines Overview
The XBRL Taxonomy Lines page:
• Is similar in structure to a chart of accounts or an account statement,

depending on taxonomy and report selected.
• Contains the labels, source types, and information imported from the
linkbases.
To open the XBRL Taxonomy Lines page, follow these steps:

Taxonomies.
3. Select taxonomy IAS New.
4. On the Home tab, click Lines.

Module 8: XBRL
FIGURE 8.2: XBRL TAXONOMY LINES WINDOW

5. Expand the General FastTab. The following fields are available:
o Taxonomy Name – Identifies the current taxonomy.
o Label Language – Indicates the taxonomy’s language. Used for
taxonomies that have various language versions. Other languages
are active only if label linkbases are imported in other languages
for a particular taxonomy.
6. In the bottom of the XBRL Taxonomy Lines page, the following

fields are available:
o Source Type – This information is provided in the Calculations
linkbase but can be changed. The options are as follows:
 Not Applicable – Prevents a line from being exported to
the XML document.
 Rollup – Indicates that the line is a rollup of other lines.
Enter the XBRL lines that will be rolled up into this line by
clicking Rollups on the Home tab in the ribbon.
 Constant – When selected, requires a fixed amount to be
entered in the Constant Amount field. This option can
be used to express several shares, for example.

 General Ledger – Indicates that the information on the
line comes from the general ledger. After mapping to the
appropriate accounts in the chart of accounts, the G/L
Map Lines check box is selected.
 Notes – Indicates that there are notes that will be
exported together with the instance document. If there is
a note, the Notes check box is selected.
 Description – Used to export a short description for the
line.
 Tuple – Represents several related lines. The related lines
are listed below this line and are indented.
o Constant Amount – Indicates fixed amount information such as

number of employees. Used with the Source Type of Constant.
o Information – When selected, indicates a message was imported
with the taxonomy. This may be any information that the
taxonomy provides. To view the information, click Information
on the Home tab in the ribbon.
o Reference – When selected, indicates that the Comment table
contains a reference to official material relevant to the line. The
reference was imported from the reference linkbase when the
taxonomy was imported. To view the reference, click Reference
on the Home tab in the ribbon.
o Notes – When selected, indicates that a note is entered for the
line that must be exported with the financial information. To add
a note, click Notes on the Home tab in the ribbon.
o G/L Map Lines – When selected, indicates this line is mapped to
the chart of accounts.
o Rollup – When selected, indicates this line has records in the
Rollup Line table. This data was imported when the taxonomy
was imported. The contents of this field cannot be changed or
deleted.
o Description – Enter a description on this line and select Source
Type Description for the text to export with the financial
information.
o Name – The XBRL Line table contains all the definitions that
exist in a given taxonomy. From this table, assign what
information is to be exported in XML format and how it will be
exported. The export file that is created is called an instance
document.

Module 8: XBRL
XBRL G/L Map Lines Overview
The XBRL G/L Map Lines page is used to select which general ledger accounts
Microsoft Dynamics NAV must use to calculate the amount that will be exported
for each relevant line.
To open the XBRL G/L Map Lines page, follow these steps:
1. On the XBRL Taxonomy Lines page, select a line with Source Type
General Ledger.
2. On the Home tab, click G/L Map Lines.
FIGURE 8.3: XBRL G/L MAP LINES WINDOW
3. The following fields are available:

o G/L Account Filter – Indicates the G/L account(s) that will be
used to generate the exported data that is contained in the
instance document. Only Posting accounts are used. Individual or
multiple accounts can be entered.
o Business Unit and Global Dimensions Filters – Defines business
units or dimensions to be used to generate the exported data
that is contained in the instance document.

o Timeframe Type – Determines, together with the starting date,
period length, and number of periods, what date range will be
applied to the general ledger data exported for this line. The
 Net Change – Used if the total amount changes from the
beginning of the period through the period ending date.
 Beginning Balance – Used if the calculated amount is
based on the balance from the start of the period to the
period ending date.
 Ending Balance – Used if the calculated amount is based
on the balance as of the period ending date.
o Amount Type – Determines which general ledger entries are

included in the total calculated for export to the instance
document. The options are as follows:
 Net Amount – Used to include both credit and debit
entries in the amount.
 Debits Only – Used to include only debit entries in the
amount.
 Credits Only – Used to include only credit entries in the
amount.
o Normal Balance – Determines how the balance is handled

during calculation. It enables balances consistent with the Normal
Balance type to be exported as positive values. The options are as
follows:
 Debit (positive)
 Credit (negative)
For example, if the instance document must contain positive numbers, all G/L
Accounts that have a typical credit balance must have Credit (negative) selected
for this field.
Demonstration: Map the Taxonomy to the Chart of

Accounts
Scenario: Now that the IAS taxonomy is imported, the sum of the ending
balances of both Domestic and Foreign Customer Accounts are mapped in the
general ledger to the XBRL line labeled Trade Receivables, Gross, and Current.
After mapping the taxonomy, Phyllis runs the XBRL Mapping of G/L Accounts
report to validate XBRL setup.

Module 8: XBRL
Demonstration Steps
1. Map XBRL Lines to G/L Accounts.

Taxonomies.
c. Select the taxonomy IAS NEW.
d. On the Home tab, click Lines.
e. Expand the Primary Financial Statements line by clicking the
plus sign (+).
f. Expand the Balance Sheet line.
g. Expand the Assets line.
h. Locate and expand the Current Assets line.
i. Select the Trade and Other Receivables (Current) line.
j. On the Home tab, click G/L Map Lines. The XBRL G/L Map
Lines page opens.
k. In the G/L Account Filter field, type "2310..2320" to include the
Domestic and Foreign Customer accounts.
l. In the Timeframe Type field, enter Ending Balance.
m. Make sure that the Amount Type field is set to Net Amount.
n. Make sure that the Normal Balance field is set to Debit
(positive).
o. Click OK to close the XBRL G/L Map Lines page.
p. Click F5 to refresh the XBRL taxonomy lines.
The G/L Map Lines field on the Trade and Other Receivables (Current) line is
set to Yes. This indicates that the taxonomy line is mapped to the general ledger.
You should be aware that you may have to refresh the page to view this change.
2. Run the XBRL Mapping to G/L Accounts report to verify the

mapping on the IAS NEW taxonomy.
Mapping of G/L Accounts (under Reports – Miscellaneous).
c. In the Name filter field, enter IAS NEW.
d. Click Preview to review and verify the mapped account
information. The report opens with XBRL mapping displayed.
e. Close the Print Preview page.

Procedure: Copy XBRL Line Setup
Users can copy line setup from one taxonomy to another. For example, a bank
may base its taxonomy on the IAS Specification 2 taxonomy. This is already
mapped to the general ledger. Therefore, to save time, the setup is copied instead
of re-mapped.
To copy the line setup from one taxonomy to another, follow these steps:

Taxonomies.
3. Click the taxonomy to copy the setup to.
4. On the Home tab, click Lines.
5. On the Home tab, click Copy XBRL Setup.
6. The XBRL Copy Setup page opens with the To Taxonomy Name
field automatically populated with the current taxonomy.
7. In the From Taxonomy Name field, enter the taxonomy to copy
setup from.
8. Click OK to copy the setup information.
9. Click OK to close the XBRL Taxonomy Lines page.
Note: We strongly recommend that you copy only within a specification, for
example, from one Specification 2 taxonomy to another, and not across
specifications.
Export the XBRL Lines

The purpose of defining the XBRL lines is to create and export an XBRL instance
document. This document provides the required financial reporting information in
an XML file format. Preview this information in a report before exporting to the
requestor.
Demonstration: Preview and Export the instance

document
Scenario: Now that Phyllis has mapped the IAS NEW taxonomy, she must preview
and export the instance document.

Module 8: XBRL
To preview and export the instance document, follow these steps:
1. On the General Ledger page, under XBRL Reporting, click XBRL

Spec. 2 instance document.
2. In the XBRL Taxonomy Name field, enter IAS NEW.
3. In the Label Language field, enter en.
4. Select the Create File check box to create a report.
5. In the Starting Date field, enter 01/01/10.
6. In the No. of Periods field, type "2".
7. In the Period Length field, type "1Y".
8. Make sure that the Closing Entries is set to Include.
9. Select the Document Complete check box.
10. On the XBRL Taxonomy Line FastTab, filter on business units and
global dimensions, as needed.
11. Click Preview to preview the report.
12. Save the XML document to the desktop. The saved XML file can be
sent to the reporting authorities.
13. When you receive the message that a file was created, click OK. The
XBRL Document report is created, displaying lines from the
designated time period and reflecting the filters that you set.
14. Review the report, and then close the Print Preview page.
Demonstration: Preview and Export the XBRL Lines
Scenario: Now that Phyllis has mapped the IAS NEW taxonomy, she must preview
and export the instance document.
Demonstration Steps
1. Preview and export the instance document.

b. Click Financial Management > General Ledger > XBRL Spec. 2
instance document.
c. In the XBRL Taxonomy Name field, enter IAS NEW.
d. In the Label Language field, enter en.
e. Select the Create File check box to create a report.
g. In the No. of Periods field, type "2".
h. In the Period Length field, type "1Y".
i. Make sure that the Closing Entries is set to Include.

j. Select the Document Complete check box.
k. On the XBRL Taxonomy Line FastTab, filter on business units
and global dimensions, as needed.
l. Click Preview to preview the report.
m. Save the XML document to the desktop. The saved XML file can
be sent to the reporting authorities.
n. When you receive the message that the file was created, click OK.
The XBRL Document report is created, displaying lines from the
designated time period and reflecting the filters that you set.
o. Review the report, and then close the Print Preview page.

Module 8: XBRL
Lab 8.1: Annual Reporting with XBRL

Scenario
Tax and Finance authorities have requested that CRONUS provide information
about its assets and liabilities for 2014 by using the IAS - XBRL Spec. 2 taxonomy.
To provide this information, map to the following Asset and Liability accounts in
your general ledger.
Taxonomy Label CRONUS G/L Timeframe Amount Normal

Accounts Type Type Balance
Assets
Property, Plant and 1003..1999 Ending Net Debit

Equipment Balance Amount (positive)
Inventories 2110..2180 Ending Net Debit

Balance Amount (positive)
Trade and Other 2310..2340 Ending Net Debit

Receivables (Current) Balance Amount (positive)
Cash and Cash 2910..2940 Ending Net Debit

Equivalents Balance Amount (positive)
Liabilities
Issued Capital and 3110..3120 Ending Net Credit

Reserves Balance Amount (negative)
Interest Bearing 5110..5120 Ending Net Credit

Borrowings (Non Balance Amount (negative)
Current)
Trade and Other 5410..5425 Ending Net Credit

Payables (Current) Balance Amount (negative)
After mapping the accounts, preview a report to send to the Stock Exchange
based on the following criteria:
• Only mapped assets and liabilities starting in January 2009.

• Two periods for one year.
• Include Closing Entries and do not show zero lines.

Objectives
This lab reinforces your understanding of how to create stock exchange reporting
with XBRL.
Exercise 1: Annual Reporting with XBRL
Task 1: Annual Reporting with XBRL
High Level Steps

1. Map to the accounts as specified in the scenario.
2. Create the report as specified in the scenario.
Detailed Steps
1. Map to the accounts as specified in the scenario.
Taxonomies.
c. Select the IAS - XBRL Spec. 2 taxonomy.
d. On the Home tab, click Lines.
e. Expand the Primary Financial Statements line.
f. Right-click the Balance Sheet line, and select Expand All.
g. Under Non Current Assets, click the Property, Plant, and
Equipment line.
h. On the Home tab, click G/L Map Lines.
i. In the G/L Account Filter field, type "1003..1999" to include all
the Fixed Assets accounts.
j. In the Timeframe Type field, enter Ending Balance.
k. Click OK to close the XBRL G/L Map Lines page.
l. Under Current Assets, click the Inventories line.
m. On the Home tab, click G/L Map Lines.
n. In the G/L Account Filter field, type "2110..2180" to include all
the inventory accounts.
o. In the Timeframe Type field, enter Ending Balance.
p. Click OK to close the XBRL G/L Map Lines page.
q. Click the Trade and Other Receivables (Current) line.
r. On the Home tab, click G/L Map Lines.
s. In the G/L Account Filter field, type "2310..2340" to include all
the receivables accounts.
t. In the Timeframe Type field, enter Ending Balance.
u. Click OK to close the XBRL G/L Map Lines page.
v. Click the Cash and Cash Equivalents line.

Module 8: XBRL
w. On the Home tab, click G/L Map Lines.
x. In the G/L Account Filter field, type "2910..2940" to include all
the cash accounts.
y. In the Timeframe Type field, enter Ending Balance.
z. Click OK to close the XBRL G/L Map Lines page.
aa. Under Equity, click the Issued Capital and Reserves line.
bb. On the Home tab, click G/L Map Lines.
cc. In the G/L Account Filter field, type "3110..3120" to include the
equity accounts.
dd. In the Timeframe Type field, enter Ending Balance.
ee. In the Normal Balance field, enter Credit (negative).
ff. Click OK to close the XBRL G/L Map Lines page.
gg. Under Non Current Liabilities, click the Interest Bearing
Borrowings (Non Current) line.
hh. On the Home tab, click G/L Map Lines.
ii. In the G/L Account Filter field, type "5110..5120" to include all
the long-term liability accounts.
jj. In the Timeframe Type field, enter Ending Balance.
kk. In the Normal Balance field, enter Credit (negative).
ll. Click OK to close the XBRL G/L Map Lines page.
mm. Under Current Liabilities, click the Trade and Other Payables
(Current) line.
nn. On the Home tab, click G/L Map Lines.
oo. In the G/L Account Filter field, type "5410..5425" to include all
the payables accounts.
pp. In the Timeframe Type field, enter Ending Balance.
qq. In the Normal Balance field, enter Credit (negative).
rr. Click OK to close the XBRL G/L Map Lines page.
ss. Click OK to close the XBRL Taxonomy Lines page.
tt. Click OK to close XBRL Taxonomies page.
2. Create the report as specified in the scenario.

a. On the General Ledger page, under XBRL Reporting, click XBRL
Spec. 2 instance document.
b. In the XBRL Taxonomy Name field, enter IAS.
c. In the Label Language field, enter en.
d. In the Starting Date field, enter 01/01/09.
e. In the No. of Periods field, type "2".
f. In the Period Length field, type "1Y".
g. Select the Document Complete check box.

h. Expand the XBRL Taxonomy Line FastTab, and under Show
results, click Add Filter.
i. In the Where field, click the drop-down arrow and then select
G/L Map Lines.
j. In the Select a value field, click the drop-down arrow and then
select Yes.
k. Click Preview to preview the report.
l. Review the report, and then close the Print Preview page.

Module 8: XBRL
Module Review
A company's ability to implement data in XBRL enables it to share financial data in

an internationally recognized, computer-readable format with several agencies,
from tax and government regulators, to banks, and other accounting agencies.
XBRL can reduce human error because it enables businesses to automate
reporting and data exchange that previously had to be generated manually.
Test Your Knowledge
1. XBRL is an acronym for which of the following?
( ) eXtensible Business Reporting Language
( ) Excel Business Reporting Language
( ) XML Business Reporting Language
( ) eXtended Business Reporting Language
2. Which of the following are the four types of linkbases?
( ) Label, Presentation, XML, Calculation
( ) Presentation, Reference, Calculation, XML
( ) Label, Reference, Presentation, XML
( ) Label, Reference, Presentation, Calculation
3. Microsoft Dynamics NAV complies with XBRL Specification 2.1. In addition, it

works with taxonomies that were prepared according to which of the
following?
( ) Specification 2.0 and 1.0
( ) Specification 1.5 and 1.X
( ) Specification 1.X and 2.0


1. XBRL is an acronym for which of the following?
(√) eXtensible Business Reporting Language
( ) Excel Business Reporting Language
( ) XML Business Reporting Language
( ) eXtended Business Reporting Language
2. Which of the following are the four types of linkbases?
( ) Label, Presentation, XML, Calculation
( ) Presentation, Reference, Calculation, XML
( ) Label, Reference, Presentation, XML
(√) Label, Reference, Presentation, Calculation
3. Microsoft Dynamics NAV complies with XBRL Specification 2.1. In addition, it

works with taxonomies that were prepared according to which of the
following?
(√) Specification 2.0 and 1.0
( ) Specification 1.5 and 1.X
( ) Specification 1.X and 2.0


Nav 2013 Finance Advanced

Hochgeladen von

Dokumentinformationen

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

Nav 2013 Finance Advanced

Hochgeladen von

Copyright:

Verfügbare Formate

Course 80535:

Microsoft Official Training Materials for Microsoft Dynamics ®

Copyright © 2012 Microsoft Corporation. All rights reserved.

Microsoft Official Training Materials for Microsoft Dynamics ®

Microsoft Official Training Materials for Microsoft Dynamics ®

a. If you are a Microsoft IT Academy Program Member:

Microsoft Official Training Materials for Microsoft Dynamics ®

b. If you are a Microsoft Learning Competency Member:

Microsoft Official Training Materials for Microsoft Dynamics ®

d. If you are an End User:

e. If you are a Trainer.

Microsoft Official Training Materials for Microsoft Dynamics ®

3. LICENSED CONTENT BASED ON PRE-RELEASE TECHNOLOGY. If the Licensed Content’s subject

Microsoft Official Training Materials for Microsoft Dynamics ®

11. APPLICABLE LAW.

Microsoft Official Training Materials for Microsoft Dynamics ®

This limitation applies to

LIMITATION DES DOMMAGES-INTÉRÊTS ET EXCLUSION DE RESPONSABILITÉ POUR LES

Microsoft Official Training Materials for Microsoft Dynamics ®

Revised September 2012

Microsoft Official Training Materials for Microsoft Dynamics ®

Lesson 2: Report Intrastat......................................................................................................................... 1-10

Lab 1.1: Create an Intrastat Report ....................................................................................................... 1-13

Module 2: VAT RATE CHANGE TOOL

Lesson 2: Set Up Using VAT Rate Change Tool ..................................................................................2-7

Lesson 3: Perform VAT Rate Conversions .......................................................................................... 2-13

Lesson 3: Process Sales and Purchase Documents ......................................................................... 3-12

Lab 3.1: Process a Sales Invoice.............................................................................................................. 3-16

Lesson 4: Process Cash Receipts ............................................................................................................ 3-18

Lesson 5: Process Payments .................................................................................................................... 3-22

Lab 3.2: Post Expenses in Foreign Currency ...................................................................................... 3-26

Lab 3.3: Update the USD:GBP Exchange Rate .................................................................................. 3-34

Lesson 7: Set Up Additional Reporting Currency ............................................................................ 3-36

Lesson 8: Use Additional Reporting Currency .................................................................................. 3-41

Microsoft Official Training Materials for Microsoft Dynamics ®

Lesson 11: Summary of Currency Exchange Rates ......................................................................... 3-45

Lesson 2: Budget Page .................................................................................................................................4-3

Lesson 3: Creating Budgets Manually ....................................................................................................4-7

Lab 4.1: Create a Budget .......................................................................................................................... 4-14

Lesson 5: Copying Budgets ..................................................................................................................... 4-16

Lab 4.2: Copy a Budget ............................................................................................................................. 4-20

Lesson 6: Exporting and Importing Budgets .................................................................................... 4-22

Module 5: COST ACCOUNTING

Lesson 2: Setting Up Cost Accounting ...................................................................................................5-4

Lesson 3: Cost Entries ................................................................................................................................ 5-20

Lab 5.1: Using Cost Journals .................................................................................................................... 5-27

Lesson 4: Cost Budgets ............................................................................................................................. 5-28

Lab 5.2: Set Up a Cost Budget ................................................................................................................ 5-37

Lesson 5: Click Yes....................................................................................................................................... 5-39

Lesson 6: Cost Allocation.......................................................................................................................... 5-39

Lab 5.3: Set Up a Cost Allocation .......................................................................................................... 5-55

Lesson 7: Cost Accounting History ....................................................................................................... 5-56

Lesson 8: Cost Accounting Reporting ................................................................................................. 5-61

Lesson 9: Tips and Tricks .......................................................................................................................... 5-64

2 Microsoft Official Training Materials for Microsoft Dynamics ®

Lesson 2: Setting Up Cash Flow Forecasts ............................................................................................6-3

Lesson 3: Creating Cash Flow Forecasts ................................................................................................6-7

Lab 6.1: Creating a Cash Flow Forecast............................................................................................... 6-15

Lab 6.2: Entering Manual Revenues and Expenses ......................................................................... 6-17

Lab 6.3: Using the Cash Flow Worksheet ........................................................................................... 6-18

Lesson 4: Cash Flow Forecast Reporting ............................................................................................ 6-20

Module 7: FINANCIAL REPORTING AND ANALYSIS

Lesson 2: Account Schedules .................................................................................................................. 7-10

Lab 7.1: Create a Detailed Account Schedule................................................................................... 7-37