Na2009 Enus Int

MICROSOFT DYNAMICS NAV 2009
COURSE 80043: INTRODUCTION
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Last Revision: November 2008 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.
2008 Microsoft Corporation. All rights reserved. Microsoft Dynamics, Microsoft PowerPoint Microsoft SQL
Server and Microsoft Dynamics NAV MorphX are trademarks or registered trademarks of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This course content is designed for Microsoft Dynamics NAV 2009.
Table of Contents Introduction 0-1
Welcome ............................................................................................................ 0-1 Microsoft Dynamics Courseware Contents ........................................................ 0-2 Documentation Conventions .............................................................................. 0-3 Student Objectives ............................................................................................. 0-4
Chapter 1: Use General Functions
1-1
Objectives ........................................................................................................... 1-1 Introduction ......................................................................................................... 1-1 Overview ............................................................................................................ 1-2 The Role Center ................................................................................................. 1-7 Use Keyboard Shortcuts .................................................................................. 1-12 Customizing Microsoft Dynamics NAV 2009 .................................................... 1-14 The List Places ................................................................................................. 1-18 Change How Windows Display ........................................................................ 1-25 Enter and Edit Information ................................................................................ 1-26 Extract Information ........................................................................................... 1-28 Use MapPoint ................................................................................................... 1-36 Summary .......................................................................................................... 1-38 Test Your Knowledge ....................................................................................... 1-39 Quick Interaction: Lessons Learned ................................................................. 1-42 Solutions ........................................................................................................... 1-43
Chapter 2: Working with General Ledger Accounts
2-1
Objectives ........................................................................................................... 2-1 Introduction ......................................................................................................... 2-1 Posting Groups ................................................................................................... 2-2 G/L Account Cards ........................................................................................... 2-10 Chart of Accounts Window ............................................................................... 2-16 Summary .......................................................................................................... 2-18 Test Your Knowledge ....................................................................................... 2-19 Quick Interaction: Lessons Learned ................................................................. 2-21 Solutions ........................................................................................................... 2-22
Chapter 3: Add and View Dimensions
3-1
Objectives ........................................................................................................... 3-1 Introduction ......................................................................................................... 3-1 Dimensions Overview ......................................................................................... 3-2 Demonstration Add Dimensions to a Purchase Order..................................... 3-7 Demonstration - View Posted Purchases by Project Code .............................. 3-11 Summary .......................................................................................................... 3-12 Test Your Knowledge ....................................................................................... 3-13 Lab 3.1 Add and View Dimensions ............................................................... 3-14 Quick Interaction: Lessons Learned ................................................................. 3-16 Solutions ........................................................................................................... 3-17
Chapter 4: Manage Items
4-1
Objectives ........................................................................................................... 4-1 Introduction ......................................................................................................... 4-1
Introduction to Microsoft Dynamics NAV 2009

The Item Card .................................................................................................... 4-2 Use the Item Card ............................................................................................ 4-12 Demonstration - Create a New Item ................................................................. 4-24 View Item Availability ........................................................................................ 4-26 Analyze Item Figures ........................................................................................ 4-28 Lab 4.1 Create a New Item ........................................................................... 4-35 Summary .......................................................................................................... 4-36 Test Your Knowledge ....................................................................................... 4-37 Quick Interaction: Lessons Learned ................................................................. 4-39 Solutions ........................................................................................................... 4-40
Chapter 5: Process Purchases
5-1
Objectives ........................................................................................................... 5-1 Introduction ......................................................................................................... 5-1 Overview ............................................................................................................ 5-2 Demonstration - Create a Vendor....................................................................... 5-4 Lab 5.1 Create a New Hardware Vendor ........................................................ 5-7 Demonstration Create a Purchase Order ........................................................ 5-9 Lab 5.2 Purchase Hardware from the New Vendor ....................................... 5-20 Lab 5.3 Receive and Invoice the Hardware................................................... 5-22 Demonstration - Create a Purchase Invoice..................................................... 5-23 Lab 5.4 Record an Automobile Maintenance Expense ................................. 5-26 Demonstration Pay a Vendor ........................................................................ 5-28 Lab 5.5 Pay the Automobile Maintenance Expense ...................................... 5-35 Demonstration - Adjust the General Ledger ..................................................... 5-37 Demonstration Analyze Transaction Entries ................................................. 5-39 Lab 5.6 Adjust the Posted Automobile Maintenance Expense ...................... 5-44 Summary .......................................................................................................... 5-45 Quick Interaction: Lessons Learned ................................................................. 5-46
Chapter 6: Process Sales
6-1
Objectives ........................................................................................................... 6-1 Introduction ......................................................................................................... 6-1 Overview ............................................................................................................ 6-2 Demonstration Create a Customer .................................................................. 6-3 Demonstration Create a Sales Quote.............................................................. 6-5 Demonstration Process the Sales Order ......................................................... 6-7 Lab 6.1 Sell Wooden Doors to an Existing Customer ................................... 6-12 Demonstration Receive Payment from a Customer ...................................... 6-13 Lab 6.2 Receive Payment for the Wooden Doors ......................................... 6-18 Summary .......................................................................................................... 6-19 Quick Interaction: Lessons Learned ................................................................. 6-20
Chapter 7: Approve Documents
7-1
Objectives ........................................................................................................... 7-1 Introduction ......................................................................................................... 7-1 Overview ............................................................................................................ 7-2 Demonstration Request Approval of a Document ........................................... 7-2 E-Mail Notifications ............................................................................................. 7-4 Substitute Approvers .......................................................................................... 7-4
ii
Table of Contents
Summary ............................................................................................................ 7-5 Quick Interaction: Lessons Learned ................................................................... 7-6
Chapter 8: Technology Overview
8-1
Objectives ........................................................................................................... 8-1 Introduction ......................................................................................................... 8-1 Architectural Changes in Microsoft Dynamics NAV 2009................................... 8-2 Microsoft Dynamics NAV Server ........................................................................ 8-4 Web Services Support ........................................................................................ 8-5 Web Services published by Microsoft Dynamics NAV ....................................... 8-6 Development Enhancements ............................................................................. 8-7 Page Designer .................................................................................................... 8-8 Reports ............................................................................................................. 8-10 Multiple Client Support ..................................................................................... 8-11 C/SIDE Development Environment .................................................................. 8-11 Database Features ........................................................................................... 8-16 Multilanguage Functionality .............................................................................. 8-18 Summary .......................................................................................................... 8-21 Test Your Knowledge ....................................................................................... 8-22 Quick Interaction: Lessons Learned ................................................................. 8-24 Solutions ........................................................................................................... 8-25
Chapter 9: Browse other Application Areas
9-1
Objectives ........................................................................................................... 9-1 Introduction ......................................................................................................... 9-1 Marketing ............................................................................................................ 9-2 Jobs and Resources ........................................................................................... 9-7 Service Management ....................................................................................... 9-11 Manufacturing ................................................................................................... 9-15 Warehouse Management ................................................................................. 9-18 Human Resources ............................................................................................ 9-20 Business Notification ........................................................................................ 9-21 eCommerce ...................................................................................................... 9-22 Summary .......................................................................................................... 9-22 Quick Interaction: Lessons Learned ................................................................. 9-23
iii
iv
Introduction
INTRODUCTION
Welcome
We know training is a vital component of retaining the value of your Microsoft Dynamics NAV 2009 investment. Our quality training from industry experts keeps you up-to-date on your solution and helps you develop the skills necessary for fully maximizing the value of your solution. Whether you choose Online Training, Classroom Training, or Training Materials; there is a type of training to meet everyone's needs. Choose the training type that best suits you so you can stay ahead of the competition.
Online Training
Online Training delivers convenient, in-depth training to you in the comfort of 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. Our newest online training option, eCourses, combine the efficiency of online training with the in-depth product coverage of classroom training, with at least two weeks to complete each course.
Classroom Training
Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you receive hands-on experience with instruction from our certified staff of experts. Regularly scheduled throughout North America, you can be sure you will find a class convenient for you.
Training Materials
Training Materials enable you to learn at your own pace, on your own time with information-packed training manuals. Our wide variety of training manuals feature an abundance of tips, tricks, and insights you can refer to again and again:
Microsoft Dynamics Courseware

The Microsoft Dynamics Courseware consists of detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises, interactions and quizzes. Look for a complete list of manuals available for purchase on the Microsoft Dynamics website: www.microsoft.com/Dynamics.
0-1
Microsoft Dynamics Courseware Contents

Test Your Skills
Within the Microsoft Dynamics Training Materials you find a variety of different exercises. These exercises are offered in three levels to accommodate the variety of knowledge and expertise of each student. We suggest you try the level three exercises first, if you need help completing the task look to the information in the level two exercises. If you need further assistance each step of the task is outlined in the level one exercise.
Challenge Yourself!
Level 3 exercises are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task.
Need a Little Help?

Level 2 exercises are designed to challenge students, while providing some assistance. These exercises do not provide step by step instructions, however, do provide you with helpful hints and more information to complete the exercise.
Step by Step
Level 1 exercises are geared towards new users who require detailed instructions and explanations to complete the exercise. Level 1 exercises guide you through the task, step by step, including navigation.
Quick Interaction: Lessons Learned

At the end of each chapter within the Microsoft Dynamics Training Material, you find a Quick Interaction: Lessons Learned page. This interaction is designed to provide the student with a moment to reflect on the material they have learned. By outlining three key points from the chapter, the student is maximizing knowledge retention, and providing themselves with an excellent resource for reviewing key points after class.
0-2
Introduction
Documentation Conventions
The following conventions and icons are used throughout this documentation to help you quickly and effectively navigate through the information.
CAUTION: Cautions are found throughout the training manual and are preceded by the word CAUTION in bold. Cautions are used to remind you of a specific result of a specific action which may be undesirable. HINT: Hints are found throughout the training manual and are preceded by the word HINT in bold. Hints are used to suggest time-saving features or alternative methods for accomplishing a specific task. NOTE: Notes are found throughout the training manual and are preceded by the word NOTE in bold. Notes are used to provide information which, while not critical, may be valuable to an end user. BEYOND THE BASICS: Advanced information found throughout the training manual is preceded by the words BEYOND THE BASICS in bold. Beyond the Basics provides additional detail, outside of standard functionality, that may help you to more optimally use the application. EXAMPLE: Examples are found throughout the training manual and are preceded by the word EXAMPLE in bold. Examples bring to light business scenarios that may better explain how an application can be used to address a business problem.
0-3
Student Objectives
What do you hope to learn by participating in this course? List three main objectives below. 1.
2.
3.
0-4
CHAPTER 1: USE GENERAL FUNCTIONS

Objectives
The objectives are: Provide an overview of ERP and Microsoft Dynamics NAV 2009. Navigate in the Role Center. Use function keys and basic keyboard shortcuts. Able to Customize Microsoft Dynamics NAV 2009 UI (User Interface). Navigate and customize the List Places. Change the look of windows in the program. Enter and edit information. Obtain selected information from the program. Look up a business partner's location on a map.
Introduction
A broad overview of ERP and its benefits are discussed. The general concepts of the user interface design in Microsoft Dynamics NAV 2009 are introduced, and an outline of all general functions in the program are provided, including how to edit, view, delete, and extract information. New users learn how to navigate from the Role Center and Navigation panes, as well as how to perform simple customizations of their windows and personal menu. The lessons are structured as mostly conceptual descriptions and several listings of the basic functions. No demonstrations or labs are created for this basic content, however substantial test are provided to test navigation skills and knowledge of the general functions. For anyone learning to use the program, it is a natural first step that they know the basic functions and how to navigate between windows. Users need to become familiar with navigating from the Role Center and Navigation panes-in addition to how to perform simple customizations of their windows and personal menus. For anyone learning to use Microsoft Dynamics NAV 2009, it is a natural first step to learn the basic functions and how to navigate between windows to make the processes within the ERP system smoother.
1-1
Overview
What is ERP
The main objective of Enterprise Resource Planning, or ERP, is to integrate all departments and functions across a company into a single system by using a common database, the value of which is to be able to have only one correct set of data. One of the challenges that companies face is access to timely and correct information, which is critical in making appropriate business decisions. In many cases, corporate information is located in several databases. For example, records about inventory levels may be found in one database, while customer information may be found in its own separate database. Furthermore, these databases may be "island systems" (operating independently from each other and having no integration with other databases).
FIGURE 1.1 ISLAND SYSTEMS
As shown in the diagram, Island Systems , information about warehousing, production, sales, and customer data are found in several databases across the enterprise. Because this information is not shared, this makes extracting relevant information difficult. For example, John , a customer who usually buys on credit, wants to triple his standard order, and it must be delivered within the month. Jane, the sales representative, needs to verify the following to ensure she can comply with the order: Authorization (whether the sales representative needs her manager's approval to approve the order) Credit limit (how much the customer can order from the company based solely on credit)
1-2

Inventory levels, production levels, and forecasts. (if there is enough stock to comply with the order) Shipping (if the items can be delivered on time)
If the sales representative is unable to get this information in a timely manner, she may be unable to close the sale. Alternatively, if she agrees to complete this order without performing the necessary background check, she runs the risk of not meeting the order, and more importantly, losing a customer. ERP systems do not suffer from this limitation because all information is found in one common database. For example, even though a warehouse supervisor enters information into the system using the warehousing module, that information is visible across the enterprise. Thus, when a sales representative takes an order from a customer, all information required to fulfill that order will be readily available (for example, customer credit history, inventory levels, shipping availability).
FIGURE 1.2 AN ERP SYSTEM
Real Time
Another factor is that information entered in a legacy system may not be in realtime. This means that records may only be updated at certain intervals during a period (hour, day, week, or month) usually done as a batch job. The advantage of an ERP system is that once data is entered into the system, it becomes instantly available, with no waiting time. The disadvantage is that incorrectly entered data will be seen as well. Users must be cautious when entering data into the system. It is critical that only correct data reside within an ERP system.
1-3

ERP system tied to company's business process
In many cases, an ERP system is configured to match a company's business process. Although companies in a particular industry may share common business processes, each company may have certain business processes specific only to them. Accordingly, an ERP system will be modified and configured to meet a company's specific requirements.
Job Roles and Authorization

While information in the system is accessible, proper authorization is required. Access to data is often determined by one's job role and responsibilities within the organization. For example, an HR manager is authorized to view and modify confidential employee information (such as job description, salary, and benefits), while employees can only edit personal information. In some cases, authorization to access information in the system may be given from time to time. For example, a production supervisor may authorize a subordinate to create and release production orders on his behalf, while he is away on vacation. This is to ensure that data cannot be accessed by unauthorized personnel.
The ERP System

Microsoft Dynamics NAV 2009 is a fully integrated relational database system that allows you to enter and maintain financial and other business activities in one place, including: General ledger Inventory Sales and receivables Purchases and payables Resources Manufacturing
As such, it is categorized as an enterprise resource planning (ERP) system. The business functionality is displayed in a graphical user interface that provides the following benefits: All work on the screen is done in windows. Many windows can be open at the same time. One key stroke or mouse click can choose, select, and execute various functions.
The application's general functions allow you to: Organize daily routines
1-4

Locate information quickly Manage business information
Getting Help
The following types of documentation are offered with Microsoft Dynamics NAV 2009: Online Help User manuals Training material Technical white papers
Online Help
You can access online Help directly from the application by pressing F1 for any selected field, and then clicking the Help button in windows. Online Help is context-sensitive, and as such, mainly provides specific functionality information rather than the broad overviews provided in the other types of documentation. The main window of the Help system has tabs for Contents, Index, Search, and Favorites. The Contents tab brings up a table of contents for all topics and includes subfolders for every application area. Within each application area is help available to assist you with procedures and provide information on tables and reports.
User Manuals
User manuals are delivered with the product on the product CD. They only cover the technical aspects such as installation and system configuration. No user manuals exist for application areas. User manuals are intended to familiarize the novice with the software in the following ways: Specific instructions on setup and initial usage. Reference for when the user is uncertain about what to do in Microsoft Dynamics NAV 2009.
For application areas such as Finance and Inventory, the training manuals can be used as reference guides.
1-5

Training Material
An extensive offering of training materials-for application as well as technologyis available for partners and customers on dedicated download centers or through instructor-led training sessions organized by Microsoft Solutions Learning Centers. Training offerings include: Training manuals E-Learning Certification exams
Technical White Papers

Technical white papers are intended mainly for expert audiences among Microsoft partner staff and serve to explain selected product subjects of particular importance or complexity.
Things to Note
Before you begin to use the program, take special note of the following elements: Microsoft Windows Passwords Granules UI Access Objects Database behavior
Microsoft Windows
Microsoft Dynamics NAV 2009 works within Microsoft Windows, Windows Vista, Windows XP, or Microsoft SQL Server. All Windows functionality and characteristics are present in Microsoft Dynamics NAV 2009.
Passwords
Passwords are case sensitive in Microsoft Dynamics NAV 2009, while user IDs are not. Contact the system administrator in case of a forgotten user ID or password.
Granules
Application areas are the submenus found on the navigation pane, such as Financial Management or Manufacturing. The individual application areas consist of even smaller units called granules. The available granules depend on the license agreement and the access rights.
1-6

UI Access
UI objects for displaying information are granule-specific and granuledependent. Users therefore have different access to the UI and this will define their interaction with the system when they input and output information.
Objects
The application areas and granules are constructed of small independent units called objects. This structure makes it possible to change an individual object without affecting the others.
Database Behavior
Because Microsoft Dynamics NAV 2009 is a database system, be aware that entered data is written (committed) directly to the database; therefore, no Save action is required. Any entered and unposted data can be edited or deleted from the database. Posted data cannot be deleted as they are considered binding financial transactions.
The Role Center

The Role Center is the central point for all information and actions that you will be performing in Microsoft Dynamics 2009. It provides a quick overview of tasks and transactions related to your job role. Furthermore, Microsoft Outlook is integrated within the interface. This provides flexibility in being able to work with Microsoft Dynamics 2009 and Outlook at the same time The following table shows the several buttons, links, and menus in the Role Center that allow you to navigate within Microsoft Dynamics NAV 2009. Name Actions menu Reports menu Address bar Description Located in the menu bar. It provides access to the transactions seen in the Role Center, tasks, and history. Provides access to reports. Shows the path of your present action. You can also navigate within Microsoft Dynamics NAV 2009 by clicking on the name or arrow buttons and making your selection. Click on this button to set your work date and select a language, server, or company. Allows you to navigate the pages that you have already visited. Allows you to customize Actions, Reports, the page that you are presently viewing, and the navigation pane.
Microsoft Dynamics NAV button Back and Forward button Customize button
1-7
Name Refresh button Help button My Customers Part My Items Part
Description Refreshes the information in your Role Center Provides access to Microsoft Dynamics NAV Help and the license information Provides a list of customers. This list can be updated by clicking on the Action button > Manage List. Provides a list of items that you frequently use. This list can be updated by clicking on the Action button > Manage List. Provides a list of your notifications. From the Action button, you have the option of viewing, deleting, or removing a notification. Integrates with Microsoft Outlook. By default, your mail, calendar, and tasks are shown. This can be customized by clicking the actions icon. Click on the Departments button to access parts of the application that are not included in your personalized menus. Every user is assigned a job-related profile by their administrator. Your profile provides you with a Role Center and one or more menus that provide access to the tasks, lists, reports, and documents that you need most often. In addition, all users have access to the Departments menu. From the Departments menu, you can navigate to everything in the application that you have access to, including setup and configuration windows. Access the icons in the Activities part by clicking on the buttons on the left side of the pane. Shows a list of posted documents. Represents the number of documents that you have in a stack. Click on a cue to access that stack.
My Notifications Part Microsoft Outlook Part Departments button
Home button Posted Documents Cue
1-8
Name Navigation Pane
Description Use the Microsoft Dynamics NAV Navigation Pane to open list places. From a list place, you can open individual cards or documents. The Microsoft Dynamics NAV Navigation Pane displays one menu at a time; use the activity buttons at the bottom of the pane to change from one menu to another. As a minimum, the Navigation Pane contains the following menus: Home - is for your user role and contains your Role Center plus all of the list places that are most commonly used in your role. Departments - access all of the areas of the application for which you have permissions. If you find a useful link in Departments, you can copy it to your Role Center or Home menu.
Depending on your user profile, various activity buttons may be available, such as: Posted Documents - the Posted Documents menu contains the posted documents that are most often used by your user role. Other - Your Navigation Pane may also contain other custom-made menus that have been made especially for your user role.
You can rearrange the order of items in a menu, add or remove menu items, and create a new menu. Activities Part Shows the default activities that a person can perform, which are based on their job role. For example, the activities that can be performed include creating a new sales order and creating a new sales quote or credit memo. Located at the bottom of the user interface. It shows the company name, date, and user. View a summary of the number and type of entries with the same document number or posting date. You can also use this feature to find the documents and entries where certain lot and serial numbers are used. This feature is useful when you need to find the ledger entries that resulted from certain transactions. When searching by document numbers, you can print out the summary from the Document Entries report.
Status Bar Navigate
Navigating in the user interface (UI) is straightforward. Simply click on an icon to access it. Options available include entering or updating data, using filters, and accessing other relevant transactions.
1-9

Setting the Work Date
Microsoft Dynamics NAV uses the system date as the default work date. However, you may occasionally need to change the work date temporarily, for example, if you have many transactions to complete for a date that is not the system date. To change the work date: 1. Click on Microsoft Dynamics NAV button > Set Work date. 2. In the Work Date field, enter the work date that you want to use. Alternatively, you can change the work date using this approach: 1. Click on Microsoft Dynamics NAV button > Set Work Date. 2. In the Work Date field, click on the drop-down arrow. 3. To change the year, click on the year currently shown (for example, 2010). 4. Select a year from the list or click on the forward or backward arrows to find a particular year. 5. To change the month, click on the month currently shown (for example, September) or click on the forward or backward arrows to move from one year to the next. 6. Click on a month (for example, January). 7. Select a date (for example, 1). 8. Click OK. You can also open the Set Work Date window by clicking the date in the status bar at the bottom of the program window. Regardless of whether the work date comes from the system or is one you have set up, you can quickly enter it in all date fields by entering "w". If you have defined a work date, you can still insert the system date in date fields by entering "t" (which stands for today's date). The program will only remember the work date for as long as you have the company open. If you open a different company, or when you open the company again the next day, you will have to set the work date again if you still need to use one that is not the system date.
Select a Language
If other languages are installed, you can change the application language. To select a language: 1. Click on Microsoft Dynamics NAV button > Select Language.
1-10

2. Click the drop-down button and select another language (if any). 3. Click OK.
About Multilingual Functionality

Microsoft Dynamics NAV is multilingual enabled . This means that a localized version of Microsoft Dynamics NAV can present itself in different languages. It is possible for the user to change the language that is used to display texts, and the change is immediate. There is no need to stop and restart Microsoft Dynamics NAV. Do not confuse the multilingual capability with localized versions. A localized version of Microsoft Dynamics NAV is one that has been adapted to a local market. This means that all texts presented to the user have been translated into the local language, but it also means that functional areas have been adapted to the requirements of the local market. A multilingual version of Microsoft Dynamics NAV is a localized version that you can run in different languages while all other local adaptations remain the same. For example, you can run the Swiss version of Microsoft Dynamics NAV in German, French, and Italian, but it is still a Swiss version of Microsoft Dynamics NAV in all other aspects. It is not the same as, say, a French version of Microsoft Dynamics NAV. Be aware of the distinction between changing the language of Microsoft Dynamics NAV and changing the language of the data stored in Microsoft Dynamics NAV. You can address the first issue by enabling the multilingual features. These features make it possible for the user to change the language of all the texts displayed by the application in captions for text boxes, on command buttons, in menus, and so on. Changing the texts that are stored as application data is not part of the multilingual capability; this is an application design issue. Examples of such texts are the names of items in the inventory or the comments for a customer. In other words, these types of texts are not translated.
Select a Server
In Microsoft Dynamics NAV, you may have to change the company that you are working with from time to time. The companies that you work with can be stored in the same database or in different databases. If the company is stored in a different database, you must select the server before opening the company. To select a server and open a company: 1. Click on Microsoft Dynamics NAV button > Select Server. 2. In the Server name field, enter the URL of the server that you want to connect. Be sure that the URL follows this format: servername/DynamicsNAV, where servername is the name of the computer on which the service is installed.
1-11

3. Click Connect. 4. In the Companies field, select the company that you want to open. 5. Click OK. Microsoft Dynamics NAV will access the server and open the last database you were using the next time you open it.
Select a Company
To select or change a company: 1. Click on Microsoft Dynamics NAV button > Select Company. 2. Click the drop-down arrow from the Company field and select a company. 3. Click OK.
Use Keyboard Shortcuts

When you want to choose a menu item, or do anything else in Microsoft Dynamics NAV 2009, you can either use the mouse or the keyboard. Because it is more intuitive to use a mouse, all actions in this training manual are described according to mouse usage. However, once you learn how, it can be more efficient to use the keyboard.
Basic Keyboard Shortcuts

The following table lists how to perform certain actions with the mouse and the keyboard. Goal Select field contents Execute a function on selected field contents Mouse Double-click field or drag mouse over field. Select the text and activate the function by clicking it on the menu bar, toolbar, or a button in the window. Keyboard Use the Tab or arrow keys to move the cursor to the field you want. The contents will be highlighted. Select the text. If the function is on the menu bar, press F10 or ALT and then press the underlined letter in the menu name. Use the arrow keys to select the menu item. If the function is a button in the window, use the arrow keys or CTRL+ the down-arrow to get to the row of buttons, and then use the arrow keys to move between buttons. Press ENTER to activate the selected button or menu item.
1-12
Goal Enter contents in an empty field
Mouse Click where you want to type, type, and then click outside the field to save. Click outside the menu bar. Click the button you want to activate.
Keyboard Move the cursor to the field using ENTER, TAB, and/or the arrow keys, and then start typing. Press ENTER to save what you have entered. Press ALT or ESC. Press ALT and then the underlined letter on the button. Or, press the arrow keys or CTRL + the down-arrow to move to the first (left) button, and then use the rightarrow if you want to move to another button. Press ENTER to activate it. Press CTRL+HOME. Press CTRL + END. Press Page Down. Press Page Up.
Leave menu bar Choose button in the window
Go to first record Go to last record. Go to next record Go to previous record
Click the button. Click the button. Click the button. Click the button.
Keyboard Shortcuts
Some actions can be performed using keyboard shortcuts, shown in the following table. Keyboard shortcut Alt Alt + A Alt + I Alt + M Alt + P Alt + R Ctrl + + Ctrl + Shift + K Ctrl + Shift + L Ctrl + Shift + V Action Key tips on Action pane Launch Action menu Launch Related Information menu Launch MS Dyn NAV menu Launch Action pane Launch Report menu Insert New line (in a grid) Edit list View list View
1-13
Keyboard shortcut Ctrl + Shift + W Ctrl + Shift + X Enter (Double-Click) Ctrl + A Ctrl + C Ctrl + E Ctrl + F Ctrl + L Ctrl + O Ctrl + P Ctrl + V Ctrl + W Ctrl + X Ctrl + Z Delete Enter
Action Open in new window (list) Exit Open Select (copy) All Copy Export to Excel Find/Navigate form Linked files Open company Print Paste Export to Word Cut Undo Clear selected text or line Expand/Collapse of tree in grid
Customizing Microsoft Dynamics NAV 2009

This lesson will show you how to personalize Microsoft Dynamics NAV 2009.
Changing a Profile
The default profile (Sales Order Processor) in the Role Center is for illustrative purposes only. This means that it can be changed to meet the needs of a particular user. To change a profile: 1. Click on Departments > Administration > Application Setup > Role Tailored Client > Lists > Profiles. Note that the default profile is set to Sales Order Processor. 2. Double-click the profile that you want to use. 3. Select the check box beside Default Role Center. 4. Click OK. 5. Restart Microsoft Dynamics NAV 2009 by closing and opening it; t he selected profile appears. 6. For the purpose of this course, revert to the Sales Order Processor profile by following steps 1-6.
1-14

Customizing the Role Center
The Role Center is like your personal home page in Microsoft Dynamics NAV. Microsoft has designed a number of different role centers for users with different jobs in a company. An administrator assigns you a role and he or she can customize the Role Center to ensure that it presents the information needed for your job. Then, you can make additional adjustments to make the UI fit your work habits. You can make the following changes in your Role Center: Customize the Navigation Pane Customize the Action Pane Customize the FactBox Pane Add or Remove Panes Customize Fast Tabs
Customizing the Navigation Pane

The navigation pane contains one or more menus that have been defined based on your role. The menus in the navigation pane contain links to lists. You access task pages, reports, and documents from the lists.
Adding and Arranging a Navigation Pane Button

1. 2. 3. 4. 5. 6. 7. 8. 9. On the menu bar, click the Customize button. Click Customize Navigation Pane. Click New. In the Name field, enter Favorites Select an icon from the list. Click OK. Click the Move Down button. Click OK. Restart the program by clicking Yes.
Note that you cannot rename, move, or remove the Home and Departments buttons.
Removing a Navigation Pane Button

1. On the menu bar, click the Customize button. 2. Click Customize Navigation Pane. 3. Click the Favorites icon.
1-15

4. Click the Remove button. 5. Click OK. 6. Restart the program by clicking Yes.
Restoring Defaults
If you wish to have the default settings back, perform the following steps: 1. 2. 3. 4. 5. On the menu bar, click the Customize button. Click Customize Navigation Pane. Click Restore Defaults. Click OK. Restart the program by clicking Yes.
Customizing This Page Functionality

The Customizing This Page functionality allows a user to add or remove information shown in the Role Center. 1. 2. 3. 4. 5. 6. 7. 8. 9. On the menu bar, click the Customize button. Click Customize This Page . Check that Chart Part is highlighted Click Add. Check that Blank Chart is highlighted. Click Customize Part. In the Available charts list, select SO per Location. Click OK. The selected information appears in the Role Center.
Adding a Link to a Menu in the Navigation Pane

There may be situations where you will be asked to perform other functions outside of your job role. For example, you may need to fill in for a colleague who is sick or on vacation. For this exercise, you will add a link for the released production order. 1. 2. 3. 4. 5. 6. 7. 8. On the menu bar, click the Customize button. Click Customize Navigation Pane. Click Add. From the Available Lists, click the plus sign beside Manufacturing > Execution. Select Released Prod. Orders. Click OK. Click OK. To restart the program, click Yes.
1-16

The Released Production Orders link appears in the Navigation Pane . You can click the link to view the information. To return to the home page, click Home, the Role Center button, or the back button.
Customizing My Customers Pane

You can add information in the My Customers pane. 1. From the My Customers pane, click the Actions button (thunderbolt icon). 2. Click Manage Lists. 3. Click the drop-down arrow below customer No. and select Spotsmeyer's Furnishings. 4. Click OK. 5. From the My Customers pane, double-click on Spotsmeyer's Furnishings to view and edit the pane . 6. Click ESC to close. This procedure is also applicable for the My Items pane.
My Notifications
Actions that need your attention will appear in the My Notifications pane. Otherwise, this pane will be empty. If you have notifications, you can view, delete, and remove a notification using the Actions button in the My Notification pane.
Removing a Pane
You may find that there is too much information in your home page. Microsoft Dynamics NAV 2009 allows you to remove a pane (for example, Activities, My Customers, and My Items) so you can tailor the information that you want to see. In this exercise, you will remove the My Notifications pane. 1. From My Notifications pane, click the Actions button (thunderbolt icon). You may move your cursor beside the expand/collapse button to view it. 2. Click Remove.
1-17
The List Places

List places are pages that contain a list plus additional information related to the list. The list may be filtered; click the Expand arrow in the filter pane to view the filter details. If you double-click a line on the list, the entity will open in the default mode (Edit, View, or New) that has been set up for you. Depending on the rights that you have been granted, you may be able to open the entity in another mode from the Actions menu.
Components of the UI (User Interface)

Similar to the Role Center, the List Places has several buttons, links, and menusshown in the following table-that allow you to navigate within Microsoft Dynamics NAV 2009. Name Action Pane Description Just below the menu bar, this pane presents your most-used tasks and menu items, where you can access them with one click, instead of having to look through menus to find them. Note that the actions that are available depend on the transaction that you are using. The Action Pane is divided into several groups (New, Process, and Reports). Allows you to view and sort information based on the criteria that you have selected. FactBoxes on list places and task pages provide you with additional information. This means that you can quickly find related information depending on the transaction that you are viewing. Information about an order, customer, invoice, item, or vendor, for example may be shown. This helps you to make solid business decisions in a timely manner. For example, on the Customers list place, you can use the Customer Sales History FactBox to get a quick overview of a customer's sales statistics without opening the customer card. The FactBox includes a count and links to sales orders, quotes, invoices, and so on, so you can drill down to the document you need.
Filter Pane Factbox
1-18

Customize List Page
Similar to the Role Center, the List Places can be customized to show information that is relevant to you. Use the following procedure to add a Factbox to an existing sales order. 1. From the Activities Pane, click Sales Orders -Open. Note the default Factbox panes (Customer Statistics - Bill-to Customer, Customer Details, Notes). 2. Double-click sales order 101017. Note that the default Factbox panes are different (Customer Sales History, Links, Notes). 3. From the menu bar, click the Customize button (beside the Help button). 4. Click Customize this Page. 5. Click Factboxes. 6. Click Approval from the Available Factboxes. 7. Click Add. 8. Click OK. The Approval Factbox is now added to the Factbox pane.
Adding Columns to List Places

You can also add more information in the List Places. Follow these steps to add the Currency Code column to the Sales Quote pane. 1. From the Activities Pane, click Sales Orders-Open. 2. From the menu bar, click the Customize button (beside the Help button). 3. Click Choose columns. 4. Click Currency Code. 5. Click Add. 6. Click OK. 7. Scroll to the right to view the added column.
Adding Links to a Record

Microsoft Dynamics NAV allows you to link to a document, folder, or web site. For example, you may want to link an invoice to a sales quote. This provides you with the flexibility to access relevant information quickly.
1-19

Linking to a document, folder, or web site requires the following steps. 1. From the Activities pane, click Sales Orders -Open . Check that the Links Factbox is displayed. If not, follow steps 2-7. 2. From the menu bar, click the Customize button (beside the Help button). 3. Click Customize this Page. 4. Click Factboxes. 5. Click Links from the Available Factboxes. 6. Click Add. 7. Click OK. 8. Double-click on sales order 101017. 9. From the Links Factbox, click the actions button (lightning symbol). 10. Click New. 11. In the link address field, type http://www.microsoft.com/. 12. In the description field, type Microsoft. 13. Click Save. Note that in the Links FactBox, the link you have just created is displayed.
Using Filters
Use field filters and table filters to have a window display only certain accounts, customers, entries, or other records. FlowFilters are used to limit the contents of fields that display amounts or quantities. You can set a filter by specifying criteria for one or for several fields in a table. The program then tests all records, and only records that match the criteria pass through the filter. If criteria are specified for several fields at the same time, records must match all criteria to pass through the filter. Note that Field and table filters are window-dependent. If you set a filter on a table in a window and then see the same table in a different window, the filter is not in effect there. On the other hand, the filter will remain in effect in the window where you set it until you remove it. Filters remain in effect until you remove them or replace them with new ones. To remove a filter, click View, Show All on the menu bar. The following features are available to extract information from the program: Drill down - from a calculated quantity or amount (displayed in FlowFields) to open another window showing the individual entries that make up the calculated value.
1-20

Filters - to limit the scope of the information that appears in a window or report with one of these three filter types: o o o Field Table Flow
Sorting - to organize information in a way that makes it easier to analyze. Statistics - to see a summary of relevant figures for each record and drill into details. The Navigate window - to find, view, and print all related database records from one place. Information Pane - for quick links to sales-related information. Reports - to view and print filtered information with a variety of standard reports for typical business needs. Integration to Microsoft Office products - to manage information in Word, Excel, or another product.
Entering Criteria in Filters

When you enter criteria, you can use all the numbers and letters that you can normally use in the field. In addition, you can use some special symbols or mathematical expressions. The following table shows the available formats. Symbol = Meaning Equal to Sample Expression 377 BLUE Records Displayed Number 377 Those with the BLUE code, for example, the BLUE warehouse code A datetime: from 22-current month-current year 0:00:00 to 22current month-current year 22:59:59 An exact datetime: 22-01-01 10:00:00 Numbers 1100 through 2100 Up to and including 2500 Dates up to and including 12 31 00 Information for accounting period 8 and thereafter
22
22 10 .. Interval 1100..2100 ..2500 ..12 31 00 P8..
1-21
Symbol
Meaning
Sample Expression ..23
Records Displayed From the beginning of time until 23-current month-current year 23:59:59 From 23-current month-current year 0:00:00 until the end of time From 22-current month-current year 0:00:00 until 23-current month-current year 23:59:59 Those with number 1200 or 1300 Numbers that are less than 2000 and greater than 1000. The ampersand (&) cannot be used by itself with numbers because no record can have two numbers. All numbers except 0 The SQL Server Option allows you to combine this symbol with a wild card expression. For example, <A* meaning not equal to any texts that start with A. Numbers greater than 1200 Numbers greater than or equal to 1200 Numbers less than 1200 Numbers less than or equal to 1200 Texts that contain "Co"
23.. 22..23
| &
Either/or And
1200|1300 <2000&1000
<
Not equal to
<0
= < <= *
Greater than Greater than or equal to Less than Less than or equal to An indefinite number of unknown characters
1200 =1200 <1200 <=1200 *Co*
*Co Co* ? One unknown character Hans?n
Texts that end with "Co" Texts that begin with "Co" Texts such as Hansen or Hanson
1-22
Symbol
Meaning Calculate before rest
Sample Expression 30|(=10&<=20)
Records Displayed Those with number 30 or with a number from 10 through 20 (the result of the calculation within the parentheses) Texts such as LOCATION, location, or Location
Ignore case (either uppercase or lowercase allowed)
@location
You can also combine the various format expressions shown in the following table. 5999|8100..8490 ..1299|1400.. Include any records with the number 5999 or a number from the interval 8100 through 8490. Include records with a number less than or equal to 1299 or a number equal to 1400 or greater (all numbers except 1300 through 1399). Include records with numbers that are greater than 50 and less than 100 (numbers 51 through 99). Texts containing both C and D. Texts containing co, CO, Co, cO, such as cot, cope, and incorporated. The text CO, cO, Co, or co must be present, followed by at least one character, but there can be an indefinite number of characters before and after these, and case is unimportant.
50&<100 *C*&*D* @*co?*
Enter only meaningful filters. For example, it is possible to specify an interval that does not exist, and the program cannot check this for you. You must know the sorting rules followed by this program to enter meaningful filters.
Locating a Sales Order using Filters

In a live ERP system, your database will have thousands of entries. Being able to filter through this data is important so that you can proceed with your work. This exercise shows a sales order using a simple filter. 1. From the Activities pane, click Sales Orders- Open. 2. Click the drop-down arrow beside the No. field. 3. Click Sell-to Customer Name. Note that the field name changes from No. to Sell-to Customer Name. 4. Type "Fairway Sound" in the filter field and press Enter.
1-23

5. 6. 7. 8. Double-click on sales order to view its details. Click ESC to close. Delete Fairway Sound in the filter field to clear the filter. Press Enter to see the total list.
For more complex filtering requirements, you can choose multiple filtering criteria. In this exercise, you will find items with the following characteristics: no bill of materials, no adjusted cost, vendor no. 2000, and with a unit price of 125.10 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. From the Navigation pane, click Items. In the Where field, select Bill of Materials. Click Select a value, and in the drop-down button , select No. Click Add Filter. Select Cost is Adjusted. Click Select a value, and in the drop-down button , select No. Click Add Filter. Click the drop-down button and click Additional Columns and select Vendor No. In the Enter a value field, type 20000. Click Add Filter. Click the drop-down button and click Additional Columns and select Unit Price. In the Enter a value field, type 125.10 Press Enter. You can always delete filters that you have used. In the previous example, delete the unit price filter by clicking on the delete button (red X icon) beside the unit price filter.
The information shown on your screen is now updated.
1-24
Change How Windows Display

Microsoft Dynamics NAV 2009 has functionality that allows you to change how tabular windows display. Any changed view is associated with the user ID and saved in the so-called ZUP file on the computer so that it is present next time the user logs on. NOTE: Changes are overwritten if users receive an object, for example a new general journal, to replace the one that they modified.
Change Column Width

Follow these steps to change the width of a column: 1. From the Activities pane, click the Sales Orders - Open queue. 2. Place the cursor on the vertical line separating the columns No. and Sell-to Customer in the column header. (The cursor displays as a vertical line with an arrow through it.) 3. Hold the mouse button and drag the column separator to the desired width. 4. Release the mouse button when satisfied with the width. Microsoft Dynamics NAV 2009 allows you to add and move columns in order to make the information relevant. 1. 2. 3. 4. 5. 6. 7. From the Activities pane, click the Sales Orders - Open queue. Place the cursor on the column header. Right-click and select Choose Columns. In the Available columns list, click on Bill-to Customer No. Click Add. Click Move Up five times. Click OK.
The Bill-to Customer No. Column has been added and moved beside the Sell-to Customer column.
1-25
Enter and Edit Information

When you enter information into fields, Microsoft Dynamics NAV 2009 provides the format for the type of information you enter in the following types of fields: Date fields - only accept date parameters Number fields - only accept numbers Text fields - accept information in any format
Enter Dates
Microsoft Dynamics NAV 2009 is flexible in how you enter dates. The following table shows valid entries in a date field. User Input w t c # Month-day-year Weekday-weeknumber-year Result Work date entered in Tools>Work Date Today's date Closing date Number of the day in the current work month 122502, 12 25 02, 12-25-02, 12/25/02 Fr5202, fr 52 02, fr-52-02, fr/52/02
You can also enter abbreviations for the weekday and the program will then enter the date for that weekday based on the work date, as shown in the following table. User Input m tu we th f sa su Result Monday Tuesday Wednesday Thursday Friday Saturday Sunday
When entering a date, take special note of the following: Start-day of the week is Monday. Date fields will accept wrong year numbers such as 9008.
1-26

The work date year is added automatically if you enter day/month. The work date month/year is added automatically if you enter day. The program supports default Windows date ranges.
Enter Quantities and Amounts

Quantities and amounts are entered in special number fields that have the following characteristics. Number fields have a built-in mathematical function so that you can enter calculations such as 13.50 * 2 - 12. The four basic mathematic operators are: + (plus) - (minus) * (multiply) / (divide)
Enter Codes
A code is used to identify a record such as a vendor number or customer number. Codes are also values that are used for the sorting of information on the screen and in reports. Numbers and letters can be used to identify codes. When you need to enter a code in a field, look up (press F6) to select from the list of codes related to the field. Instead of selecting a code, you can type it in the field. In that case, you only have to enter the first letter(s) in the code name; for example, just type "y" for YELLOW.
Edit Fields
To edit information in a field, press the F2 key. This works like a word processor in that the left and right arrow keys move through the text without changing it. Pressing F2 again positions the cursor at the end of content in a field.
Insert and Delete

To insert a line or a record in Microsoft Dynamics NAV 2009, place your cursor on a line, right-click, and select New Line. To delete a line or a record, press Ctrl+D or click the Delete icon. Both of these functions can also be accessed from the menu bar by selecting Edit > New or Delete. For this exercise, you will add and delete a new line in an open sales order. 1. From the Activities pane, click the Sales Orders - Open queue. 2. Double-click sales order number 101017 (Selangorian Ltd.). 3. From the Lines FastTabs, place the cursor on the column header.
1-27

4. Right-click and select New Line. 5. To delete the new line, ensure that your cursor is placed on the new line that you have just created. 6. Right-click and select delete line. 7. Click Yes.
Extract Information
There are several features in the program that help you gather the information you need, whether the purpose is to analyze it within the program or to extract it to another program or as a printout. The following features are available to extract information from the program: Drill down - from a calculated quantity or amount (displayed in FlowFields) to open another window showing the individual entries that make up the calculated value. Filters - to limit the scope of the information that appears in a window or report with one of these three filter types: o o o Field Table FlowFilter
Sorting - to organize information in a way that makes it easier to analyze. Statistics - to view a summary of relevant figures for each record and drill into details. The Navigate window - to find, view, and print all related database records from one place. Information Pane - for quick links to sales-related information. Reports - to view and print filtered information with a variety of standard reports for typical business needs. Integration to Microsoft Office products - to manage information in Word, Excel, or another product.
Fields that display amounts and quantities calculated by the program are called FlowFields. An example of a FlowField is the Balance field for G/L accounts. All FlowFields have a drill-down button (down arrow) that you can click to open a separate window, such as the General Ledger Entries window, showing the entries included in the calculation.
1-28

FlowFields also have the following characteristics: The contents of a FlowField are calculated each time they are displayed. This means that a FlowField is always 100 percent updated and displays the newest figures. You can limit the number of entries included in the calculation by setting FlowFilters on the field.
For example, view the customer ledger entries of customer number 10000 (the Cannon Group Ltd.) with the following steps: 1. From the navigation pane, click Customers. 2. Double-click customer number 10000 (the Cannon Group Ltd.) 3. Click Related Information > Customer > Ledger Entries.
FIGURE 1.3 CUSTOMER LEDGER ENTRIES WINDOW OPENED FROM THE BALANCE (LCY) FLOWFIELD
Sort Information
The sorting functionality in Microsoft Dynamics NAV 2009 helps simplify getting an overview of information. For example, if you have a large number of customer ledger entries, you can choose to order them by: Entry number only Customer number first, then by posting date Document type first, then by document number Document number first, then by customer number
The sorting options are predefined, and there are many for each table in the program. Each sorting option (or combination of sorting options) is called a key. You can see all the keys for a window by clicking the drop-down arrow beside the Sorting field.
1-29

By choosing a different sorting option, you can view the lines in a different order.
Procedure - Change the Sorting Order

Follow these steps to change the sorting order of a list of vendor ledger entries: 1. From the Navigation pane, click on Departments > Purchase > Planning > Lists > Vendors. 2. Double-click on Vendor number 1000 (London Postmaster). 3. Click Related Information > Vendor > Ledger Entries. 4. Click the drop-down arrow beside Entry No.; the list of possible sorting options appear. 5. Select Vendor No., Posting Date, Currency Code. 6. Click the sort ascending/descending button, and select Sort descending. The vendor ledger entries for London Postmaster has now been sorted based on your chosen criteria.
FIGURE 1.4 VENDOR LEDGER ENTRIES WINDOW AND RELATED SORT WINDOW SHOWING CHOSEN SORTING ORDER.
NOTE: The new sorting will be valid for all vendors until you close the Vendor Ledger Entries window. If you want to view another vendor with the same sorting order, you can now just browse to that vendor's card. If you keep the Vendor Ledger Entry window open, it will be updated accordingly.
1-30

Sorting Order
Once you have chosen a sorting key, the program will sort the field contents of the selected columns according to the following order: 1. Numbers only without blank spaces or special characters 2. Letters only 3. Numbers and letters combined When numbers and letters are combined, the field contents are checked character by character from left to right. The sorting priority is as follows: Blank spaces come before characters Letters come before numbers Numbers come before special characters
The sorting priority results in the sorted list shown in the following table. Order 1 Reason Numbers without blank spaces or special characters come before letters or combinations of numbers and letters, and Microsoft Dynamics NAV 2009 counts in ascending order.
11 12 111 A1 This is a combination of letters and numbers. It comes before other such combinations because the blank space between A and 1 comes before anything else. Letters come after blank spaces (so ABC comes after A 1 above). Letters come before numbers in letter/number combinations (so ABC comes before AB1). Numbers are sorted after letters (so A1 comes after AB). D comes after A, and blank spaces come before a character. Numbers are sorted after letters (so D1 comes after D S B). Special characters come after numbers. A number at the start of a combination of letters comes next to last in the sorting order. Special characters come last in a sorting.
ABC AB1 A1 DSB D1 D.S.B. 1A +A1
You must be familiar with sorting rules so that filters can be entered correctly. For example, the filter A100..110 does not result in any data being found since the interval cannot exist. The result of an incorrectly used filter can be incorrect or even no information.
1-31

To ensure that numbers are sorted correctly, use the following principles: Always use a numerical series of a fixed length (100 to 999). Never use a numerical series, such as 1 to 999 in code or text fields. Never use a numerical series, such as 001 to 999 in code or text fields.
The SQL Server Option for Microsoft Dynamics NAV 2009 sorts numbers as if they were text, as illustrated in the following table. Numerical Sorting 1 2 3 4 10 100 Text Sorting 1 10 100 2 3 4
To avoid the mentioned issues of different sorting logic in SQL, follow these guidelines: Use a numerical series that has a fixed length by either specifying a numerical series that has a predefined number of digits or s tarts with a number other than zero. Manually follow the numbering principles and use a fixed number of digits.
The Statistics window displays an overview of all relevant figures for central records, including: Customer Vendor Item Order (sale, purchase, production)
To view the Statistics window of customer No. 1000 (The Cannon Group PLC), perform the following steps: 1. From the Navigation pane, click Departments > Sales & Marketing > Sales > Lists > Customers.
1-32

2. Double-click customer number 10000 (The Cannon Group PLC). 3. Click Related Information > Customer > Statistics.
FIGURE 1.5 CUSTOMER STATISTICS WINDOW
The calculated information in the statistics windows is constantly updated based on entry postings for the record in question. You cannot edit information in statistics windows. You can view which entries were included in a calculated figure by clicking the drill-down button to the right of the field contents. This will open the posted entries document for further analysis. For example, click in the Balance (LCY) field to open the Customer Ledger Entries window and view entries that make up the calculated balance. NOTE: Leave the Customer Ledger Entrieswindow open because it will be used to illustrate the Navigate window in the "use the Navigate Window" topic. The Navigate window is designed to help you analyze business figures across the whole database. The window is available from all tabular windows showing posted entries. It is also available directly from the History menu folder for every application area. Navigate can be used as a context-sensitive search, meaning that it will contain the information of the line for which it is opened. Use the following procedure to view the Customer Ledger Entries window for Customer No. 10000 (The Cannon Group PLC) using Navigate. 1. From the Navigate pane, click Customers. 2. Double-click Customer No. 10000 (The Cannon Group PLC). 3. Click Related Information > Customer Ledger Entries.
1-33

4. Click Navigate.
FIGURE 1.6 THE NAVIGATE WINDOW SHOWING WHICH TRANSACTION ENTRIES RELATE TO ONE CUSTOMER LEDGER ENTRY.
The Navigate results show the first customer ledger entry for customer 10000. The top and middle sections display information about the selected transaction, namely the first sales invoice for customer 10000 on 12/31/09. The lines at the bottom show which and how many entries exist for the transaction. You can drill further into these results by selecting a line and clicking Show to view the actual entries.
Search by Document Number

The Navigate window can also be used as a generic search tool. To see entries with a different document number, enter the document number at the top of the Navigate window and click Find. If you search with only the Posting Date field (leaving the Document No. field blank), all the entries from the date entered will appear, regardless of document number. Likewise, if the Posting Date field is blank, all entries with the selected document number will appear, regardless of the posting date.
1-34

Search by External Document Numbers
If you do not know the internal document number, click the External tab. In the Business Contact Type field, select Vendor. Enter the vendor number in the Business Contact No. field and/or the vendor's document number in the Document No. field. Then, click Find to have the program find the entries. Open the Navigate window from ledger entry windows and windows containing posted shipments and receipts, or from all the History menu folders in the navigation pane. You can use it to find all entries posted with the same date and/or document number. The document number may be either a number assigned in a general journal or the number of an invoice or credit memo.
Use the Information Pane

The following central sales documents have an information pane to the right of the header and lines sections: Sales order Sales quote Sales invoice
All sales-relevant information about the customer (on the document header) and the item (on the document lines) can be easily extracted by clicking the different links on the FactBoxes.
FIGURE 1.7 INFORMATION PANE OPENED FROM A SALES ORDER
1-35

The Customer Sales History Factbox lists all open and posted documents for the customer in question, organized by document types, such as quotes, blanket orders, posted credit memos, and so on. Some windows in the program represent business documents that will be sent to customers, business partners, and internal staff. Examples are: Order confirmations - from sales orders Quotes - from sales and purchase quotes Work order - from sales orders Job cards, picking lists - from production orders
For more information on how to import a picture as your company logo, refer to the "Installation & Setup Guide" user manual. Another way to extract information from the system is to send it to Word, Excel, and other Office products for further processing or presentation. For example, to view all open sales orders, perform the following steps: 1. Click on Role Center. 2. From the Activities pane, click the Sales Orders -Open Queue. 3. From the menu bar, click Actions > Send To > Microsoft Word.
Use MapPoint
The integration to Microsoft MapPoint provides users the possibility to look up the geographical location of customers and business partners directly from Microsoft Dynamics NAV 2009 and display it on a web-based map, including standard route planning information. MapPoint must be set up on the Microsoft Dynamics NAV installation before it can be used from the application. For information on setting up MapPoint, refer to the "Application Setup" manual. You can look up a customer's address in MapPoint. The customer's address can be located directly from the Customer Card and all the other places where customer address information is shown in the program. The same applies to the windows (forms) shown in the following table. Form 5703 21 26 1 Form Name Location Card Customer Card Vendor Card Company Information
1-36
Form 76 88 300 370 5050 5200
Form Name Resource Card Job Card Ship-to Address Bank Account Card Contact Card Employee Card
When MapPoint is set up, a Show on Map icon (shaped as a pin ) is visible next to the Country/Region Code field of the customer/contact card. The Show on Map icon works in a similar way as other link icons in the program, such as the e-mail icon that sends an e-mail message through Outlook and the phone icon that makes a phone call. When you click on the icon, a small request form with five display options appears, where you select how to show the map. Once the MapPoint map opens showing the address on the map, you can use several standard tools for that web-based map, such as route planner.
Print Reports and Documents

Microsoft Dynamics NAV 2009 contains a number of standard reports relating to business processes. For each application area, all relevant reports are placed in the respective Reports menu folder in the navigation pane. When you have selected a report, a card window called a report request form opens. Here you can specify which information the report must include and how it must be included. Report request forms typically have two tabs. On the first tab, which is named after the table that provides the information, you can set filters to define which field information to include. The second tab, the Options tab, has varying setup fields with relevant options to define how the report must be created. When you have defined the report contents, you can process it in the following ways: Click Preview to view it a Print Preview window Click Print to send it to your printer.
1-37

Select the Print to Excel field on the Options tab to also create an Excel document when the document it printing. This is only available on the following reports: o o o o o Trial Balance Customer/Item Sales Inventory Cost and Price List Aged Accounts Receivables Customer - Order Detail
FIGURE 1.8 A PRINT PREVIEW WINDOW SHOWING THE CUSTOMER ORDER SUMMARY REPORT
Summary
Having a general understanding of ERP is important for a user to understand its purpose . Knowing how to navigate in the role center, Navigation panes, different windows and using the basic functions to process data are the first prerequisites for any user of Microsoft Dynamics NAV 2009. Once you have acquired this knowledge, you can start to learn and use all of the program's business functionality .
1-38
Test Your Knowledge

Use your acquired skills in navigating and using general features to interact with the system. Thus, you need access to a Microsoft Dynamics NAV 2009 VPC (Virtual PC) in order to answer most of the following questions. 1. How many employees are there in Cronus International, Ltd.? ()7 ()8 ()9 ()6 2. Who is the contact at customer 49525252, Beef House? ( ) Mrs. Carol Philips ( ) Mr. Frank Lee ( ) Frau Karin Fleischer ( ) Mr. Barry Potter 3. What is the current balance (LCY) on customer 49525252, Beef House? ( ) 6,346.16 ( ) 5,951.36 ( ) 5,641.36 ( ) 5,941.37 4. How many open invoices does customer 49525252, Beef House have? ()2 ()3 ()4 ()5 5. What is the inventory of item number 70000? ( ) 4,202 ( ) 5,202 ( ) 4,402 ( ) 4,204 6. What is the unit price of item number 70040? ( ) 801.20 ( ) 108.20 ( ) 108.40 ( ) 118.20
1-39

7. What happens when you type the letter t in a date field ?
8. What keys do you press to delete a customer? ( ) F8 ( ) F6 ( ) Ctrl+D ( ) F2 9. What happens when you type the letter w in a date field?
10. What would will the following filter expression display: 1100..2100? ( ) Records 1100 through 2100 are displayed. ( ) Records 1100 and 2100 are displayed. ( ) Records 1100 through 2100 are not be displayed. ( ) Records 1100 and 2100 are not be displayed. 11. From what type of field can you drill down to related entries? ( ) Calculation field ( ) FlowField ( ) Amount field ( ) Quantity field
1-40

12. Which three filter types are available in Microsoft Dynamics NAV 2009? (Select all that apply) ( ) Table filter ( ) Form filter ( ) Field filter ( ) FlowFilter 13. Outline the purpose of the Navigate window.
14. From the Activities pane, what do the numbers on the Cues stand for?
1-41

Take a moment and write down three key points you have learned from this chapter 1.
2.
3.
1-42
Solutions
Test Your Knowledge
1. How many employees are there in Cronus International, Ltd.? ()7 () 8 ()9 ()6 2. Who is the contact at customer 49525252, Beef House? ( ) Mrs. Carol Philips ( ) Mr. Frank Lee () Frau Karin Fleischer ( ) Mr. Barry Potter 3. What is the current balance (LCY) on customer 49525252, Beef House? () 6,346.16 ( ) 5,951.36 ( ) 5,641.36 ( ) 5,941.37 4. How many open invoices does customer 49525252, Beef House have? ()2 ()3 () 4 ()5 5. What is the inventory of item number 70000? () 4,202 ( ) 5,202 ( ) 4,402 ( ) 4,204 6. What is the unit price of item number 70040? ( ) 801.20 () 108.20 ( ) 108.40 ( ) 118.20
1-43

7. What happens when you type the letter t in a date field ? MODEL ANSWER: The field is populated with today's date. 8. What keys do you press to delete a customer? ( ) F8 ( ) F6 () Ctrl+D ( ) F2 9. What happens when you type the letter w in a date field? MODEL ANSWER: The field is populated with the specified work date. 10. What would will the following filter expression display: 1100..2100? () Records 1100 through 2100 are displayed. ( ) Records 1100 and 2100 are displayed. ( ) Records 1100 through 2100 are not be displayed. ( ) Records 1100 and 2100 are not be displayed. 11. From what type of field can you drill down to related entries? ( ) Calculation field () FlowField ( ) Amount field ( ) Quantity field 12. Which three filter types are available in Microsoft Dynamics NAV 2009? (Select all that apply) () Table filter ( ) Form filter () Field filter () FlowFilter 13. Outline the purpose of the Navigate window. MODEL ANSWER: It is a context-sensitive search tool, designed to that helps users analyze business figures across the whole database. 14. From the Activities pane, what do the numbers on the Cues stand for? MODEL ANSWER: It They represents the number of documents you have in the stack.
1-44
CHAPTER 2: WORKING WITH GENERAL LEDGER ACCOUNTS

Objectives
The objectives are: Identify different posting groups and outline their purpose. Explain the use of G/L account cards. Outline the purpose and functions of the Chart of Accounts window.
Introduction
The core of a company is its chart of accounts, a list of the general ledger (G/L) accounts where G/L entries accumulate during a fiscal period. General Ledger entries are created as a result of business transactions posted on different business documents, such as purchase invoices. During posting, transaction figures are routed to the relevant G/L accounts by means of posting group combinations assigned to the customer, vendor, or item on the business document. As one of the central elements of a financial management system, the purpose and functions of the chart of accounts is prerequisite knowledge for anyone training to work with Microsoft Dynamics NAV 2009 at any level. For introductory training on assigning posting groups to business documents, refer to the "Process Purchases" chapter in this course. For detailed information about how and why to set up posting groups, refer to the "Application Setup in Microsoft Dynamics NAV 2009" course. For training in financial management functionality, refer to the "Finance in Microsoft Dynamics NAV 2009" course, which is intended for the bookkeeper role.
2-1
Posting Groups
Posting groups help users create links between master data records in the different application areas and the G/L accounts in the chart of accounts. When sales, purchases, and other transactions are recorded and posted for these master data records, posting groups route the derived transaction figures to the correct G/L accounts. You can use three types of posting groups when selling inventory and resources to customers and buying inventory from vendors: Specific posting groups General posting groups VAT posting groups
Specific Posting Groups

The primary purpose of specific posting groups is to identify the balance sheet account for each subledger. (The term subledger refers to transaction entries in application areas, such as Inventory, Sales, Purchases, and Resources). Specific posting groups are assigned to the following master data records: Customers Vendors Items Fixed Assets Bank Accounts
These posting groups create the direct link to the primary balance sheet account for each master data record. NOTE: Posting groups are not necessary in companies that only use the General Ledger application area and only record regular journal entries to G/L accounts.
2-2

To view Customer Posting Groups, go to: Departments > Financial Management > Administration > Posting Groups > Customer Posting Groups
FIGURE 2.1 CUSTOMER POSTING GROUPS IN CRONUS
To view Vendor Posting Groups, go to: Departments > Financial Management > Administration > Posting Groups > Vendor Posting Groups
FIGURE 2.2 VENDOR POSTING GROUPS IN CRONUS
2-3

The following table briefly describes the purpose of each type of specific posting group. Specific Posting Group Customer Posting Group Description Maps the accounts receivable accounts, payment discount accounts, invoice and application rounding accounts, and interest and fee accounts relating to customers. Maps the accounts payable account, payment discount accounts, invoice and application rounding accounts, and interest and fee accounts relating to vendors. Inventory posting groups specify the type of inventory and are then combined with location codes in the Inventory Posting Setup window. Each combination is then mapped to the inventory accounts, WIP account, and other variance accounts relating to inventory in the chart of accounts. Specifies the accounts to which transactions involving fixed assets are posted. Maps a bank account to a bank G/L account.
Vendor Posting Group
Inventory Posting Groups/Inventory Posting Setup
Fixed Asset Posting Group Bank Account Posting Group
Inventory Posting Setup

Inventory posting groups are specific posting groups that are used to group items for statistical purposes. Reports, such as the Inventory Valuation, and batch jobs, such as the Post Inventory Cost to G/L, use inventory posting groups to list the results. The inventory posting group setup is slightly different than the setup of customer and vendor posting groups because two windows are used: Inventory Posting Groups Inventory Posting Setup
In the Inventory Posting Group window, item group codes such as RAW MAT can be specified. This setup allows users to link G/L accounts to item groups rather than to specific items. The Inventory Posting Setup window defines the posting links between inventory locations, item groups (see Inventory Posting Group Code field in figure 3.2), and G/L accounts relating to inventory.
2-4

To view Inventory Posting Setup, go to: Departments > Financial Management > Administration > Inventory Posting Setup
FIGURE 2.3 INVENTORY POSTING SETUP WINDOW REFLECTING THE POSTING LINKS BETWEEN INVENTORY AND G/L
General Posting Groups

The primary purpose for general posting groups is to identify the income statement account that represents each subledger. General posting groups are added to customers, vendors, items, and resources to link the following to the general ledger: Item and/or resource transactions from purchases and sales documents Item journals and job journals
There are two types of general posting groups, shown in the following table. General Posting Group General Business Posting Group General Product Posting Group Description Specifies who is sold to (customers) and who is purchased from (vendors). Specifies what is being sold (items and resources) and what is being purchased (items).
2-5

General Business Posting Groups
To go to General Business Posting Groups, go to: Departments > Financial Management > Administration > Posting Groups > Gen. Business Posting Groups
FIGURE 2.4 GENERAL BUSINESS POSTING GROUPS LINKING TRANSACTIONS TO G/L BY BUSINESS TYPE
General business posting groups are assigned to: Customers Vendors G/L accounts
When setting up general business posting groups, you must consider how many groups are needed for breaking down: Sales by customers Purchases by vendor
For example, general business posting groups can be divided by: Geographical area Type of business Type of industry
2-6

General Product Posting Groups
General product posting groups are assigned to: Items Resources G/L accounts
When setting up general product posting groups, you must consider how many groups are needed for breaking down: Sales by products (items and resources) Purchases by items
For example, general product posting groups can be divided by: Raw material items Retail items Resources Capacities
General product posting groups provide the major product groups reflected in the chart of accounts. Each inventory item and resource is assigned a general product posting group.
General Posting Setup Window

The General Posting Setup window is a matrix that combines business and product posting groups.
2-7

To view the General Posting Setup, go to: Departments > Financial Management > Administration > Posting Groups > Gen. Posting Setup.
FIGURE 2.5 GENERAL POSTING SETUP WINDOW REFLECTING THE POSTING LINKS BETWEEN GENERAL POSTING GROUPS AND G/L
Each combination determines the accounts that the program uses to post the following: Sales and purchases Sales and purchase credit memos Sales and purchase invoice discounts and payment discounts Cost of goods sold (COGS) and inventory adjustments Direct cost applied and overhead applied Purchase variances
For each combination of business and product posting groups, a different set of G/L accounts can be assigned. As a result, it is possible to post the sale of the same item to different sales accounts in the general ledger since customers are assigned different general business posting groups.
VAT Posting Groups

Value-added tax (VAT) is a transaction tax paid by the end consumer and businesses. VAT posting groups define how VAT is calculated and posted according to: Who is sold to or purchased from (customers and vendors)
2-8

What is sold or purchased (items and resources)
The principles for setting up VAT posting groups are similar to those for setting up general posting groups: VAT business posting groups are set up and assigned to customers and vendors. VAT product posting groups are set up and assigned to items and resources. Combinations of VAT business and product posting groups are specified in the VAT Posting Setup window.
VAT Posting Setup Window

The VAT Posting Setup window is a matrix that combines VAT business and product posting groups, similar to the General Posting Setup window. However, the VAT Posting Setup window contains additional fields specific to VAT recording and posting. To view the VAT Posting Setup, go to: Departments > Financial Management > Administration > VAT Posting Group > VAT Posting Setup
FIGURE 2.6 VAT POSTING SETUP WINDOW REFLECTING THE POSTING LINKS BETWEEN VAT POSTING GROUPS AND G/L
2-9
G/L Account Cards

Each line in the chart of accounts is represented by a G/L account card where you define how the related G/L entries for that account are managed. For running companies where a posting setup is in place and a chart of accounts already exists, you will need to create additional G/L accounts from time to time, for example, for transactions from a new type of revenue. To learn how to create new G/L accounts, refer to the "Finance" course. This lesson merely explains the most important fields and buttons in the G/L Account Card window. G/L account cards are accessed from the Chart of Accounts window, which is explained in the next lesson. To open a G/L account card, follow these steps: 1. Click Departments > Financial Management > General Ledger > Lists > Chart of Accounts. 2. Double-click or press Enter on a G/L account to view it.
FIGURE 2.7 THE G/L ACCOUNT CARD WINDOW FOR THE FIRST POSTING ACCOUNT TYPE IN CRONUS, THE LAND AND BUILDINGS G/L ACCOUNT
2-10

General FastTabs
The General FastTabs contains various fields that define what and how G/L entries are handled in the G/L account. Field No. Description The number of the G/L account. Note that number series are not used for G/L accounts so this number is entered manually. A short description of the G/L account. Indicates whether the account is an income or balance sheet account. This field is important in determining what accounts are closed at the fiscal year end. Indicates the type of entries that will normally be posted to this account. The selection made does not restrict the type of transactions posted to the account; it only enhances the reporting capabilities. This field identifies the purpose of the account. The options are: Posting - Used to accumulate transactions. Heading - Used for descriptive purposes only. Total - Used to total a range of accounts, as specified in the Totaling field. (This option is useful for totaling groups of accounts that are not in the same classification, such as gross income.) Begin-Total - is used to mark the beginning of an account range. End-Total is used to mark the end of the range. Each End-Total account has an account range in the Totaling field. The range can be calculated or entered manually.
Name Income/Balance
Debit/Credit
Account Type
Totaling No. of Blank Lines New Page Search Name Balance
Determines which accounts go into a Total or an End-Total account type. Determines the number of blank lines before the account is displayed in a report. Determines if a new report page is printed after the account is displayed in the report. Search for a particular account when the account number cannot be recalled. Displays the current balance of the account. Look up from this field to access the General Ledger Entries window.
2-11
Field Reconciliation Account
Description Determines whether the G/L account is included in the Reconciliation window in the general journals. The Reconciliation window is used prior to posting to review the effect of posting the accounts in the journal. If selected, extended text set up on the account is automatically added to sales and purchase documents in the Description field. If not selected, extended text can still be set up on the account and added to documents manually. To create the extended text, click Related Information > Account >Extended Texts. Indicate whether posting is allowed directly into this account from a journal line. Note that this field is automatically checked when new accounts are created. If selected, prevents entries from posting to this account. G/L accounts can be blocked and reopened as needed. System generated field, displays the date when the G/L account was last modified.
Automatic Ext. Texts
Direct Posting
Blocked Last Date Modified
Posting FastTabs
The Posting FastTabs contains the fields that determine how the G/L and VAT entries are recorded. The following table briefly describes the purpose of each field. Field Gen. Posting Type Description Defines whether the account is used only in connection with a sale or purchase transaction or with both types of transactions. This field is used with the VAT Bus. Posting Group and VAT Prod. Posting Group fields to find the account that the program posts VAT to. It is only filled in for revenue and expense accounts where VAT is involved. Identifies the default general business posting group for the account. This field indicates whom you sell to or buy from. It is used with the Gen. Prod. Posting Group and Gen. Posting Type fields to find the G/L accounts to post to for sales, purchases, discount amounts, COGS (cost of goods sold), and inventory adjustments. Identifies the default general product posting group for the account. This field indicates the type of item sold or purchased. It is used with the Gen. Bus. Posting Group and Gen. Posting Type fields to find the G/L accounts to post to for sales, purchases, discount amounts, COGS, and inventory adjustments.
Gen. Bus. Posting Group
Gen Prod. Posting Group
2-12
Field VAT Bus. Posting Group
Description Identifies the default VAT business posting group for the account. This field is used with the VAT Prod. Posting Group and Gen. Posting Type fields to: Determine VAT percent and VAT calculation type. Find the G/L accounts where the program posts VAT. Identifies the default VAT product posting group for the account. This field is used with the VAT Bus. Posting Group and Gen. Posting Type fields to: Determine VAT percent and VAT calculation type. Find the G/L accounts where the program posts VAT. Identifies the default intercompany G/L account number for this G/L account. When entering this G/L account in the intercompany general journal, the IC G/L account specified in this field is used as the default balancing account number.
VAT Prod. Posting Group
Default IC Partner G/L Acc. No.
After the posting types and the posting group codes are assigned to a G/L account, these codes are automatically inserted in a journal, sales, or purchase line when the G/L account is selected.
Account Button
The Account button in the G/L Account Card window contains the options shown in the following table. Option Ledger Entries (Ctrl+Shift+N) Comments Dimensions (Ctrl+Shift+D) Extended Texts Description Displays all ledger entries for the account. Displays or enters comments relating to the account. Displays or enters default dimensions for the account. Displays or enters extended text for the account.
2-13
Option Receivables-Payables
Description Provides a summary of: Expected net operational cash flow from customers and vendors over time. Open customer and vendor ledger entries sorted by their Due Date instead of Posting Date.
View this summary by the: Period, such as daily, monthly, or quarterly. Expected cash flow movement for a period by clicking the Net Change option. Expected net balance of outstanding customer and vendor balances at any date by clicking the Balance at Date option.
Where-Used List
Displays a list of tables where this G/L account is used.
To view the options, open an account card and go to: Related Information > Account. For detailed information about dimensions, refer to the "Add and View Dimensions" chapter in this course.
Balance Button
Use the Balance button to display information about the balances and transaction amounts for the account. Each window accessed from this button contains filters to assist in viewing the information more specifically. The Balance button contains the options shown in the following table. Option G/L Account Balance G/L Balance G/L Balance by Dimensions Description Displays the balance or net change for the G/L account over time. Displays the balance or net change for all G/L accounts for a specific time period. Displays balance or net change information for all accounts. The information displayed in columns and lines can be set to one of the following views: G/L account Period Global Dimensions 1 and 2
To view the options, open an account card and go to: Related Information > Balance.
2-14

These options are described in more detail in the "Business Intelligence for Information Workers" course.
Functions Button
On the Functions button, you can accesses the Apply Template function. This function is available when master templates are prepared during the Rapid Implementation Methodology (RIM) process. Master templates for G/L accounts provide the ability to: Create multiple default G/L account setups for accounts that are often created, such as expenses. Use these templates as a basis when creating accounts of this type. Eliminate the need for repetitive data entry for similar account creation.
Go to Actions > Functions to select the options available. For more information about using master templates to structure new master data, refer to the "Application Setup" course. When a new G/L account is created in the G/L Account Card window, the Indent Chart of Accounts function must be run. This function is explained in the "The Chart of Accounts" Lesson.
2-15
Chart of Accounts Window

The Chart of Accounts window contains the same fields as in the G/L Account Card window - only displayed in table format. In addition to the information on the individual account cards, the Chart of Accounts window displays current net change and balance figures for each G/L account. In this way, the window provides direct insight to the status of company finances at all times. To view the chart of accounts, go to Departments > Financial Management > General Ledger > Lists > Chart of Accounts.
FIGURE 2.8 PARTS OF THE CHART OF ACCOUNTS IN CRONUS
The Chart of Accounts window contains buttons similar to the G/L Account Card window, but with slightly different menu options.
Account Button
The Account button contains the options shown in the following table. Options Dimensions - Single Dimensions - Multiple Description The same functions as the dimensions function on the account card. Assign the same default dimensions to multiple accounts. Since the Chart of Accounts window is a list of accounts, it is possible to assign the same default dimensions to several accounts by selecting the relevant account lines, thus reducing the entry time needed for setting up default dimensions.
2-16
Options Ledger Entries, Comments, Extended Texts, ReceivablesPayables, Where-Used List
Description Same functions as described in the G/L Account Cards lesson.
To view these options, go to the Chart of Accounts Window and go to: Related Information > Account.
Balance Button
The Balance button contains the options shown in the following table. Options G/L Account Balance, G/L Balance, G/L Balance by Dimension G/L Account Balance/Budget G/L Balance/Budget Chart of Accounts Overview Description Same functions as described in the G/L Account Cards lesson. Displays the actual and budgeted balance or net change for the G/L account over time. Displays the actual and budgeted balances or net change for all G/L accounts for a specific time period. Displays the chart of accounts with different levels of detail. Use the Expand and Collapse feature to view only header and footer accounts or all of the accounts in between.
To view the options, go to the Chart of Accounts Window and go to: Related Information > Balance.
Functions Button
The Functions button contains one function: Indent Chart of Accounts. This function is used to: Format the Total, Begin-Total and End-Total fields. Indent accounts according to a defined hierarchy.
Establish the hierarchy by using the account types Begin-Total and End-Total. Account numbers within this range are included in the End-Total range in the Totaling field. Every time you create a new G/L account, run the Indent Chart of Accounts function to indent it according to a hierarchy and recalculate the totals. To access this function, go to Actions > Functions > Indent Chart of Accounts and click Yes.
2-17
Summary
Posting groups route posted business transactions to the relevant G/L accounts according to specific, general, or VAT posting groups as set up in a posting setup matrix. Posted business transactions are routed by the posting setup to G/L accounts where they accumulate as G/L entries and contribute to the annual accounts of the company. Each G/L account can be managed in a G/L Account Card window that holds the setup information and links to related entry details. The list of all existing G/L accounts is displayed in the Chart of Accounts window, which is the central interface to the company's financial records. As one of the central elements of a financial management system, the purpose and functions of the chart of accounts is prerequisite knowledge for anyone training to work with Microsoft Dynamics NAV 2009 at any level. For hands-on training in the financial management functionality that surrounds the chart of accounts, refer to the training manuals titled "Finance in Microsoft Dynamics NAV 2009," aimed at the bookkeeper role, and "Business Intelligence for Information Workers," aimed at controllers, accountants, managers and others roles involved in reporting financial information .
2-18
Test Your Knowledge

1. Outline the purpose of posting groups.
2. Which type of posting group is used to identify balance sheet accounts for each subledger? ( ) All posting groups ( ) Specific posting groups ( ) General posting groups ( ) VAT posting groups 3. Which type of posting group is used to identify income statement accounts for each subledger? ( ) All posting groups ( ) Specific posting groups ( ) General posting groups ( ) VAT posting groups 4. Which of the following are assigned specific posting groups? ( ) Item ( ) Customer ( ) Resource ( ) Fixed asset 5. Which of the following are assigned general posting groups? ( ) Fixed asset ( ) Resource ( ) Customer ( ) Item
2-19

6. Which three types of posting information are combined in the Inventory Posting Setup window? (Select all that apply) ( ) Location codes ( ) Inventory posting group codes ( ) Item category codes ( ) G/L accounts 7. On which tab in the G/L Account Card window do you define which transaction figures to accumulate in the account? ( ) Reporting ( ) General ( ) Posting ( ) Transaction 8. A G/L account can be one of which of the following account types? (Choose one) ( ) Posting ( ) Balance ( ) Total ( ) Heading 9. Which menu option in the Chart of Accounts window is used to recalculate the totals and to place G/L accounts in the right structure? ( ) Refresh Chart of Accounts ( ) Recalculate Chart of Accounts ( ) Indent Chart of Accounts ( ) Chart of Account Overview
2-20

2.
3.
2-21
Solutions
Test Your Knowledge
1. Outline the purpose of posting groups. MODEL ANSWER: Posting groups are used to create links between master data records in the different application areas and the G/L accounts in the chart of accounts. When sales, purchases, and other transactions are recorded and posted for these master data records, posting groups route the derived transaction figures to the correct G/L accounts. 2. Which type of posting group is used to identify balance sheet accounts for each subledger? ( ) All posting groups () Specific posting groups ( ) General posting groups ( ) VAT posting groups 3. Which type of posting group is used to identify income statement accounts for each subledger? ( ) All posting groups ( ) Specific posting groups () General posting groups ( ) VAT posting groups 4. Which of the following are assigned specific posting groups? () Item () Customer ( ) Resource () Fixed asset 5. Which of the following are assigned general posting groups? ( ) Fixed asset () Resource () Customer () Item
2-22

6. Which three types of posting information are combined in the Inventory Posting Setup window? (Select all that apply) () Location codes () Inventory posting group codes ( ) Item category codes () G/L accounts 7. On which tab in the G/L Account Card window do you define which transaction figures to accumulate in the account? ( ) Reporting ( ) General () Posting ( ) Transaction 8. A G/L account can be one of which of the following account types? (Choose one) () Posting ( ) Balance () Total () Heading 9. Which menu option in the Chart of Accounts window is used to recalculate the totals and to place G/L accounts in the right structure? ( ) Refresh Chart of Accounts ( ) Recalculate Chart of Accounts () Indent Chart of Accounts ( ) Chart of Account Overview
2-23
2-24
CHAPTER 3: ADD AND VIEW DIMENSIONS

Objectives
The objectives are: Outline why and how to use dimensions. Add dimensions to a business document. Filter and view posted business transactions by dimensions.
Introduction
Users can add dimensions and dimension values to business documents before posting them and moving the resulting entries to G/L. Afterwards, the dimension values can be used in multiple ways and combinations to analyze business parameters of those historic entries. Dimensions is a cross-application functionality that is simple to use and understand once you know the concept. In this context, "to use" means adding and viewing dimensions, not setting them up. To learn how to set up dimensions, refer to the "Application Setup in Microsoft Dynamics NAV 2009" course. Any user or partner role working with Microsoft Dynamics NAV 2009 is advised to learn about dimensions because global dimensions are used in most installations and are an important part of business intelligence.
3-1
Dimensions Overview
In traditional accounting, when users wanted to link information to an entry-for example, information about which department or project created the entry-they posted directly to a G/L account created for the relevant department or project. This meant that the chart of accounts was large if the company had many projects. In Microsoft Dynamics NAV 2009, users can manage the linking of information by adding dimensions to master data records or directly in business documents before posting transactions. These dimensions can then later be used as filters to group posted entries of any type for analysis purposes. For example, if a Department dimension is used, you can review all sales by a particular department.
Dimension Types
The following three types of dimensions can be used: Global Shortcut Budget
To access the Dimensions window, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > List > Dimensions.
Global Dimensions
Users can set up two dimensions as global dimensions that are available for use throughout the program. Global dimensions can be used as filters for G/L entries, as well as on all reports, account schedules, and batch jobs. The program makes both global dimensions automatically available for use on entry lines and document headers as shortcut dimensions. Global dimensions are typically a company's most used and important dimensions because of their availability throughout the program. The Cronus demonstration company uses Department Code and Project Code as global dimensions.
3-2

Shortcut Dimensions
Users can set up eight dimensions as shortcuts. They are called shortcut dimensions because they can be added directly on document lines in the related dimension field. The Department Code field is for one of eight shortcut dimensions that are set up in Cronus.
FIGURE 3.1 SHORTCUT DIMENSIONS SET UP IN CRONUS
To add dimensions that are not set up as shortcut dimensions, you must use the Document Dimensions window. Refer to the "Add Dimensions to a Purchase Order" demonstration for more detail. The first two shortcut dimensions are the same as the global dimensions (in Cronus, these are Department Code and Project Code).
Budget Dimensions
Budgets can have up to four dimensions added to them in addition to the two global dimensions. Select the budget dimensions for each budget from the dimensions you have created. Use budget dimensions to set filters on a budget and to add dimension information to budget entries. The first two budget dimensions are the same as the global dimensions (in Cronus, these are Department Code and Project Code).
Dimensions and Dimension Values

Each dimension can have an unlimited series of dimension values that are subunits of that dimension. For example, a dimension called Region can have region dimension values called Europe, Asia, Africa, and so on.
3-3

The Cronus demonstration company uses a Department Code dimension that has Administration, Sales, and Production as dimension values. The Department Code dimension is used in Cronus as a global dimension. To access the Department Dimensions Value List, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > Lists > Dimensions. Select Department from the list and go to: Related Information > Dimension > Dimension Values.
FIGURE 3.2 THE DEPARTMENT CODE DIMENSION WITH ITS THREE DIMENSION VALUES
Combining Dimensions
You can use a wide variety of dimensions and add combinations of dimension values to any type of business document before posting it. Later, you can analyze all historic business activity by filtering on one or more of the dimensions. If more than one dimension is available, you can create a richer analysis of the company's activities. A single sales entry can include multiple dimension information about which account the item sale has been posted to, where the item was sold, who sold it, and what kind of customer made the purchase. For example, a business document that is about to be posted may include the following dimensions: Salesperson Campaign Region
3-4

Later, you may select to view sales for a particular region, within a particular campaign, and by a certain salesperson. The resulting view of posted sales is filtered by, for example: Northwest (region) Fall Kickoff (campaign) John Smith (sales person)
To access the Dimensions Combination window, go to: Departments > Administration > Application Setup > Financial Management > Dimensions > Tasks > Dimension Combinations.
Default Dimensions
Default dimensions allow you to specify how particular master data records-for example, customers-will use dimensions and dimension values. When default dimensions are set up for a customer, the program will automatically add these dimensions and dimension values whenever the customer is used, such as on a journal line or in a sales order. You can change the default dimensions as you wish. Follow these steps to view the default dimensions set up for customer 10000: 1. Click Departments > Sales & Marketing > Order Processing > Lists > Customers. 2. Select customer 10000 and double-click to open it. 3. From the Customer Card window, click Related Information > Customer > Dimensions (or press Ctrl+Shift+D).
FIGURE 3.3 DEFAULT DIMENSIONS SET UP FOR CUSTOMER 10000 IN CRONUS
3-5

The tasks involved in defining default dimensions relate to dimension setup and are described in detail in the "Application Setup in Microsoft Dynamics NAV 2009 Setup" course.
Analysis by Dimension
By using dimensions, you can analyze trends and compare various characteristics across a range of entries. The Analysis by Dimensions functionality is particularly effective for this purpose, but you can also use filters, account schedules, and reports to create informative dimension analysis. The "View Posted Purchases by Project Code" demonstration illustrates the basic use of a global dimension, Project Code, to analyze historic transactions. For detailed information about advanced analysis of dimensions, refer to the "Business Intelligence for Information Workers" course.
Dimension Rules
It is also possible to use dimensions to support business rules by influencing how a user can combine dimensions and how dimensions can be posted. This may be useful if certain departments are not allowed to use particular accounts or sell to particular customers. For detailed information about defining rules for the use of dimensions, refer to the "Application Setup in Microsoft Dynamics NAV 2009" course.
Viewing Dimensions
Business transactions that are posted with dimensions added to them can be analyzed by those dimensions in different windows for viewing or managing posted entries, including the following: General Ledger Entries Customer Ledger Entries Vendor Ledger Entries Account Schedule Budget
3-6
Demonstration Add Dimensions to a Purchase Order

Scenario: Before you post purchase order 6001, you must add certain dimensions. The whole order must be part of the Production department. One order line must be part of the Mercedes project. One order line must also belong to the Industrial business group. Last, you must correct the Department dimension of the whole purchase order from Production to Sales. After posting the purchase order, you must be able to see how many domestic retail purchases relate to the Mercedes project.
Add a Department Code to the Whole Order

Follow these steps to add the PROD department dimension value to all entries posted with the purchase order: 1. Click Departments > Purchase > Order Processing > Lists > Purchase Orders. 2. Double-click purchase order 6001. 3. Look at the Invoicing FastTabs. If it is collapsed, click the arrow button to expand it. 4. Look up in the Department Code field and select the PROD dimension value. 5. Click OK.
3-7

6. Accept the system message to update all the lines with the new value.
FIGURE 3.4 PROD ADDED AS DEPARTMENT CODE TO THE DOCUMENT HEADER - AND TO ALL LINES UPON ACCEPTING THE MESSAGE.
All entries posted with the purchase order will now carry the PROD department dimension value. Proceed to add dimensions directly to the lines.
Add Dimensions Directly on a Purchase Line

Follow these steps to add a dimension and dimension value directly on a purchase line: 1. In the lines section, click the Actions button (lightning bolt symbol) and click Choose Columns. 2. In the Available columns field, select and add Department Code and Project Code and then click OK. Notice in the purchase lines that the PROD department value was added to both lines when you added it on the header.
3-8

3. In the first purchase line, look up in the Project Code field and select MERCEDES.
FIGURE 3.5 PROJECT CODE AND MERCEDES ADDED AS DIMENSION AND DIMENSION VALUE ON THE FIRST PURCHASE LINE.
The MERCEDES project dimension value is now added directly on the first purchase line. Proceed to change dimensions on the purchase order by using the Document Dimensions window.
Add Dimensions Using Use the Document Dimensions Window to Add Dimensions
Follow these steps to view and change dimensions added to document lines by using the Document Dimensions window: 1. Place the cursor in the first purchase line and click Related Information > Order > Dimensions. The Document Dimensions window shows that a total of 3 dimensions are added to this purchase line. Note that the Purchaser dimension is added to the whole purchase order by means of the Purchaser Code field on the General FastTabs. 2. In the first dimension line, for AREA, look up in the Dimension Value Code field and select 50 (Europe South). 3. Click OK.
3-9

4. Click YES to update.
FIGURE 3.6 AREA DIMENSION VALUE CHANGED TO 50 FOR THE FIRST PURCHASE LINE USING THE DOCUMENT DIMENSIONS WINDOW
A dimension value has now been changed for one purchase line. Proceed to use the Document Dimensions window to change dimensions for the whole order.
Change Dimensions for the Whole Order

Follow these steps to change the Department dimension to SALES. 1. Click Related Information > Order > Dimensions to open the Document Dimensions window for the whole purchase order. Notice that the purchase order has 3 dimensions that relate to the whole order. Look up in the Dimension Value Code field that contains PROD, select SALES, and then click OK. Move the cursor and then click Yes to update the lines with the new department dimension value. From the Action Pane, click Post. Click OK to post with the default method, Receive and Invoice
2. 3. 4. 5.
This completes a demonstration of different ways to add and change dimensions and dimension values. The following demonstration, "View Posted Purchases by Project Code," shows how to filter and view the resulting G/L entries by the Project dimension.
3-10
Demonstration - View Posted Purchases by Project Code

The main purpose of dimensions is to group posted entries in global attributes that enable rich analysis of historic data. The most basic use of dimensions, both in terms of adding and viewing dimensions, centers on the two global dimensions, which in Cronus is the Department Code and Project Code dimensions. The following demonstration shows how to view posted entries by the global dimensions. Scenario: Some time after posting a purchase order as part of the Mercedes project, you want to see the total amount of retail purchases from domestic vendors that relate to the Mercedes project.
Filter and View the G/L Entry by Dimension

Follow these steps to view the value of purchase invoices posted to G/L account 7110, Purch., Retail - DOM. with a project dimension value of MERCEDES: 1. Click Departments > Financial Management > General Ledger > Lists > Chart of Accounts. 2. Go to G/L account 7110. 3. Place the cursor in the Balance field and click the amount. 4. In the General Ledger Entries window, right-click and select Choose Columns, select Project Code, and then click OK to show the field in the window. Although no other entries in this G/L account are posted with a Project dimension, proceed to use the Field Filter functionality to only view G/L entries with the MERCEDES dimension value. 5. In the filter type, select Project Code. 6. In the type to filter field, type MERCEDES.
3-11

7. Press Enter
FIGURE 3.7 G/L ENTRIES FILTERED ON MERCEDES PROJECT DIMENSION VALUE.
The General Ledger Entries window is now filtered on MERCEDES and it shows the G/L entry that resulted from the purchase invoicing you performed in the previous demonstration.
Summary
The most common use of dimensions involves adding dimensions and dimension values to business documents directly or as default dimensions in the master data records that are included in the documents. When the documents are posted, the dimensions are carried to the resulting ledger entries, where users can view posted transactions by dimensions. The dimensions functionality is widely used and is becoming more important with the rising emphasis on business intelligence in the ERP business. Therefore, it is important to learn about the dimensions concept and its capabilities. The setup of dimensions and advanced analysis by dimensions is covered in the "Application Setup in Microsoft Dynamics NAV 2009" and "Business Intelligence for Information Workers" courses, respectively.
3-12
Test Your Knowledge

1. Which three types of dimensions are available in Microsoft Dynamics NAV 2009? (Select all that apply) ( ) Budget ( ) Default ( ) Shortcut ( ) Global 2. How can you increase the detail of data analysis with dimensions? ( ) Use several different dimensions together ( ) Use global dimensions and shortcut dimensions together ( ) Combine budget dimensions with several dimension values ( ) Combine dimensions and dimension values 3. What is a default dimension? ( ) A dimension added to a document header ( ) A global dimension ( ) A dimension set up on a master data record ( ) A global dimension added to a document header 4. In which ways can dimension values be added to documents? (Select all that apply) ( ) Directly on the lines ( ) In the Document Dimensions window ( ) By using default dimensions ( ) Directly on the header 5. In any given list of G/L entries, how would do you analyze data by a Department Code dimension of Production? ( ) Filter on Department Code in the Dimension field. ( ) Filter on PROD in the Department Code field. ( ) Filter on Department Code and PROD in the Document Dimensions window. ( ) Filter on PROD in the Document Dimensions window.
3-13
Lab 3.1 Add and View Dimensions

Perform this exercise to apply your knowledge about dimensions.
Scenario
You must post sales order 109001 as coming from the Production department, and the single order line must also be related to the Mercedes project. After posting the order, you must view the amount of EU retail sales (in G/L account 6120) that relates to the PROD department and the MERCEDES project.
Challenge Yourself!
1. Post sales order 109001 with Production department added to the header, and Mercedes project added to the sales line. 2. In G/L account 6120, use a table filter to view the resulting sales transactions by the two dimensions.
Need a Little Help?

1. Replace SALES with PROD in the Department Code field on the header of sales order 109001. 2. Use the Show Column function to show the Project field on the sales line. Add MERCEDES as the project dimension value on the sales line. 3. Post the sales order. 4. Open the chart of accounts and scroll to G/L account 6120. 5. Set a table filter for PROD as department code and MERCEDES as project code and view the resulting general ledger entry.
Step by Step
1. Go to Departments > Sales & Marketing > Order Processing > Lists > Sales Orders. 2. Double-click sales order 109001. 3. On the Invoicing FastTabs, go to the Department Code field. 4. Select PROD and click OK. 5. Upon leaving the field, click YES to update the sales line. 6. In the Lines FastTabs, click the Actions button (lightning bolt symbol) and click Choose Columns. 7. In the Available columns field, select and add Project Code and click OK. 8. In the Project Code field, select MERCEDES. 9. Click Post.
3-14

10. Click OK to post with the default option, Ship and Invoice. 11. Go to Departments > Financial Management > General Ledger > Chart of Accounts. 12. In the Chart of Accounts window, find G/L account 6120. 13. In the Balance field, click the amount; the General Ledger Entries window appears. 14. Verify that both Department Code and Project Code fields are shown. If not, place the cursor in line entry, right-click, and then select Choose Columns. Select and add the missing code (Department Code or Project Code) and click OK. 15. Select Department Code as a filter type. 16. In the Type to filter field, type PROD and press enter. The result in the General Ledger Entries window is one general ledger entry from sales order 109001 - posted with PROD and MERCEDES as dimension values.
3-15

2.
3.
3-16
Solutions
Test Your Knowledge
1. Which three types of dimensions are available in Microsoft Dynamics NAV 2009? (Select all that apply) () Budget ( ) Default () Shortcut () Global 2. How can you increase the detail of data analysis with dimensions? () Use several different dimensions together ( ) Use global dimensions and shortcut dimensions together ( ) Combine budget dimensions with several dimension values ( ) Combine dimensions and dimension values 3. What is a default dimension? ( ) A dimension added to a document header ( ) A global dimension () A dimension set up on a master data record ( ) A global dimension added to a document header 4. In which ways can dimension values be added to documents? (Select all that apply) () Directly on the lines () In the Document Dimensions window () By using default dimensions () Directly on the header 5. In any given list of G/L entries, how would do you analyze data by a Department Code dimension of Production? ( ) Filter on Department Code in the Dimension field. () Filter on PROD in the Department Code field. ( ) Filter on Department Code and PROD in the Document Dimensions window. ( ) Filter on PROD in the Document Dimensions window.
3-17
3-18
CHAPTER 4: MANAGE ITEMS

Objectives
The objectives are: Explain the purpose of all fields and functions on the item card. Identify and use the links and functions provided with the item card buttons. Create a new item. Examine an item's availability over time. Analyze item figures with statistics windows and reports.
Introduction
Item cards are placeholders for critical master data that is used throughout the supply chain areas of the program. This central record integrates with ongoing business documents to provide information, such as cost, price, availability, and sales terms. In addition, each item card offers multiple views and functions to help manage the item while in inventory. As items are in the center of most businesses, the item and inventory functionality is prerequisite knowledge for anyone learning to use the basic supply chain functionality of Microsoft Dynamics NAV 2009. This course demonstrates the integration of item cards with purchases and sales. For detailed information on more supply chain flows, refer to the following courses: Manufacturing I in Microsoft Dynamics NAV 2009 Manufacturing II in Microsoft Dynamics NAV 2009 Inventory Management in Microsoft Dynamics NAV 2009
4-1
The Item Card

Before buying and selling items, you must set up information and policies that the program uses in item transactions. All this item-specific information is entered and maintained in one central place: the item card. When you create document lines for a specific item, the relevant information from the item card is entered in most of the fields on the lines and calculated according to the quantity you enter . Users can access item cards from different places in the Role Center: Departments > Purchase > Planning > Lists > Items Departments > Warehouse > Planning & Execution > Lists > Items Departments > Manufacturing > Product Design > Lists > Items
FIGURE 4.1 NEW ITEM CARD SHOWING THE GENERAL FASTTABS
When you set up a new item on an item card, there are fields that must always be filled in, fields that can be filled in as needed, and fields in which you cannot enter anything because they are maintained by the program.
4-2

The tables in the following topics go through all the fields on each item card tab to give direction on how to fill in the fields. The following codes in the Fill In column indicate whether the field must be filled in: man = Mandatory opt = Optional aut = Automatic
General FastTabs
The following table goes through every field on the General FastTabs and gives directions on how to fill it in. Field No. Fill in man Instruction The program is preset with automatic numbering using generic number series. It is advisable to use this predefined setup. For more information on selecting from number series, refer to the "Create a New Item" demonstration. Enter the name of the item. Look up to the Item Units of Measure window and select the unit type that you want to keep the item in. You may need to create a base unit of measure if what you need is not on the default list. This field indicates if the item has the function of a sales bill of material. For detailed information about BOMs, refer to the training manuals titled "Trade in Microsoft Dynamics NAV 2009". Note that the sales BOM is not related to the production BOM. For detailed information, refer to the "Manufacturing I in Microsoft Dynamics NAV 2009" course . Enter a text value to name the place in inventory where you keep the item. This field is not used by the system, however, the shelf number is displayed in the Picking List report. Select this field to ensure that any extended text will be added automatically on sales or purchase documents for this item. Refer to the "Add and Use Extended Texts" demonstration. This field indicates that the item card was originally a nonstock item. Refer to the "Use the Item Card" lesson in this course. Look up and select from the predefined codes (or define new ones). Item category codes consist of a combination of posting groups (the three fields in the top right corner of the Invoicing FastTabs). When you use an item category code, you do not have to enter posting groups every time you set up an item card.
Description Base Unit of Measure (BUM) Bill of Material
opt opt
aut
Shelf No.
man
Automatic Ext. Text Created from Nonstock Item Item Category Code
opt
aut opt
4-3
Field Product Group Code Search Description Inventory Qty. on Purch. Order Qty. on Sales Order Blocked Last Date Modified
Fill in opt
Instruction Enter the name of a product group to indicate the group of product that this item belongs to, for example, paint, tools, and batteries. The item name you wrote in the Description field is entered here as a default, but you can change it if you want to use a different name when you search for the item. This field shows how many units (in the base unit of measure) of the item are on inventory. This field shows how many units are on purchase orders but are not yet received. This field shows how many units are on sales orders but are not yet shipped. Select this field for the program to disallow all posting of transactions with this item. This field is filled in automatically with the date that a change was last made to any information on the item card.
opt
aut aut aut opt aut
Invoicing FastTabs
The Invoicing FastTabs holds various figures and options relating to cost, price, and posting of the item. For detailed information on the cost-related fields, refer to the "Inventory Costing in Microsoft Dynamics NAV 2009" course.
FIGURE 4.2 THE ITEM CARD OF SIDE PANEL SHOWING THE INVOICING FASTTABS
4-4

The following table goes through every field on the Invoicing FastTabs and gives directions on how to fill it in: Field Costing Method Fill in man Instruction Select the way that the item's cost flow is managed. The most common method is FIFO, which means Firstin-First-out. With this method, the items that were purchased first are always sold first. The FIFO costing method values the inventory decrease by using the value of the first inventory increase. The costing method determines how costs are calculated and how inventory is valued. This status field indicates if the item's unit cost is adjusted for differing unit costs between inbound and outbound item transactions over time. This status field relates to the concept of cost reconciliation. This field shows the calculated item cost if you are using standard costing method. When creating a new item, enter the cost for each unit that you expect to pay for the item. Later, the program updates the field so it contains the item's current (possibly adjusted) cost. This field always reflects the most recent direct unit cost of the item on inbound transactions and related outbound transactions. For more information about how and why the Unit Cost field is updated, refer to the "Create a Purchase Order" demonstration. Enter an amount to cover the indirect costs for the item. Enter a percentage that corresponds to the indirect costs (freight and warehouse handling, for example) associated with the purchase of the item. When creating a new item, enter the cost for each unit that you expect to pay for the item. The value is then automatically inserted in, for example, the Direct Unit Cost Excl. VAT field on a new purchase line.
Cost is adjusted
aut
Cost is Posted to G/L Standard Cost Unit Cost
aut opt aut
Overhead Rate Indirect Cost %
man man
Last Direct Cost
aut/opt
4-5
Field Price/Profit Calculation
Fill in man
Instruction Select one of the profit calculation options: Profit = Price - Cost: If you have fixed unit prices, select this option. Profit is calculated as the difference between the unit price and the unit cost. Price = Cost + Profit: If you price your resources according to a certain profit margin, select this option. Price is calculated by adding the profit to the unit cost. Profit is calculated from the unit price with the profit percentage you enter. No Relationship: Select this feature if you do not want to use the automatic profit calculation features. Depending on your choice in the Price/Profit Calculation field, you can enter a percentage (and the program calculates the unit price). Or, you can see the percentage the program has calculated: Profit% = 1 (Unit Cost : Unit Price) x 100 Depending on the option you selected in the Price/Profit Calculation field, you can enter a percentage (and the program calculates the Profit %). Or, you can see the percentage the program has calculated: Unit Price = Unit Cost : (1 - Profit) The value in this field is carried to sales lines as the Unit Price Excl. VAT field. However, you can always overwrite it if you want to sell at another price. Unless you use an item category code, you must look up from this field and select a posting group from the predefined posting groups. When you post transactions that involve this item, the program uses this code in combination with a general business posting group code in the General Posting Setup window. Unless you use an item category code, you must look up from this field and select a posting group from the predefined posting groups. When you post transactions that involve this item, the program uses this code in combination with a VAT business posting group code in the VAT Posting Setup window. Unless you use an item category code, you must look up from this field and select a posting group from the predefined posting groups. This field shows the quantity of invoiced purchases minus the quantity of invoiced sales.
Profit %
opt/man
Unit Price
opt/man
Gen. Prod. Posting Group
man
VAT Prod. Posting Group
man
Inventory Posting Group Net Invoiced Qty.
man
aut
4-6
Field Allow Invoice Disc. Item Discount Group Sales Unit of Measure
Fill in opt opt
Instruction Select this field if you want the program to allow an invoice discount when the item is sold. This field relates to the Sales Line Pricing functionality. For detailed information, refer to the "Trade in Microsoft Dynamics NAV 2009" course. This field contains the unit of measure code the program must use when you sell the item. It is automatically filled in when you fill in the Base Unit of Measure field. Only change this field if you sell the item in units that differ from the code in the Base Unit of Measure field. NOTE: If you do not use the base unit of measure, or if you delete the sales unit of measure on the item card, the Unit of Measure Code field will not be filled in on the sales line.
aut/opt
Replenishment FastTabs
The Replenishment FastTabs holds information that the system uses when supplying items, whether by purchase or production. For detailed information on most of the fields on this tab, refer to the "Manufacturing I in Microsoft Dynamics NAV 2009" course.
FIGURE 4.3 THE ITEM CARD OF BICYCLE SHOWING THE REPLENISHMENT FASTTABS
4-7

The following table goes through every field on the Replenishment FastTabs and gives directions on how to fill it in. Field Replenishment System Vendor No. Vendor Item No. Purchase Unit of Measure Fill in man opt opt opt Instruction Select whether your standard way of supplying the item is by buying it (Purchase) or producing it (Prod. Order). Select a default supplier of the item and that vendor will then be suggested when planning for the item. Select the vendor's own item identification (if different from yours) This field contains the unit of measure code that the program must use when you purchase the item. It is automatically filled in when you fill in the Base Unit of Measure field. Only change this field if you purchase the item in units that differ from the code in the Base Unit of Measure field. NOTE: If you do not use the base unit of measure, or if you delete the purchase unit of measure on the item card, the Unit of Measure Code field will not be filled in on the purchase line. Lead Time Calculation opt Enter a date formula in the Lead Time Calculation field to specify the time it takes to replenish this purchased item, such as 1W. The program uses this field in date calculations as follows: Order Date + Default Safety Lead Time + Lead Time Calculation = Planned Receipt Date. Select, for example, Make-to-Order to have the program consider all BOM levels during planning. NOTE: If both the parent item and its subassemblies use Make-to-Order, the planning logic will create a production order with subassembly production order lines indented under the parent's order line. Routing No. opt Look up and select a routing to govern the item's manufacturing process. A specific routing must be set up and certified before it can be used for an item card. Look up and select a production BOM to govern the product structure of the item. A specific production BOM must be set up and certified before it can be used for an item card.
Manufacturing Policy
man
Production BOM
opt
4-8
Field Flushing Method
Fill in opt
Instruction Select whether consumption of this item in production must be calculated and posted manually, by choosing Manual, or automatically, by choosing either: Forward - to have the program automatically calculate and post consumption when the production order is released. Backward - to have the program automatically calculate and post consumption when the released production order is finished.
Scrap %
opt
Specify the percentage of the item that you expect to be scrapped in the production process. The program uses this percentage when it calculates unit prices and net requirements. Specify how many units of the item are usually produced in one production lot (but you can still create orders of a different quantity). The program uses this number to calculate the item's standard cost and to distribute the fixed costs of manufacturing the lot.
Lot Size
opt
Planning FastTabs
The Planning FastTabs holds information that is used by the automatic materials requirement planning (MRP) system. All the fields on the right-hand side of the tab are specific planning parameters for the complex functionality of the MRP system and are therefore not covered in this training manual. For detailed information about planning parameters, refer to the "Manufacturing I in Microsoft Dynamics NAV 2009" and "Manufacturing II in Microsoft Dynamics NAV 2009"courses.
FIGURE 4.4 THE ITEM CARD OF BICYCLE SHOWING THE PLANNING FASTTABS
4-9

The following table goes through some of the fields on the Planning FastTabs and gives directions on how to fill it in. Field Reordering Policy Reserve Fill in man man Instruction Select the planning method to be used by the MRP engine. Choose whether the program will allow reservation for this item. The option you select here is carried to sales lines for the item and will override a reservation option on the sales header (carried from the customer card). However, if you select Optional in this field and you enter the item on a sales line where the sales header contains Always, the sales line will be assigned the option Always. Choose whether the program needs to create order tracking links between matching supply and demand. Select Tracking Only to have the program create order tracking entries in two circumstances: Dynamically, when creating any order that can be matched by an existing order directly. When creating a supply order specifically for the demand.
Order Tracking Policy
man
Select None if the program does not need to create order tracking entries at all. Stockkeeping Unit Exists aut This field is filled in if the item card has one or more corresponding stockkeeping units (SKUs) for different locations. For detailed information on SKUs, refer to the "Inventory Management Microsoft Dynamics NAV 2009" course. Select this field to indicate that the item must be included in the available-to-promise (ATP) calculations of its parent item. For detailed information about ATP, refer to"Inventory Management in Microsoft Dynamics NAV 2009" and "Manufacturing II in Microsoft Dynamics NAV 2009" courses .
Critical
opt
4-10

Foreign Trade FastTabs
The Foreign Trade FastTabs holds information relating to a company's trade with other countries or regions.
FIGURE 4.5 THE ITEM CARD OF THE ATHENS DESK SHOWING THE FOREIGN TRADE FASTTABS
The following table goes through the fields on the Foreign Trade FastTabs and gives directions on how to fill it in. Field Tariff No. Fill in opt Instruction Enter a code for the item's tariff number. This number is required if you do INTRASTAT reporting when you make out export statements, and so on. For detailed information about INTRASTAT, refer to the "Finance in Microsoft Dynamics NAV 2009" course. Enter a code for the country/region in which the item was produced or processed. The field is used for reporting to INTRASTAT. Enter the net weight of the item, if required to complete customs documents, waybills, and so on. Enter the gross weight of the item, if required to complete customs documents, waybills, and so on.
Country/Region of Origin Code Net Weight Gross Weight
opt
opt
4-11

Item Tracking, E-Commerce, and Warehouse FastTabs
The last three FastTabs on the item card are for special purposes and are not covered in this training manual, except for the following short overview: The Item Tracking FastTabs governs the use of serial and lot numbers assigned to the item for tracking purposes. For detailed information about item tracking, refer to the "Inventory Management in Microsoft Dynamics NAV 2009" course. The E-Commerce FastTabs relates to business-to-business trade by means of the add-on product Commerce Gateway. The Warehouse FastTabs holds information about how the item is received, stored, and shipped in special warehouse activities that are covered in the "Warehouse Management in Microsoft Dynamics NAV 2009" course.
Once an item card is created, the item is ready to be purchased or sold on document lines. The program offers additional item-specific features that must be set up through the Item button; these are described in "Use the Item Card" lesson in this course.
Use the Item Card

The item card has links to additional setup information, functions, and analysis figures. The additional setup information and functions on the buttons are described in this lesson, while different forms of item analysis are described in the lessons "View Item Availability" and "Analyze Item Figures" lessons.
Item Button
The Item button has links that open various windows with additional information and setup options for the item. From an item card, click on Related Information > Item. The link has the following menu items: Stockkeeping Units Entries (select option) Statistics (select option) Items by Location Item Availability by (select option) Bin Contents Comments Dimensions
4-12

Picture
4-13

Units of Measure Variants Cross References Substitutions Nonstock Items Translations Extended Texts Assembly List (select option) Manufacturing (select option) Service Items Troubleshooting Resource (select option) Identifiers
Stockkeeping Units
The Stockkeeping Units menu item opens a list of any SKUs that exist for the item.
Entries
The Entries (Ctrl+Shift+N) menu item opens the Item Ledger Entries window with a list of the entries created from posted item transactions for the item. Refer also to the "Analyze Item Figures" lesson for more information about item ledger entries.
Statistics
The Statistics menu item (Ctrl+Shift+J)opens the Item Statistics window, where you can view various details about activities with this item. Refer also to the "Analyze Item Figures" lesson for more detail.
Items By Location
The Items By Location menu item opens a matrix window showing the availability of all items across locations.
Item Availability by Period

The Item Availability by Period menu item opens a matrix window showing advanced availability information for the item over time. For more information, refer to the lesson "View Item Availability" lesson.
4-14

Bin Contents
The Bin Contents menu item shows the availability of items according the warehouse bin where they are placed. For detailed information on using bins, refer to the "Warehouse Management in Microsoft Dynamics NAV 2009" manual .
Comments
The Comments menu item opens the Comment Sheet window for the customer. Here you can read, write, or assign a comment text, such as a comment that the item is fragile. The comment is not carried to documents created for the item. For that purpose, you can use the Extended Texts feature.
Dimensions
Any code that you define in this specific Item - Default Dimensions window (Shift+Ctrl+D) will be used in all documents and entries that you create for the item in question. Dimensions can be very practical if you want to make detailed analysis of historical transactions. When you are selling services in connection with projects, it is particularly relevant to use, for example, a project code dimension because it helps you to link several different item transactions to one project. The "Add and View Dimensions" lesson in this course describes the basic dimensions functionality in more detail. For detailed information about setting up a dimension, refer to the "Application Setup" course.
Picture
If you have a digitalized picture of an item (that is, a picture that is a file in .BMP format), you can insert it on the item card as follows: 1. Click Related Information > Item > Picture. The Item Picture window appears. 2. Right-click and select picture. 3. Select the drive, path, and file name, and then click OK. The picture is imported. To view the picture from the item card, click Item > Picture.
Units of Measure
The features in the Item Unit of Measure window (the same window that opens from the Base Unit of Measure field) allow you to: Specify an unlimited number of alternative unit of measure codes for each item and define a conversion factor for each alternative unit of measure code.
4-15

Set up an unlimited number of unit of measure codes in addition to the ones predefined in the program. Specify a default unit of measure code for sales transactions and a default unit of measure code for purchase transactions.
You can specify an unlimited number of alternative units of measure individually for each item. Each alternative unit of measure is related to the Base Unit of Measure field on the item card through a conversion factor, defined in the Qty. per Unit of Measure field. This factor specifies the number of base units of measure that the alternative unit of measure represents.
Define a New Unit of Measure

Follow these steps to define an alternative unit of measure for item 80100, printing paper: 1. Open the item card for item 80100. 2. Click Related Information > Item > Units of Measure. The Item Units of Measure window appears.
FIGURE 4.6 ITEM UNITS OF MEASURE WINDOW SHOWING ONE BASE AND TWO ALTERNATIVE UNITS OF MEASURE.
This item, Printing Paper, is held in inventory in boxes that contain five packs (one pack equals 0.2 boxes). The item is also handled in pallets that each contain 32 boxes. Box is the base unit of measure. 3. On a new, empty line, look up from the Code field to open the Units of Measure window.
4-16

4. Select PCS as an alternative unit of measure and then click OK. 5. In the Qty. per Unit of Measure field, enter 0.0001 to define that a piece equals 1/1000 of the base unit of measure, Box, or that one box contains 10000 pieces of printing paper. 6. Click OK.
NOTE: Although the base unit of measure codes are used to set up alternative units of measure, each code can be defined differently for different items. For example, even though the BOX code represents one unit of item 80100, you can set up the BOX code for another item and define it so that it represents eight base units of that item.
Variants
The Variants menu item opens the Item Variants window where you can specify variants of the item in question. This is useful if you have a large number of almost identical items that vary only in color, as an example. Instead of setting up each variant as a separate item, you can set up one item and then specify the various colors as variants of the item. For more information about how variants can be used, refer to the "Manufacturing I in Microsoft Dynamics NAV 2009" course .
Cross References
The Cross References menu item opens the Item Cross Reference Entries window, where you can create references from the item in question to, for example, another item in inventory to indicate that they come from the same vendor.
Substitutions
The Substitutions menu item opens the Item Substitution Entry window, where you can set up items that can be used as substitutes for the item in question.
4-17

When the quantity of items requested on the sales line exceeds the quantity available from inventory, the system will inform you that substitutes are available to fulfill the demand.
FIGURE 4.7 SUBSTITUTE ITEM 1980-S DEFINED FOR ITEM 1968-S
Nonstock Items
The Nonstock Items menu option opens the Nonstock Item List window, which shows information about items that your company sells but does not carry in inventory. You usually handle the sale of a nonstock item in one of two ways, as shown in the following table. Drop Shipment Special Order The item is shipped from the vendor directly to the customer. You buy and sell the item but do not handle, stock or deliver it. You purchase a nonstock item from the vendor especially for a customer, receive it at your warehouse and ship it to the customer, either by itself or in combination with other items on the sales order.
To create a new item card for a nonstock item, click Departments > Warehouse > Planning & Execution > Lists > Nonstock Items > New.
4-18

Enter your information (an example is shown below):
FIGURE 4.8 NONSTOCK ITEM SET UP
To convert the nonstock item card to a proper item card, click Create Item from the Process pane.
Translations
The Translations menu option opens a window where you can maintain the item's description text in different languages. When the item is handled on document lines, the language code of that document will define which translation to use in the Description field.
Extended Texts
If you need more than one line to describe an item on a sales, purchase, or service document, you can set this up in the Extended Texts window. It will then be shown in the Description field on all document lines that can handle items. The window contains the options shown in the following table. For example, to view extended texts, go to: 1. Departments > Purchase > Planning > Lists > Items. 2. Click on Related Information > Item > Extended Texts.
4-19

3. Click New.
FIGURE 4.9 NEW EXTENDED TEXT WINDOW
Field General FastTabs Language Code
Instruction
Look up and select from the predefined language codes. When a language code is entered, extended text will only be inserted on sales and purchase documents for customers and vendors with that particular language code. Leave the field blank if you want to use the extended text for local (domestic) customers and vendors. Place a check mark if the text is to be used regardless of language code. Enter a date if the extended text is to be used from a specific date. Enter a date if the extended text is to be used up to a specific date. Select one or more of these fields to indicate on which kinds of sales documents you want to use the extended text.
All Language Codes Starting Date Ending Date Sales FastTabs Sales Quote Prepmt. Sales Credit Memo Purchases FastTabs
4-20
Field Purchase Quote ... Prepmt. Purchase Credit Memo Service FastTabs Service Quote Service Credit Memo
Instruction Select one or more of these fields to indicate on which kinds of purchase documents you want to use the extended text.
Select one or more of these fields to indicate on which kinds of service documents you want to use the extended text.
Demonstration - Add and Use Extended Texts

Follow these steps to add an extended text to item 70060 and then use that extended text on an existing unposted purchase line: 1. Open the item card for item 70000, Side Panel. 2. Click Related Information > Item > Extended Texts; the Extended Text window opens. Click New. 3. On the General FastTabs, select All Language Codes. Leave the other fields empty. 4. On the Lines FastTabs, enter the following text: Purchase with item 7001 (Base). 5. On the three remaining FastTabs, leave the default selection of all possible documents and then close the window. 6. Select the Automatic Ext. Texts field on the General FastTabs of the item card. The extended text is now added to item 7000. Proceed to use it on a purchase line. Click Departments > Purchase > Planning > Purchase Orders. Double-click order number 106014, Beschlge Schacherhuber , to open it. In the No. field on the purchase line, delete the item number 70060 line. Look up and select item number 70000 and then leave the No. field to commit the data entry.
7. 8. 9. 10.
Notice that the Description field is supplemented with the extended text, "Purchase with item 70001, Base".
Assembly List
The Assembly List menu item offers different ways to view the item's position in a sales bill of materials. The menu also contains a function to calculate the standard cost of items using the standard costing method.
4-21

Manufacturing
The Manufacturing menu item links to the Prod. BOM Where-Used window, which offers different ways to view in which product structures (other Production BOMs) the item is used. The menu also contains a function to calculate the standard cost of items using the standard costing method.
Service Items, Troubleshooting, and Resource

The Service Items menu link opens a list of versions of the item in question that are managed as service items. The service items versions are identified by serial numbers. Troubleshooting is used in repair/support of service items, and Resource links service workers to the item. For detailed information about handling and posting service items in connection with service orders, refer to the "Service Management" course .
Identifiers
The Identifiers menu item opens a window where you can create a unique identifier for each item that you want warehouse employees to keep track of within the warehouse by using handheld devices. The item identifier can include the item number, the variant code, and the unit of measure.
Sales Button
The Sales button has links to your different sales price and line discount policies for the item and links to open sales orders where the item is being processed. The button has the following menu items: To view the Sales button, go to: 1. Departments > Purchase > Planning > Lists > Items. 2. Click on Related Information > Sales. o Prices: Opens the Sales Prices window, where you can define sales prices as alternatives to the price in the Unit Price field on the item card. These alternative sales prices will then be granted under certain conditions. o Line Discounts: Opens the Sales Line Discounts window where you can define different sales discounts that you grant for the item under certain conditions. For detailed information about sales line discounts and prices, refer to the "Trade" course . o Prepayment Percentages: Opens the Sales Prepayment Percentages window, where you define prepayment conditions that you require for the item. For detailed information on prepayments, refer to the "Finance" course . o Orders, Return Orders: Opens lists of all the existing (unposted) sales orders or sales return orders where the item is being processed.
4-22

Purchase Button
The Purchases button has links to your different purchase price and line discount policies for the item and links to open purchase orders where the item is being processed. The button has the following menu items: To view the Purchases button, go to: 1. Departments > Purchase > Planning > Lists > Items. 2. Click on Related Information > Purchases. o Vendors: Opens the Item Vendor Catalog window where you can list different vendors who can supply the item. o Prices: Opens the Purchase Prices window where you can define purchase prices as alternatives to the price in the Unit Cost field on the item card. These alternative purchase prices will then be granted under certain conditions. o Line discounts: Opens the Purchase Line Discounts window where you can define different purchase discounts that you grant for the item under certain conditions. o Prepayment Percentages: Opens the Purchase Prepmt. Percentages window where you define prepayment conditions that you require for the item. o Orders, Return Orders: Opens lists of all the existing (unposted) purchase orders or purchase return orders where the item is being processed.
Functions Button
The Functions button has functions for the creation of different types of data records based on the data in the item card and contains the following functions: To view the Functions button, go to: 1. Departments > Purchase > Planning > Lists > Items. 2. Click Actions > Functions. o Create Stockkeeping Unit: Opens a batch job request from where you can define how to convert the item card to a locationspecific instance of the card. o Calculate Counting Period: Starts the calculation of items that were in inventory in the physical inventory counting period you defined on the Warehouse FastTabs. For detailed information about counting items in inventory, refer to the " Inventory Management in Microsoft Dynamics NAV 2009 " course .
4-23
Demonstration - Create a New Item

Scenario: As the product designer at Cronus International, you are responsible for setting up new items. A customer has requested a special paint color, Sunflower Yellow, that Cronus International does not sell. However, the purchasing agent at Cronus has located a vendor from whom to purchase this color, and you must now create the new item in the database. Only the minimum required fields are filled in for the purpose of this demonstration.
Fill in the General FastTabs

Proceed to create the new paint item in the database. Follow these steps to fill in the minimum required fields on the General FastTabs: 1. Click Departments > Purchase > Planning > List > Items If item cards already exist, the program will open the last one used. 2. To open a new item card, click the New icon on the toolbar. 3. In the No. field, click the button beside it to open the No. Series window. Multiple number series have been set up for item numbers to group different items by their item numbers. Notice in the first number series line that both the Default Nos. and Manual Nos. fields are selected. This means that you can either have a number created automatically (by pressing the enter key after inserting a new record) or manually (by typing it) in the No. field. With the last four number series, you must type a number manually. The item number must be filled in; and from then on, it identifies the item in all types of processing with the item. This is also the case for number series in other master data records such as vendor cards and customer cards. 4. Select the second line, ITEM2 (the paint number series), and then click OK. TIP: If you do not require a specific number series, simply leave the empty No. field (by using Arrow, Tab, Enter, or mouse) to have the program insert the next number in the default number series.
NOTE: The last number series used will provide the numbers from then on when you use the automatic number insertion. In the current demo database, the Paint number series will therefore be used when you use automatic number insertion. 5. In the Description field, type Paint, sunflower yellow. 6. In the Base Unit of Measure field, click the arrow button and click New.
4-24

7. 8. 9. 10. Under the Code field, click the arrow to view a list and select CAN. Leave the default value 1 in the Qty. per Unit of Measure field. Click OK. In the Shelf No. field, type B6 to specify where to place the item in the warehouse.
Fill in the Invoicing FastTabs

Follow these steps to fill in the minimum required fields on the Invoicing FastTabs: In the Costing Method field, leave the default of FIFO. In the Unit Cost field, type 1.40. In the Last Direct Cost field, type 1.40. In the Unit Price field, type 2.70. Notice that the Profit % field now shows a calculated profit of approximately 48 percent. 5. Look up in the Gen. Prod. Posting Group field and select RETAIL. The VAT Prod. Posting Group field is automatically set to 25 percent because of the existing posting setup. 6. Look up in the Inventory Posting Group field and select RESALE. 1. 2. 3. 4.
FIGURE 4.10 NEW ITEM CREATED
The remaining tabs and fields are not necessary to fill in at this time. The new item, 70105, Paint, sunflower yellow is ready for further processing.
4-25
View Item Availability

To find out how many units of an item will be available in the near future, use the Item Availability by Periods window. This matrix window displays the item's availability across calendar days according to the different demand and supply points that the supply planning system uses to maintain a balanced order plan. To access the Item Availability by Periods, Variants, or Location window in an item card, go to: Related Information > Item > Item Availability by.
Open the Item Availability by Periods Window

In the Item Availability by Periods window, you can check the availability of each item in a calendar-like layout that shows the quantity of the item that is inbound, outbound, or in inventory on a specific day (or other period that you define). Follow these steps to open the availability details from a purchase line for item 1906-S: 1. Go to the item card of item 1906-S, ATHENS Mobile Pedestal. 2. Click Related Information > Purchases > Orders. 3. In the Purchase Orders window, select the second line (ATHENS Mobile Pedestal) and click Related Information > Line > Show Document; purchase order 6004 opens. 4. With the first purchase line selected, click the Actions button (lightning bolt symbol) and click Line > Item Availability by > Period; the Availability by Periods window appears.
FIGURE 4.11 ITEM AVAILABILITY BY PERIODS FOR ITEM 1906-S
Notice that there are five available pieces on 01/29/2010. Press the ESC key.
4-26

Replace Default Columns with Basic Terms
The default layout and terminology of the Item Availability windows reflect the industry-standard concept of Master Production Scheduling (MPS). If you are not familiar with the terminology of the default columns and you are not a planner, you can replace the advanced columns with alternative field names that are more logical to you. Follow these steps to add columns that reflect the availability information in more basic terms: 1. With the cursor on any line in the window, click the Actions button and click Choose Columns. 2. In the "Show Columns in this order," field select and click the Remove button for these fields: a. Department Code b. Line Discount % 3. As replacements, select the following fields and click the Add button. a. Unit of Measure b. Prepayment % 4. Click OK to show the new columns.
FIGURE 4.12 ITEM AVAILABILITY BY PERIODS WINDOW SHOWING THE SELECTED COLUMNS
4-27
Analyze Item Figures

To gain insight into activities of an item, you can use different statistics windows and reports that display detailed historical information about each item. The following are windows and reports for item analysis: Item Statistics - shows item activity over time and by G/L accounts Item Entry Statistics - shows posting activity by value and quantity Item Turnover - shows sales and purchases by value and quantity over time Item Ledger Entries - shows the item's past and current inventory Item Registers - shows all transaction entries and their related information. Various inventory reports
Item Statistics Window

Access the Item Statistics window from an item card by pressing Ctrl+Shift+J or by clicking Related Information > Item > Statistics > Statistics.
FIGURE 4.13 THE ITEM STATISTICS OF ITEM 1906-S
You can set many different filters in the header to define what is included in the statistics figures. The two left-hand columns on each line indicate the starting date for and the name of the period for which information is shown on the line. You can change the length of periods (for example: day, month, or year) and whether it must be viewed as a net change or balance at date by selecting your preference in the Matrix Options FastTabs.
4-28

Depending on what you select in the Show as Lines field, you will see different views of the statistics of this item. The different statistical views are: Profit Calculation Cost Specification Purchase Item Charge Specification Sales Item Charge Specification Period that is undefined.
From the Item Statistics window, click the Show Matrix button on the Action Pane to view the information based on your settings.
Item Entry Statistics Window

Access the Item Entry Statistics window from an item card by clicking Related Information > Item > Statistics > Entry Statistics.
FIGURE 4.14 ITEM ENTRY STATISTICS FOR ITEM 1906-S
The Most Recently Posted FastTabs shows the most recently posted entry of various types of sales and purchase transactions. The To Be Posted FastTabs displays information about the next and last purchase receipts and the next and last sales shipments. "Next" means the bottom purchase and sales lines (which have been set up but not yet posted as received or shipped) on the order with the lowest order number. Likewise, "Last" means the last purchase and sales order lines on the order with the highest order number.
4-29

Item Turnover Window
Access the Item Turnover window from an item card by clicking Related Information > Item > Statistics > Turnover.
FIGURE 4.15 ITEM TURNOVER FOR ITEM 1960-S
On each line, the columns display the amounts for the period indicated to the left, as shown in the following table. Column Purchases (Qty.) Purchases (LCY) Sales (Qty.) Sales (LCY) Meaning The quantity purchased within or at the end of the period. The local currency value of the quantity purchased within or at the end of the period. The quantity sold within or at the end of the period. The local currency value of the quantity sold within or at the end of the period.
By choosing a period (for example: day, month, or quarter) and a calculation type (for example: Net Change or Balance at Date), you can determine the way amounts are calculated. When you select Net Change, calculations are based on entries with posting dates within the selected period. When you select Balance at Date, calculations are based on entries posted with dates up to and including the last day of the selected period.
4-30

Item Ledger Entries Window
Access the Item Ledger Entries window from an item card by pressing Ctrl + Shift + N, or click on: Related Information Item > Entries > Ledger Entries.
FIGURE 4.16 ITEM LEDGER ENTRIES FOR ITEM 1960-S ROME GUEST CHAIR, GREEN
This window displays a list of the entries that have been posted with the item (all of the item's movement in and out of inventory due to purchases, sales, production, inventory adjustments, and more). Negative figures represent sales, component consumption, or negative adjustments. Positive figures represent purchases, production output, or positive adjustments. The Cost Amount (Actual) field shows you the item's total inventory value at all times. The list of entries is sorted by posting date. You can limit the list by setting, for example, a date filter on the Posting Date field.
4-31

Item Registers Window
Apart from printed inventory audit reports, accountants and auditors can view detailed information about posted item entries in the Item Registers window. Access the window by clicking Departments > Warehouse > History > Registers > Item Registers.
FIGURE 4.17 ITEM REGISTERS WINDOW SHOWING ALL ITEM TRANSACTION ENTRIES SORTED BY CREATION DATE.
Note that this rather complex list of transaction entries is mainly used for auditing or inventory costing control. The entries in an item register are the result of item transaction posting from all types of item-handling documents in the system, from sales invoices to manufacturing output journals. Every register shows the first and last entry numbers of its entries. To view the detailed entries of a particular entry, place the cursor on an entry line and then click Related Information > Register and select one of these options: Item Ledger Phys. Inventory Ledger Value Entries Capacity Ledger
4-32

A window with details for that selected entry will open, for example, when you click Item Ledger, the Item Ledger Entries window opens showing the detailed entries for the selected item register line.
Inventory Reports
The program offers a series of reports with various item statistics and information that you can print as standard reports or import into Microsoft Excel or Microsoft Word for further processing or printing. The following selection of item reports for basic needs is accessed from the Sales & Marketing or Purchase menus in the navigation pane, while a few are in the Warehouse menu. Some reports include: Inventory Picking List Inventory Put-away List Inventory Cost and Price List Inventory Availability Inventory Customer Sales Inventory Order Details Inventory Sales Statistics
Inventory Picking List

The Inventory Picking List report displays a list of items that needs to be picked. Based on the filters that you have selected, the report can show item number, customer name, document number, shipment date, quantity to ship, and unit of measure.
Inventory Put-Away List

The Inventory Put-away List report displays a list that shows what items need to be removed from a certain location or transporting a material to a storage area. The report can show document number, location code, quantity to receive, and unit of measure.
Inventory Cost and Price List

The Inventory Cost and Price List report displays a list of price information for the selected items: direct unit cost, last direct cost, unit price, profit percentage, and profit. The report can be exported directly to Excel when you press Print. To enable this, you must place a check mark in the Print to Excel field.
4-33

Inventory - Availability
The Inventory-Availability report displays a list of the quantity of each item in sales and purchase orders and the quantity available in inventory. The list is divided into columns that cover six periods with starting and ending dates as well as the periods before and after those periods. The report is useful when you are planning your inventory purchases.
Inventory - Customer Sales

The Inventory Customer Sales report displays a list of the customers that have purchased the selected items within a selected period. It shows the quantity, amount, discount, profit, and profit percentage. The report can be used in an analysis of customers' purchasing patterns.
Inventory Order Details

The Inventory Order Details report displays a list of the orders that have not yet been shipped or received and the items in the orders. It shows the order number, customer's name, shipment date, order quantity, quantity on back order, outstanding quantity, and unit price, as well as possible discount percentage and amount. The quantity on back order and outstanding quantity and amount are totaled for each item. The report can be used to find out whether there are currently shipment problems or any that can be expected.
Inventory - Sales Statistics

The Inventory Sales Statistics report displays a list of sales information about each item: direct unit cost, unit price, sales quantity, sales in LCY, profit, and profit percentage. It also shows totals in the last four values for all the items. The report can be used for analyses of profit on individual items or trends in revenues and profit.
4-34
Lab 4.1 Create a New Item

Perform this exercise to apply your knowledge about item cards. Scenario Your company is getting ready to offer a new USB mouse. As the purchasing agent, you must create the new item with the following information: Item No. Description Unit of Measure Costing Method Unit Cost Last Direct Cost Price/Profit Calculation Profit % General Product Posting Group VAT Product Posting Group Inventory Posting Group Replenishment System Next in the default number series (Paint) USB Mouse PCS FIFO 11.50 11.50 Price=Cost+Profit 35 RETAIL VAT25 RESALE PURCHASE
Challenge Yourself!
Create the item based on the information provided.
Need a Little Help?

1. Leave the empty No. field to have the program insert the next default number. Note that the Unit Price field is calculated for you. 2. The last value is maintained on the third tab
Step by Step
1. From the Role Center window, click Items on the left pane. 2. Click New. 3. Leave the No. field empty and press Enter to have the program insert the next number USB in the current default number series. 4. Enter USB Mouse in the Description field.
4-35

5. Look up in the Base Unit of Measure field, then look up in the Code field and select PCS. Note: If the list is blank, perform steps 69. 6. Click the drop-down arrow in the Code column. 7. Click PCS. 8. Click OK. 9. On the Invoicing FastTabs, enter 11.50 in the Unit Cost field. 10. In the Price/Profit Calculation field, select Price=Cost+Profit 11. In the Profit % field, enter 35. 12. Look up in the Gen. Product Posting Group field and select RETAIL. 13. Look up in the Inventory Posting Group field and select RESALE. 14. On the Replenishment FastTabs, confirm that the Replenishment System field contains Purchase. 15. Click OK.
Summary
Items are a central element of the ERP system and the use of item cards is required knowledge for any user or partner role training to become a product specialist. Once an item is created, it can be purchased, stored, reclassified, consumed, outputted, sold, and tracked in various ERP processes throughout the system. This will be demonstrated for sales and purchases in the "Process Purchases" and "Process Sales" chapters in the Introduction to Microsoft Dynamics NAV 2009 courseware .
4-36
Test Your Knowledge

1. On which item card FastTabs is price information maintained? ( ) Foreign Trade ( ) Pricing ( ) Invoicing ( ) General 2. Which item card buttons link to related documents? ( ) Functions ( ) Sales ( ) Documents ( ) Purchases 3. Select a way to open a new empty item card. (Select all that apply) ( ) Click Edit, New ( ) Click the New icon ( ) Press F4 ( ) Press F2 4. The purpose of the Item Availability by Periods window is to: (Select all that apply) ( ) Show the quantity of the item that is purchased in a certain period. ( ) Show how many units of the item that will be available in the near future. ( ) Show how many units of the item that are inbound, outbound, or on inventory on a specific day - or other period that you define. ( ) Show the quantity of the item that is available on a certain day in different locations. 5. Outline the functionality of the Item Turnover window.
4-37

6. The purpose of the Item Entry Statistics window is to: (Select all that apply) ( ) Show all item activity over time by inventory G/L accounts ( ) Show all of the item's posting activity ( ) Show the quantity of the item that is purchased in a certain period. ( ) Show when the item is next being posted
4-38

2.
3.
4-39
Solutions
Test Your Knowledge
1. On which item card FastTabs is price information maintained? ( ) Foreign Trade ( ) Pricing () Invoicing ( ) General 2. Which item card buttons link to related documents? ( ) Functions ( ) Sales ( ) Documents () Purchases 3. Select a way to open a new empty item card. (Select all that apply) ( ) Click Edit, New () Click the New icon ( ) Press F4 ( ) Press F2 4. The purpose of the Item Availability by Periods window is to: (Select all that apply) ( ) Show the quantity of the item that is purchased in a certain period. () Show how many units of the item that will be available in the near future. () Show how many units of the item that are inbound, outbound, or on inventory on a specific day - or other period that you define. ( ) Show the quantity of the item that is available on a certain day in different locations. 5. Outline the functionality of the Item Turnover window. MODEL ANSWER: It shows sales and purchases of the item by value and quantity over time. 6. The purpose of the Item Entry Statistics window is to: (Select all that apply) ( ) Show all item activity over time by inventory G/L accounts () Show all of the item's posting activity ( ) Show the quantity of the item that is purchased in a certain period. () Show when the item is next being posted
4-40
CHAPTER 5: PROCESS PURCHASES

Objectives
The objectives are: Outline a complete purchase process and how it connects to other application areas. Set up a new vendor by filling in a vendor card. Create, post, and review purchase orders. Process the receipt and invoicing of inventory items. Create, post, and review purchase invoices. Process the purchase of non-inventory goods or services with purchase invoices. Plan and make payments to creditors. Use the Suggest Vendor Payments function. Adjust general ledger entries with the general journal. Use general journal registers to follow the audit trail of all transaction types.
Introduction
Microsoft Dynamics NAV 2009 supports all typical tasks and information needs related to managing purchases and payables, an essential business area in all companies. Basic purchasing concepts are introduced by illustrating the complete purchase process flow and its integration to other application areas The successful operation of managing purchases and payables involves examining the complete purchase process flow and its integration to other application areas. After following the demonstrations and doing the labs in this chapter, the student is well equipped to discuss the program's core purchasing functionality and to perform the basic tasks covered. For detailed information on purchases and payables features, refer to the Trade in Microsoft Dynamics NAV 2009 and Finance in Microsoft Dynamics NAV 2009 courseware.
5-1
Overview
The program's purchasing features are tightly integrated with all related business application areas of the program. The figure illustrates how purchase orders interrelate to other typical supply chain application areas to compile item transactions in the general ledger (G/L).
FIGURE 5.1 THE INTERRELATION BETWEEN TYPICAL SUPPLY CHAIN APPLICATION AREAS AND THE GENERAL LEDGER.
Notice that the production and sale of items have similar effects on inventory and the G/L as does purchasing. The G/L works as the data collection point for the entire system, while a minimal amount of data flows back in the opposite direction. Much data also flows horizontally between master data records and documents of different application areas, for example, when an item is added to a purchase line.
5-2

Process Flow
illustrates the process performed in typical purchases and payables tasks and the impact they have on other application areas.
FIGURE 5.2 FLOW OF THE PURCHASE PROCESS AND ITS EFFECT ON INVENTORY AND G/L
At the same time, the process is almost an exact representation of the scenario that the following lessons are based on : Create a new vendor. Create a purchase order to buy an item from the new vendor. Post a purchase receipt. (This increases the inventory of the item.) Post a purchase invoice. (This updates the vendor card with the liability and updates related G/L accounts.) 5. Pay the vendor (this updates the vendor card and related G/L accounts.). 1. 2. 3. 4.
5-3
Demonstration - Create a Vendor

Scenario: As the purchasing agent at Cronus International, you are responsible for setting up new vendors. A new customer has asked for a special paint that the company does not sell. You have to locate a vendor from whom you can purchase the color sunflower yellow. (This new item was created in the "Manage Items" course.) NOTE: Keep the default work date of January 30, 2010 throughout the lessons, except when told to change it for the demonstration of purchase payments.

Proceed to create the new vendor in the database. Follow these steps to fill in the minimum required fields on the General FastTabs: 1. Click Departments > Purchase > Planning > Lists > Vendors. 2. Click New in the Action Pane, to open a new empty vendor card. 3. Click the ellipsis button () beside the No. field to access the No. Series window. Notice that only one number series is defined for vendors. Press Esc to return to the vendor card and then simply leave the empty No. field by pressing Enter. The next number from the default number series is inserted. In the Name field, type XY Paint Supply. In the Address field, type 200 Bay Drive. In the Post Code field, type NL-1009 AG.
4.
5. 6. 7.
Notice that the City field is now filled with Amsterdam. A combination of post code and city is preset in the system so that you can type (or lookup and choose) either in the Post Code or City field, and the other field is then filled in automatically. 1. In the Country/Region field, type NL.
5-4

2. In the Contact field, enter Laura Owen.
FIGURE 5.3 GENERAL FASTTABS FILLED IN ON NEW VENDOR CARD
Notice that a code is automatically set up in the Primary Contact No. field.
Fill in the Invoicing FastTabs

Follow these steps to fill in the minimum required fields on the Invoicing FastTabs: 1. Go to the Gen. Bus. Posting Group field to open the Gen. Business Posting Group window and select NATIONAL The VAT Bus. Posting Group field is filled with NATIONAL due to the general posting setup. 2. Go to the Vendor Posting Group field to open the Vendor Posting Group window and select DOMESTIC. NOTE: Always tab off a field or press enter after you enter data into a field. This is how data is committed (saved) into the field.
5-5

Fill in the Payments FastTabs
Follow these steps to fill in the minimum required fields on the Payments FastTabs: 1. In the Application Method field, leave the default of Manual. This is where you choose how the program applies entries for this vendor. Manual means that the program applies payments only if a document is specified. The other option, Apply to Oldest, means that if a document is not specified for the payment to be applied to, the program applies the payment to the oldest of the vendor's open entries. 2. In the Payment Terms Code field, select 7 DAYS; the payment terms code, combined with the document date of a purchase document, determines when the vendor expects payment. When a purchase order or invoice is created, this code, 7 DAYS, is used by default to calculate a due date seven days from the document date of the order or invoice. For more information, refer to the "Create a Purchase Order" demonstration. The Receiving and Foreign Trade FastTabs only need to be filled if you have special needs concerning warehouse location or shipping method, or if this vendor has a different currency or language than your company. The new vendor, XY Paint Supply, is now created and ready for business. The "Create a Purchase Order" demonstration shows how to create a purchase order to buy paint from the new vendor. 3. Click OK to close the Vendor Card window.
5-6
Lab 5.1 Create a New Hardware Vendor

Perform this exercise to apply your knowledge about vendor cards.
Scenario
Your company is preparing to resell item 70106, USB Mouse. Create a new vendor based on the existing vendor, Lewis Home Furniture. Create the new vendor card by replacing data in copied fields with the information from the following table. Vendor No. Vendor Name Address Postal Code City Phone No. Contact General Business Posting Group VAT Business Posting Group Vendor Posting Group Application Method Payment Terms Code Payment Method Code Location Code Shipment Method Code 40001 Lewis Home Furniture XY, LTD. 89 Radcroft Road GB-IB7 7VN Gainsborough 23159799 Miss Katie Jordan NATIONAL NATIONAL DOMESTIC MANUAL 1M(8D) CHECK BLUE CIF (Cost, Insurance and Freight)
Challenge Yourself!
Create a vendor based on the information provided.
Need a Little Help?

1. Create a new Vendor Card and enter the information provided. 2. Use the Payments and Receiving FastTabs.
5-7

Step by Step
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. Go to Departments > Purchase > Planning > Lists > Vendors. Click New in the Action Pane. In the No. field, enter 40001. In the Vendor name field, enter Lewis Home Furniture XY, LTD. In the Address field, enter 89 Radcroft Road. In the Postal Code field, enter GB-IB7 7VN. In the City field, enter Gainsborough. In the Phone No. field, enter 23159799. In the Contact field, enter Miss Katie Jordan. Expand the Invoicing FastTabs. Click Yes, if you get a system message informing you of duplicate records. From the Invoicing FastTabs, go to the General Business Posting Group field and select NATIONAL. In the VAT Business Posting Group, select NATIONAL. In the Vendor Posting Group, select DOMESTIC. Scroll down and expand the Payments FastTabs. From the Payments FastTabs, go to the Application Method field and select MANUAL. In the Payment Terms Code field, select 1M(8D). In the Payment Method Code field, select CHECK. Scroll down and expand the Receiving FastTabs. From the Receiving FastTabs, go to the Location Code field and select BLUE. In the Shipment Method Code field, select CIF (Cost, Insurance, and Freight). Click OK.
All other fields remain empty or keep their existing values.
5-8
Demonstration Create a Purchase Order

Scenario: As the purchasing agent, you are responsible for creating and posting purchase orders. The sales department has asked you to place an order for 100 cans of sunflower yellow paint. Your new vendor can deliver 100 straight away. The sales department also suggested that you order a total of 200 cans to keep some in inventory because this will be a return customer. The last 100 cans cannot be delivered on the same date and you will, therefore, do a partial receipt of the first 100 cans.
Fill in the Purchase Order header

Follow these steps to create the purchase order for sunflower yellow paint from XY Paint Supply by filling in the minimum required fields in the purchase order header: 1. Click Departments > Purchase > Order Processing > Lists > Purchase Orders.
FIGURE 5.4 EXISTING PURCHASE ORDER SHOWING HEADER AND THREE ORDER LINES
2. Click New in the Action Pane. 3. Press Enter to automatically insert a purchase order number in the No. field.
5-9

4. Go to the Buy-from Vendor No. field to open the Vendor List window. Locate the vendor you have just created, XY Paint Supply, and then press enter twice. Notice that some of the fields on the header are now populated with the information that you entered on the vendor card, but you can change them on the order document. For example, you can change the Buy-from Contact No. field if the person you speak to when ordering this product is different than the contact on the vendor card. Changes made in documents will not affect the defaults in the master data record, which in this case is the vendor card. 5. Make note of the date in the Document Date field. Go to the Invoicing FastTabs and note the date in the Due Date field. Remember that the document date and the payment terms code determine the due date. Since this vendor is set up with seven days as payment terms, the due date is seven days after the document date.
Fill in a Purchase Order Line

Follow these steps to fill in the minimum required fields in the purchase order lines: 1. Place the cursor on the first line. 2. From the Lines FastTabs, go to the Type field and select Item. The other four line types, including Blank, relate to more advanced purchase transactions, which are covered in the "Trade" and "Finance" courses . 3. Tab or press enter to go to the No. field. Since Item was selected in the Type field, this field represents the item number. 4. Go to the No. field to open the Item List window, locate item 70105, Paint, sunflower yellow, and then press Enter twice. Notice that the Description field is now filled with Paint, sunflower yellow, which is the description from the item card. You can modify this field as you like. 5. In the Quantity field, type 200. This is the total number of items being ordered with this purchase order.
5-10

6. Go to the Location Code field to open the Location List, select BLUE, and then click OK. The Location Code field now specifies that the items must be received and placed in BLUE location, which may represent, for example, a certain warehouse. For detailed information on working with locations, refer to the "Inventory" course.
FIGURE 5.5 NEW ORDER CREATED FOR 200 PAINT, SUNFLOWER YELLOW.
Notice that the Direct Unit Cost Excl. VAT field has been filled with the value of the Unit Cost field on the Item card. Notice also that the value in the Line Amount Excl. VAT field is automatically calculated as the Quantity * Direct Unit Cost Excl. VAT (200 * 1.40). Notice also that the Qty. to Receive and Qty. to Invoice fields are updated with the expected value you entered in the Quantity field, 200. 7. Open the purchase order again.
5-11

Post a Partial Receipt
Follow these steps to preview statistics and then modify the purchase line to receive only 100 of the 200 items: 1. Press Ctrl+Shift+J to open the Purchase Order Statistics window. Alternatively, go to Related Information > Order > Statistics. This window gives a quick overview of the quantities that will be invoiced and received on a purchase order by use of the following tabs: o The General FastTabs displays information regarding the entire purchase order. o The Invoicing FastTabs displays information about the quantity of items to be invoiced. o The Shipping FastTabs displays information about the quantity of items to be received. The Prepayment FastTabs displays information about VAT amount and prepayment information. o The Vendor FastTabs displays the vendor's current balance. Notice that right now all the tabs, other than the Vendor tab, display the same information. 2. Press Esc to go back to the purchase order. 3. Go to the Qty. to Receive field and change the value to 100 and press Enter. Notice that the Qty. to Invoice field is updated to 100 as well. 4. Clear the Qty. to Invoice field. You will do a partial receipt before you prepare to pay the vendor. The Qty. to Receive field is used to define how many pieces to post as received when you post the purchase order. The Qty. to Invoice field is used to determine how many of the items are to be invoiced when you post the purchase order. Each time the Quantity field is updated and you post an order, the program automatically suggests to invoice the quantity that has not yet been invoiced. NOTE: It is never possible to invoice more than you have received. The two processes, receive and invoice, can be done simultaneously by entering the received amount in both the Qty. to Receive and Qty. to Invoice fields and then using the default posting method, Receive and Invoice.
5-12

Generally, an order is invoiced when you receive the invoice from the vendor. At that time, the amount to invoice would be entered into the Qty. to Invoice field and then posted for the last time. Once the order is fully posted, a posted purchase invoice is created, and this also triggers a payable in the general ledger. For more information, refer to the next lesson, "Pay the Vendor." 5. Press Ctrl+Shift+J to open the Purchase Order Statistics window. Alternatively, go to Related Information > Order > Statistics. The General FastTabs still displays the total amounts of the order. 6. Now view the Invoicing FastTabs and note that there are no values displayed. This is because the Qty. to Invoice field was cleared on the order. 7. Click on the Shipping FastTabs and note that the partial receipt amounts are displayed. 8. Press Esc to go back to the order. 9. Click Post in the Action Pane. The posting request form appears showing the default option, Receive and Invoice. 10. Select the Receive field, and then click OK.
FIGURE 5.6 POSTING REQUEST FORM WITH THE RECEIVE POSTING OPTION SELECTED
The (initial) purchase order posting function is now done, but the purchase order remains because it is still open - for the following reasons: Only a part of the total order quantity is posted. Only the (physical) receipt of items is posted - not the invoicing.
5-13

As long as quantities remain to be received or invoicing has not occurred, a purchase order will remain open.
FIGURE 5.7 PURCHASE LINE UPDATED WITH RESULTS OF THE PARTIAL RECEIPT POSTING.
Notice in the purchase order for XY Paint Supply that: The Qty. to Receive field now shows 100 because only 100 of the 200 are received. The Qty. Received field shows 100 that are now in inventory. The Qty. to Invoice field shows 200 because none of the items have yet been invoiced by the vendor.
If your vendor had required you to pay for the first delivery, you could clear the Qty. to Receive field, change the Qty. to Invoice to 100 and then post again with the Invoice posting option selected. After posting that invoice, the purchase line would again update the different quantity fields to reflect that 100 remain to be received and invoiced.
Post Full Receipt and Invoice

Scenario: One month has passed, and the last 100 cans of sunflower yellow paint have arrived at BLUE location along with the invoice from the vendor. You must now post the receipt of the last 100 and at the same time invoice the whole purchase order.
5-14

1. First press Ctrl+Shift+J to open the Purchase Order Statistics window again. Alternatively, go to Related Information > Order > Statisticsagain and note the following: o o o The General FastTabs still displays the total amounts of the order. The Invoicing FastTabs matches the values on General tab since you are invoicing the entire order. The Shipping FastTabs displays the partial receipt values:
FIGURE 5.8 PURCHASE ORDER STATISTICS WINDOW SHOWING RESULT OF POSTINGS SO FAR: 100 RECEIVED, NONE INVOICED.
2. Press Esc to go back to the order. Since you are receiving and invoicing on a different date than the posting date of the receipt of the first 100 cans, you must change the Posting Date field to reflect this. 3. In the header, go to the Posting Date field and change the date to 2/28/10. Notice that the document date also changed. Remember that the document date determines the due date. Generally, the document date should be the same as the date on the vendor's invoice. Do not change the date for this scenario, but note (on the Invoicing tab) that the due date is now 3/7/10.
5-15

4. In the Vendor Invoice No. field, type 9467726. This is the vendor's invoice number, typically found on the invoice the vendor sends you. A purchase order cannot be posted without a vendor invoice number. 5. Press Post, leave the default posting option, Receive and Invoice field, selected, and then click OK. The order is now fully received and invoiced. Notice that the purchase order disappeared from the list of (open) purchase orders. It has now become two posted documents: One posted purchase invoice One posted purchase receipt
All posted documents are accessed from the History menu folders. Follow these steps to access the posted purchase invoice for XY Paint Supply: 1. Click Departments > Purchase > History > Posted Purchase Invoices. 2. Scroll to the last posted invoice in the list and double-click OK to open it. 3. Click ESC to exit.
FIGURE 5.9 THE POSTED PURCHASE INVOICE FOR XY PAINT SUPPLY
Posted documents are not editable, but you can print them. Documents that are sent as actual business receipts between partners, such as sales invoices, can be printed in presentable formats with a company logo. For more information, refer to "Use General Functions" and "Process Sales."
5-16

This completes the creation and posting of the purchase order. Now proceed to review the resulting entries.
Review Resulting Vendor Ledger Entries

Follow these steps to review the vendor ledger entries of XY Paint Supply: 1. Go to Departments > Purchase > Planning > Lists > Vendors. 2. Select vendor XY Paint Supply. 3. Click Related Information > Vendor > Ledger Entries to open the Vendor Ledger Entries window.
FIGURE 5.10 ONE VENDOR LEDGER ENTRY RESULTING FROM THE PURCHASE INVOICE POSTING
Notice that the External Document No. field contains the vendor invoice number you entered on the purchase order. The entire amount of the invoice appears in the Original Amount, Amount and Remaining Amount fields. Once a full payment has been posted and applied, the Remaining Amount is 0. Most fields in ledger entries are not editable. However, the following fields can be changed for situations where last-minute changes must be made before the ledger entries move to payment: Due Date Discount Dates Discount Amounts
In this demonstration, do not change the due date, but leave it at 3/7/10. 4. Close the Vendor Ledger Entries, Vendor Card, Vendor List, and Posted Purchase Invoice windows.
5-17

Review Resulting Item Ledger Entries
Follow these steps to review the item ledger entries of Paint, sunflower yellow: 1. Click Departments > Purchase > Inventory & Costing > Lists > Items to open the Item Card window. 2. Locate item Paint, sunflower yellow, and then click OK. 3. Go to the Invoicing FastTabs to briefly review the item's cost. The Unit Cost field still contains the 1.40 (LCY) that you entered when creating the item because the cost of the item has not changed in any way during the purchase process. Quite often, however, the cost of an inventory item will change during its flow from your vendors to your customers. For example, an added freight charge on the sales invoice to your customer buying the sunflower yellow paint would increase the cost of the item when that sales invoice is posted. After a cost adjustment, the Unit Cost field would then be updated with the new cost. You (typically a controller) can Go to the field to get details about the item's cost flow by periods). For detailed information about this particular feature and other costing functionality, refer to the "Inventory Costing" course. 4. Press Ctrl +Shift+N (or click Item > Entries > Ledger Entries) to open the Item Ledger Entries window. Alternatively, click on Related Information > Item > Entries >Ledger Entries from the item card.
FIGURE 5.11 TWO ITEM LEDGER ENTRIES RESULTING FROM THE TWO PARTIAL RECEIPTS FROM XY PAINT SUPPLY.
There are two item ledger entries relating to the same purchase order; one for each receipt that was posted (The Document Number field contains a unique number for each transaction and is used for purposes such as audit trailing).
5-18

5. Place the cursor in the first line and press Ctrl + Shift+N. The Value Entries window appears. Alternatively, click on Related Information > Entries > Value Entries.
FIGURE 5.12 VALUE ENTRIES WINDOW SHOWING DETAILED COSTING INFORMATION FOR ONE ITEM LEDGER ENTRY AT A TIME
For each item ledger entry, there are two value entry lines: one for the receipt and one for the invoice. The two lines can be distinguished by looking at the Item Ledger Entry Quantity and Invoiced Quantity fields. The receipt line will have a value in the Item Ledger Entry Quantity field but not in the Invoiced Quantity field. The invoice line is the opposite. The Invoiced Quantity field has a quantity while the Item Ledger Entry Quantity field is 0. In addition, the lines have different document numbers. For auditors and financial controllers, value entries are important because they capture all of the activity that constitutes the amounts displayed in the item ledger entry lines. This level of detail makes it very easy to audit the costs assigned to items. 6. Close the Value Entries, Item Ledger Entries, and Item Card windows. This completes the review of vendor and item ledger entries resulting from the purchase order processing so far.
5-19
Lab 5.2 Purchase Hardware from the New Vendor

Do this exercise to apply your knowledge about purchase orders. Scenario You must create a purchase order to purchase two different items, one of which, USB Mouse, is recently added to your item catalogue. You will order the items from a newly added vendor, Lewis Home Furniture XY. Use the following information to create the purchase order: Purchase Order Number Vendor Number Item Numbers Item Name Location Code Quantity for Item No. 80216 Quantity for Item No. 70062 Unit of Measure System Assigned 40101 80216 and 70062 Ethernet Cable & USB Mouse BLUE 6 12 PCS
Challenge Yourself!
Create the purchase order based on the information provided.
Need a Little Help?

1. Find and select Lewis Furniture XY. 2. Create two purchase lines - one for each item.
Step by Step
1. Click Departments > Purchase > Order Processing > Lists > Purchase Orders. 2. Click New to start a new order. 3. Leave the empty No. field (with Arrow, Tab, Enter, or mouse) to insert the next number from the preset purchase order number series. 4. Go to the Buy-from Vendor No. field and select the new vendor 40001, Lewis Home Furniture XY. 5. Go to the first purchase line (with Arrow, Tab, or mouse). 6. In the Type field, select Item.
5-20

7. In the No. field, enter 80216. The Description field is updated with Ethernet Cable. 8. In the Quantity field, enter 6. 9. Press the Down Arrow to go to the next line. The Type field on the second line automatically defaults to Item. 10. Go to the No. field and select item 70062, USB Mouse. 11. In the Quantity field, enter 12. 12. Verify that the Direct Unit Cost Excl. VAT field is filled on both lines. 13. Click OK.
5-21
Lab 5.3 Receive and Invoice the Hardware

Do this exercise to apply your knowledge about processing a purchase. Scenario The hardware you ordered from Lewis Home Furniture XY (in the previous lab) has arrived in your Blue warehouse along with the sales invoice from the vendor. You must now fully receive and invoice the purchase order based on the following information: Purchase Order Number Vendor Number Item Numbers Item Name Location Code Quantity for Item No. 80216 Quantity for Item No. 70062 Vendor Invoice Number Previously System Assigned Number 40101 80216 and 70062 Ethernet Cable & USB Mouse BLUE 6 12 LHF-10021
NOTE: the item number of the USB mouse may vary. Please search the item using the description (USB Mouse) instead.
Challenge Yourself!
Receive and invoice all quantities in one action.
Need a Little Help?

1. Open the purchase order for 6 Ethernet cables and 12 USB mice. 2. Fill in the Vendor Invoice No. field. 3. Open the posting request form and post with the Receive and Invoice option selected.
Step by Step
1. Click Departments > Purchase > Order Processing > Purchase Orders. 2. Locate the purchase order for Lewis Home Furniture XY. 3. In the Vendor Invoice No. field, type LHF-10021.
5-22

4. In the lines, ensure that the Qty to. Receive and Qty. to Invoice fields contain 6 for item 80216 and 12 for item 70062 respectively. 5. Click Post to post with the default posting option, Receive and Invoice. 6. Click OK.
Demonstration - Create a Purchase Invoice

Purchase orders, as well as sales orders, are generally used for transactions involving inventory. Posting an item directly on a purchase invoice means that the receiving function is not included. Using purchase invoices alone is mostly relevant when recording the purchase of services or non-physical items such as electricity. In can also be used when buying items that are not managed in your inventory, such as internal office supplies. The procedure is practically the same as for purchase orders, except for the Type field on the lines. Scenario: As the accounting clerk for Cronus International, you are responsible for posting utility bills. The postage bill has arrived, and you need to post it into the relevant G/L accounts using the following information: The vendor is London Postmaster. The date of the invoice is 10/31/2010. The invoice number is 88574. The amount is 365.32 (LCY). It must be posted to the Postage G/L account.
Fill in the Purchase Invoice Header

Follow these steps to create a purchase invoice for postage purchased from London Postmaster, beginning with the header: 1. Click Departments > Purchase > Order Processing > Lists > Purchase Invoices. No open purchases exist in Cronus, and therefore the Purchase Invoice window shows an empty invoice. 2. Click New 3. Press Enter to automatically insert the next purchase invoice number. 4. In the Buy-from Vendor No. field, type 10000 and press enter. The master data for London Postmaster is filled into the header. 5. Check that the posting date is 01/30/10 but in the Document Date field, change the date to the Invoice date: 02/15/10. The Due Date is now based on the invoice date, not the posting date. 6. In the Vendor Invoice No. field, type 88574. 7. Move the cursor to the first purchase invoice line.
5-23

Follow these steps to fill in the purchase invoice line: 8. Go to the Type field and select G/L Account. This purchase will thereby be posted straight to a specified G/L account. 9. Go to the No. field to open the G/L Account List window. 10. Locate and select the Postage G/L account 8240. Since G/L Account was selected in the Type field, this field represents the G/L account number. 11. In the Quantity field, type 1. Since you are posting the full amount, there is no reason to break out the quantities. 12. In the Direct Unit Cost Excl. VAT field, type 365.32.
FIGURE 5.13 THE PURCHASE INVOICE READY FOR POSTING TO G/L ACCOUNT 8240.
Because you are not posting items, the following fields, among others, are not relevant: - Location - Unit of Measure - Qty. to Receive - Qty. to Invoice
5-24

13. Click Post. 14. Click Yes to post the purchase invoice. Now that this invoice is posted, notice that it has disappeared from the Purchase Invoice window. Just like the purchase order, when the purchase invoice is posted, it becomes a posted invoice. The posted invoices can be located on the Purchase menu by clicking History > Posted Purchase Invoices. As stated previously, posted documents are not editable, but they can be printed numerous times. Close the Posted Purchase Invoice and the Purchase Invoice windows.
5-25
Lab 5.4 Record an Automobile Maintenance Expense

Do this exercise to apply your knowledge about creating purchase invoices for direct posting to G/L. Scenario As the accounts payable clerk, you are responsible for posting expenses. You have received a bill from Mortimer Car Company for routine automobile maintenance services. Record this expense for payment. Use the following information to enter the expense: Purchase Invoice Number Vendor Number Vendor Name Posting Date Vendor Invoice Number Item Type G/L Account Number Description Direct Unit Cost Excl. VAT System Assigned Number 44127914 Mortimer Car Company 01/30/10 LP-45002 G/L Account 8530 Repairs and Maintenance 132.94
Challenge Yourself!
1. Create the purchase invoice based on the information provided. 2. Post the invoice. 3. Review the resulting entries.
Need a Little Help?

1. 2. 3. 4. Start from an empty purchase invoice. Fill in the invoice line. Post the purchase invoice. Remember the Vendor Invoice Number field.
Step by Step
1. Click Departments > Purchase > Order Processing > Purchase Invoices. 2. Press New and then press Enter to insert the next purchase invoice number. 3. In the Buy-from Vendor No. field, type 44127914. 4. In the Posting Date field, check that the default date is 01/30/10.
5-26

5. 6. 7. 8. 9. 10. 11. 12. In the Vendor Invoice No. field, type LP-45002. Go to the lines. Go to the Type field and select G/L Account. In the No. field, enter 8530. In the Quantity field, type 1. In the Direct Unit Cost Excl. VAT field, type 132.94. Click Post. Click Yes to post the purchase invoice.
5-27
Demonstration Pay a Vendor

In this demonstration you will run the Aged Accounts Payable report and then print and post checks. Not every field will be defined on the report request form or in the Suggest Vendor Payments window. NOTE: Although most companies have an integrated Web banking system, this lesson demonstrates the generic payment functionality of the standard version, which is based on paying vendors with physical checks. Scenario: As the accounting clerk at Cronus International, you regularly run the A/P Aging report prior to printing checks to be sent to vendors. Run the report for all vendors aged as of 10/30/10 with a period length of one month, and print the details. Among other outstanding payments, you must pay XY Paint Supply before 10/21/10, and you therefore proceed to pay that vendor. In order to better demonstrate the payments functionality, move the work date closer to the involved due dates: 1. Click Microsoft Dynamics NAV > Set Work Date. 2. In the Work Date field, change the date to 11/14/10 3. Click OK. Follow these steps to define which outstanding payments to show in the Aged Accounts Payable report: 1. Click Departments > Financial Management > Payables > Reports > Aged Accounts Payable. The Aged Accounts Payable window appears. The Vendor FastTabs allows you to filter the report using the fields in the Vendor table. The No. field on this tab represents the vendor number. Since you are running the report for all vendors, you will not set any filter for the No. field.
5-28

2. View the Options FastTabs.
FIGURE 5.14 THE AGED ACCOUNTS PAYABLE REPORT SHOWING THE SELECTED OPTIONS.
3. In the Aged As Of field, type 11/31/10. This date determines how the aging is calculated. 4. In the Aging by field, keep the Due Date field selected. With these options, you can select whether the aging is calculated from the invoice due date, posting date, or document date. 5. In the Period Length field, type 1M. This determines the length of the aging, in this case, one month. 6. Select the Print Details check box. Selecting this adds lines for open invoices for each vendor to the report. If this field is not checked, the invoice amounts are summarized onto one line for each vendor.
5-29

Follow these steps to preview and navigate in the report: 7. Leave the other default values and click Preview.
FIGURE 5.15 AGED ACCOUNTS PAYABLE REPORT SHOWING ALL OUTSTANDING PAYMENTS.
Notice in the report that LCY 365.32 posted with the purchase invoice for London Postmaster was due on 2/28/10. (This and many other payments have now aged because we put the work date forward by 30 days). 8. Locate XY Paint Supply in the report. Notice that the last account payable is for XY Paint Supply and is due on 3/7/10. In the demonstration, "Create a Payment Journal Line" you will prepare to pay this invoice - before its due date. 9. Close the Print Preview window.
5-30

Follow these steps to fill a payment journal with the Suggest Vendor Payment function: 1. Click Departments > Financial Management > Payables > Tasks > Payment Journals.
FIGURE 5.16 THE PAYMENT JOURNAL WINDOW USING THE DEFAULT BATCH OF BANK
2. In the Batch Name field, keep BANK selected. 3. Click Related Information > Payments > Suggest Vendor Payments to open the Suggest Vendor Payments window. 4. In the Filter field on the Vendor FastTabs, find and select XY Paint Supply to only suggest payments for this one vendor. 5. View the Options FastTabs. 6. In the Last Payment Date field, type 3/7/10. 7. In the Posting Date field, enter 3/15/10. 8. Go to the Bal. Account Type field and select Bank Account. 9. Go to in the Bal. Account No. field and select WWB-OPERATING. 10. Click OK. 11. Go to in the Bank Payment Type field and select Computer Check. Selecting Computer Check directs Microsoft Dynamics NAV 2009 to create a computer check for printing; otherwise, if you just need to post a handwritten check in the system, select Manual Check. 12. Click OK to have the system suggest when and how to pay.
5-31

One line representing the purchase invoice from XY Paint Supply is inserted in the payment journal - after you click OK to the message about all currencies.
FIGURE 5.17 A PAYMENT JOURNAL LINE FOR THE XY PAINT SUPPLY INVOICE IS INSERTED.
NOTE: The Suggest Vendor Payment function will often insert several lines in the payment journal. You can delete those you do not want and then have them suggested again in another run. Notice that the posting date is the work date, and that the Amount field contains the amount of the purchase invoice: 350.00. Proceed to verify by navigating to the actual posted purchase invoice. Follow these steps to review the payment journal line: 1. Go to the Applies-to Doc. No. field to open the Apply Vendor Entries window. 2. Place the cursor on the first line and click Navigate. 3. In the Navigate window, place the cursor on the Posted Purchase Invoice line, and then click Show. The posted purchase invoice you created for 200 cans of sunflower yellow paint appears. 4. Press Esc. several times to get back to the payment journal.
5-32

Follow these steps to ensure that a computer check is printed and that the bank account is balanced upon posting: 1. From the payment journal, click Related Information > Payments > Print Check. The Check request form window appears. 2. Do not change the filters set on the Gen. Journal Line FastTabs. 3. View the Options FastTabs. 4. Go to the Bank Account field and select WWB-OPERATING. The Last Check No. field is automatically filled from the Last Check No. field on the bank account card. 5. Select the One Check per Vendor per Document No. check box. By checking this box, you get one check per vendor for each check number.
FIGURE 5.18 PREPARING TO PRINT THE CHECK
6. Click Print to open the driver of the printer connected to your PC.
5-33

A second line now appears in the payment journal. This is the bank balancing line.
FIGURE 5.19 ADDITIONAL PAYMENT JOURNAL LINE ADDED TO BALANCE THE BANK ACCOUNT.
Notice that the Document No. field on both lines is populated with the check number that was automatically filled into the Options tab of the Check window. Follow these steps to finalize the XY Paint Supply payment and prepare to post it: 1. Click on the second line and note that the Balance and Total Balance fields in the lower right corner both display "0". This indicates that this journal is in balance and can be posted - you cannot post journals that do not balance. 2. Leave the Payment Journal window open and unposted. This ends your demonstration. For information about posting transactions, please refer to the Finance in Microsoft Dynamics NAV 2009 course. Before doing the last labs and demonstration, change the work date back to the standard training work date, 01/30/10: 1. Click Microsoft Dynamics NAV > Set Work Date. 2. In the Work Date field, change the date to 01/30/10 3. Click OK.
5-34
Lab 5.5 Pay the Automobile Maintenance Expense

Do this exercise to apply your knowledge about paying invoices.
Scenario
As the accounts payable clerk, you are responsible for paying expenses. You posted the invoice from Mortimer Car Company for routine automobile maintenance services, and you must now pay the invoice, print the check (to file), and post the check. Using the Suggest Vendor Payments function, make the payment based on the information in the following three tables: Payment Journal window: Batch Name No. (Vendor tab) BANK 44127914
Suggest Vendor Payments request form: Options tab: Last Payment Date Posting Date Bal. Account Type Bal. Account No. Bank Payment Type Printer Setup: Gen. Journal Line tab Bank Account One Check per Vendor per Document No. Print to File None WWBOPERATING X X 02/28/10 02/24/10 Bank Account WWBOPERATING Computer Check
5-35

Challenge Yourself!
1. Use the information provided to prepare a payment journal using the Suggest Vendor Payments function. 2. Print the check to a file. 3. Post the payment journal lines.
Need a Little Help?

1. Click Departments > Financial Management > Payables > Tasks > Payment Journals. 2. Enter the provided information into the Suggest Vendor Payments request form. 3. Enter the provided information into the Print window.
HINT: Remember to use the WWB OPERATING bank and print one check per vendor per document number.
4. Print the check to file. 5. When the banking line is done, post the journal.
Step by Step
1. Click Departments > Financial Management > Payables > Tasks > Payment Journals. 2. In the Batch Name field, ensure that BANK is selected. 3. Click Related Information > Payments > Suggest Vendor Payments. 4. View the Vendor FastTabs. In the No. field, type 44127914. 5. View the Options FastTabs. 6. In the Last Payment Date, type 02/28/10. 7. Go to the Bal. Account Type field and select Bank Account. 8. Go to the Bal. Account No. field and select WWB-OPERATING. 9. Click OK. 10. Go to the Bank Payment Type field and select Computer Check. 11. Click OK. 12. Click Related Information > Payments > Print Check. The Check request form window appears. 13. Do not change the filters set on the Gen. Journal Line tab. 14. View the Options FastTabs. 15. Go to the Bank Account field and select WWB-OPERATING.
5-36

16. 17. 18. 19. Select the One Check per Vendor per Document No. field. Click Print. In the Check - Print Dialog window, select the Print to File field. In the Print to File window, type Test Check and then click OK. A second line now appears in the Payment Journal. This is the bank balancing line. 20. Click Post. 21. Click Yes to the message asking if you want to post the journal lines. 22. Close the Payment Journal window
Demonstration - Adjust the General Ledger

A purchase invoice can post to G/L accounts while providing a vendor-focused overview of the resulting vendor ledger entries. For broader needs of posting to G/L accounts, you use the General Journal window. General journals can be used to post transactions to the following accounts: G/L Bank Customer Vendor Fixed assets Intercompany accounts.
After posting a general journal, the journal is empty and the transactions are posted to individual accounts. The resulting ledger entries can then be viewed in, for example, the Bank Account Ledger Entries window and the different register windows. Posting with a general journal always creates entries on G/L accounts. These are viewed in the General Ledger Entries window. In the following demonstration, not every field in the General Journal window will be defined. The demonstration involves setting up a new general journal batch is set up. For detailed information about setting up journal templates and batches, refer to the "Application Setup" course. Scenario: During the closing process for January, you find out from the accounting manager that the London Postmaster bill was supposed to be allocated as follows: Postage (8240) = 308.00 Office Supplies (8210) = 57.32
You must make the necessary adjustment to the general ledger.
5-37

Follow these steps to create the general journal line that will correct the existing G/L entry: 1. Click Departments > Financial Management > General Ledger > Tasks > General Journals. 2. Go to the Batch Name field to open the General Journal Batches window. 3. Click New to insert a new line. 4. In the Name field, type GENERAL 5. In the Description field, type General Journal. 6. In the No. Series field, leave GJNL-GEN as the selection. 7. Click OK. You are returned to the General Journal window 8. In the Posting Date field, type 02/28/10. This ensures that the adjustment is made on the same period as the original postage payment. 9. Leave the Document Type field empty. 10. In the Document No. field, leave the number entered by the program. This number was retrieved by the program based on the GJNL-GEN number series entered for the GENERAL journal batch. 11. Go to the Account Type field and select G/L Account. 12. Go to the Account No. field, find the Postage account, 8240, and then press Enter. Notice that the Description field was automatically filled in with the account name Postage. This is done to help the end user confirm that the correct account is selected. 13. Type over the description with any reason text, for example, Correction to Doc. No. 108033.
5-38
Demonstration Analyze Transaction Entries

Each time an entry is posted in Microsoft Dynamics NAV, a register is created. The general journal posted in the previous demonstration has an entry in the G/L register. G/L entries in a G/L register are the result of the following: Posting a journal within the application areas of: o o o o o General Ledger Sales Receivables Purchases Payables
Posting sales and purchase transactions in: o o o Orders Invoices Credit memos
Posting item transactions in: o o o Orders Invoices Credit memos
G/L registers can be accessed from the History menu folder of all relevant application areas, such as Financial Management, Sales & Marketing, Purchase, and Warehouse. Scenario: After you made the correcting G/L entries with the general journal, made in the previous demonstration, you want to review the result. This same task may be done later by an auditor who is following the audit trail of selected entries when auditing annual accounts. Follow these steps to follow the audit trail of the recent adjustment: 1. Click Departments > Financial Management > General Ledger > History > G/L Registers. The G/L Registers window appears.
5-39

2. Scroll to the bottom of the G/L Registers window.
FIGURE 5.20 G/L REGISTERS WINDOW SHOWING INVOLVED REGISTER AT THE BOTTOM.
The last G/L register number is the most recently posted activity, the journal entry. The register number is generated automatically, as are the numbers in the From Entry No., To Entry No., From VAT Entry No., and To VAT Entry No. fields. Notice that the Creation Date is not the posting date or the work date, but the system date on the PC. This Date field, along with the User ID, can thereby be used as a log to track when, by whom, and what was posted. The Source Code field identifies the document type that made the transaction, in this case, GENJNL. 3. Make a note of the numbers in the From Entry No. and To Entry No. fields. These will be checked against other windows in a moment. 4. With the cursor on the last line in the G/L register, click Related Information > Register > General Ledger. The General Ledger Entries window appears. The lines that constitute the last register number are displayed.
5-40

5. Compare the Entry No. field on the far right to the number you noted in step 3 - they are the same. The program assigns a unique, sequential number to each line or entry posted. This allows for a complete audit trail. 6. Close the General Ledger Entries and G/L Registers windows. Follow these steps to finish creating the general journal line and then post it to make the adjustment: 1. In the Amount field, type -57.32 to make a credit entry to the Postage account. In the general journal, a positive amount represents a debit to the account in the Account No. field, while a negative amount represents a credit to the account. 2. In the Bal. Account Type field, leave G/L Account as the selection. 3. Go to the Bal. Account No. field and select Office Supplies account number, 8210. 4. Clear the Bal. Gen. Posting Type, Bal. Gen. Bus. Posting Group and Bal. Gen. Prod. Posting Group fields. These fields should only be populated when making a VAT entry. This scenario does not require posting to VAT entries. 5. Review the general journal line.
FIGURE 5.21 GENERAL JOURNAL LINE READY FOR POSTING
The journal lines displayed in the batch are balanced when the Total Balance field at the bottom equals 0. You cannot post journals that do not balance. 6. Click Post on the Action Pane and click Yes to the message asking if you want to post the journal lines.
5-41

7. Click OK to the confirmation message. 8. Close the General Journal window. Follow these steps to confirm that the general journal posting has corrected the original postage postings: 1. Click Departments > Financial Management > General Ledger > Lists > Chart of Accounts. The Chart of Accounts window appears. 2. Locate the Postage account, 8240, and go to Related Information > Account > Ledger Entries. The General Ledger Entries window appears. 3. Go to the bottom of the list.
FIGURE 5.22 GENERAL LEDGER ENTRIES WINDOW
Notice the last G/L entry that has adjusted G/L accounts 8240 and 8210. Proceed to see more details with the Navigate feature. 4. With the cursor on the last line, click Navigate. On the G/L Entry line, the No. of Records field indicates that two G/L lines were posted. 5. Place the cursor on the G/L Entry line and click Show. The General Ledger Entries window appears showing the related G/L entries. 6. Close all open windows. Follow these steps to view G/L entry movements in the G/L Register report: 1. Click Departments > Financial Management > General Ledger > Reports > Entries > G/L Register. The G/L Register request form appears. 2. Go to the No. field and select the last G/L register line in the G/L Registers window.
5-42

3. Click Preview. The G/L Register report is displayed. This report shows posted G/L entries sorted and divided by each register and can be used as documentation of posted entries or for auditing. 4. Close the Print Preview window. This completes the demonstration of how to use the general journal to post transactions or corrective entries directly into G/L accounts. You have also learned how to make advanced tracking and analysis of any type of transaction entry, for example, in connection with auditing.
5-43
Lab 5.6 Adjust the Posted Automobile Maintenance Expense

Scenario
As the accounting manager, you are responsible for G/L adjustments. The Mortimer Car Company bill had a gasoline charge on it, and you need to reallocate the paid amount as follows: Repairs and Maintenance (8530) = 115.00 Gasoline and Motor Oil (8510) = 17.94
Use the following information to enter the adjustment: Batch Name Posting Date Account Type Account No. Description Amount Bal. Account Type Bal. Account No. Bal. Gen. Posting Type Bal. Gen. Bus. Posting Group Bal. Gen. Prod. Posting Group GENERAL 11/24/10 G/L Account 8530 Correction to Document No. 108029 -17.94 G/L Account 8510 blank blank blank
Challenge Yourself!
Create and post the general journal line based on the information provided.
Need a Little Help?

1. Open a new general journal based on the GENERAL batch. 2. Remember both balancing accounts.
Step by Step
1. Click Departments > Financial Management > General Ledger > Tasks > General Journals. 2. Go to the Batch Name field and select GENERAL. 3. Click OK. 4. Leave the Document Type field empty.
5-44

5. 6. 7. 8. 9. 10. 11. 12. 13. 14. Go to the Account Type field and select G/L Account. Go to the Account No. field and select 8530. In the Description field, type Correction to Doc No. 108029. In the Amount field, type -17.94 in order to make a credit entry to the Repairs and Maintenance account. In the Bal. Account Type field, leave G/L Account. In the Bal. Account No. field, type 8510 and press Enter. Clear the Bal. Gen. Posting Type, Bal. Gen. Bus. Posting Group, and Bal. Gen. Prod. Posting Group fields. Click Post and click Yes to the message asking if you want to post the journal lines. Click OK to the confirmation message. Close the General Journal window.
Summary
All typical purchase processes are supported by Microsoft Dynamics NAV 2009 with simple and integrated features. The program supports complete flows, from creating vendors to creating purchase orders where items are received from the vendor and payment initiated with purchase invoicing. From paying one of multiple vendors with dedicated functions to ensure that affected bank and vendor accounts are in balance. From posting directly to G/L accounts with the general journal to analyzing resulting transaction details with different tools. As an essential element of all businesses, it is a prerequisite for anyone training to become a product specialist that they understand the program's basic purchase processing functionality and can use it for the simple tasks demonstrated. For detailed information on more advanced purchases and payables functionality, refer to the "Trade in Microsoft Dynamics NAV 2009" and "Finance in Microsoft Dynamics NAV 2009" courses.
5-45

2.
3.
5-46
CHAPTER 6: PROCESS SALES

Objectives
The objectives are: Outline a complete sales process and how it connects to other application areas. Set up a new customer by filling in a customer card. Create a sales quote and convert it to a sales order. Create, post, and review sales orders. Process the shipment and invoicing of goods. Receive payments from customers. Use the Aged Accounts Receivable report.
Introduction
Microsoft Dynamics NAV 2009 supports all typical tasks and information needs related to managing sales and receivables - an essential business area in all companies. Basic sales concepts are introduced by illustrating the complete sales process flow and its integration to other application areas. For detailed information on sales and receivables features, refer to the "Trade in Microsoft Dynamics NAV 2009" and Finance in Microsoft Dynamics NAV 2009" courses. After following the demonstrations and doing the labs in this chapter, the student is well equipped to discuss the program's core sales functionality and to perform the basic tasks covered.
6-1
Overview
Figure 6.1 illustrates the process steps performed in typical sales and receivables tasks and the impact they have on other application areas.
FIGURE 6.1 FLOW OF THE SALES PROCESS AND ITS EFFECT ON INVENTORY AND G/L
At the same time, it is an almost exact representation of the scenario that the following lessons are based on: 1. Create a new customer. 2. Create a sales quote and convert it to a sales order. 3. Ship the item by posting a shipment from the sales order. (This decreases the inventory of the item.) 4. Post the sales invoice from the sales order. (This updates the customer card with the receivable and updates related G/L accounts.) 5. Record the payment from the customer by using the cash receipt functionality. (This updates both the customer's balance and the balance in the chart of accounts.)
6-2
Demonstration Create a Customer

Make sure the work date is November 14, 2010. Scenario: As the order processor at Cronus International, you are responsible for setting up new customers. A new customer, Paint Outlet, has contacted your company and requested to buy a special paint color, sunflower yellow. You must create a card for the customer in the database so that a quote and sale process can begin. NOTE: Maintain the work date of November 14, 2010 throughout the lessons, except when told to change it for the demonstration of sales payments.

Proceed to create the new customer in the database. Follow these steps to fill in the minimum required fields on the General tab: 1. Click Departments > Sales & Marketing > Sales > Lists > Customers. The Customer Card window opens, showing the first of the existing customer cards or the last one opened. 2. Click New to insert a new empty card. 3. Press Enter to automatically fill in the next number in the default number series for customers. 4. In the Name field, type Paint Outlet. 5. In the Address field, type 21 Bahnhofstrasse. 6. In the Post Code field, type DE-27624. Notice that the City field did not automatically populate with the city name. This is because the Post Code field allows users to enter a post code that does not have an assigned city. In this case, users must manually enter the city name. 7. In the City field, enter Bederkesa. 8. In the Country/Region Code field, enter DE.
6-3

9. In the Contact field, enter Martin Illum Lotz.
FIGURE 6.2 GENERAL FASTTABS FILLED IN ON NEW CUSTOMER CARD
Fill in the Invoicing, Payments, and Foreign Trade FastTabs

Follow these steps to fill in the minimum required fields: 1. On the Invoicing FastTabs, go to the Gen. Bus. Posting Group field and select EU. The VAT Bus. Posting Group field is filled with EU because of the general posting setup. 2. Go to the Customer Posting Group field to select FOREIGN. 3. On the Payments tab, leave the default of Manual in the Application Method field. 4. Look up from the Payment Terms Code field and select 7 DAYS. 5. On the Foreign Trade tab, Go to the Currency Code field and select EUR. The Shipping tab only needs to be filled if you have special needs concerning warehouse location or shipping method. The new customer, Paint outlet, is now created and ready for business. The demonstration "Create a Sales Quote" shows how to create a sales quote to offer to sell paint to the new customer. 6. Click OK. HINT: It is not necessary to look up and select data from the setup windows. If you know the value to be filled in, you can type it directly.
6-4
Demonstration Create a Sales Quote

Scenario: Paint Outlet has requested a quote for 100 cans of Paint, sunflower yellow. As the order processor, you must therefore generate a sales quote that will be sent to the customer.
Fill in the Quote Header and Lines

Follow these steps to create the sales quote: 1. Click Departments > Sales & Marketing > Order Processing > Lists > Sales Quotes. The Sales Quote window opens, showing an empty sales quote list because no other sales quotes exist in the database. On the right-hand side of the window are FactBoxes that contains summary information and links to relevant sales detail Click New. Press Enter to automatically assign a number. Go to the Sell-to Customer No. field and select Paint Outlet. On the first line, select Item in the Type field. Go to No. field and select item Paint, sunflower yellow. Go to the Location Code field and select GREEN.
2. 3. 4. 5. 6. 7.
Notice in the Sales Line Details FactBox that the Availability field shows 0. This is because when the product was ordered, it was received at the BLUE location. The use of location code is not necessary unless your company has multiple warehouses or production sites. However, once a location code is specified in purchases, the system requires it in the related sale, as in this scenario. 8. In the Location Code field, type Blue. The Availability field now shows 200. 9. In the Quantity field, enter 100. Notice that the standard unit price on the item card is inserted in the Unit Price Excl. VAT field. 10. Click OK. The sales quote is now complete and ready to send to Paint Outlet after it has been printed through the Print button.
6-5

Convert the Quote to a Sales Order
After creation, quotes can sit idle in the database for an indefinite period of time before it is made into an order. This is useful when customers need time to review a quote that is sent to them.
FIGURE 6.3 SALES QUOTE READY FOR CONVERSION TO A SALES ORDER.
In this scenario, Paint Outlet has accepted the terms quickly and you must now create a sales order. Follow these steps to create the sales order with the Make Order function: 1. From the sales quote for 100 cans of paint to Paint Outlet, click the Make Order button. 2. Click Yes when a message appears asking if you want to convert the quote to an order. A confirmation window appears showing which sales order number is created from the sales quote. Make note of this number (1001).
6-6

Notice that the sales quote is gone. This is because it is no longer used, as the sales process has moved one step forward and all the quote information is transferred to the sales order.
Demonstration Process the Sales Order

Scenario: The sales quote has been turned into a sales order and you are preparing to post the sales order. To save shipping charges, the customer has asked that the order be broken into two shipments with one invoice for the entire order.
Post a Partial Shipment

Follow these steps to post the shipment of the first 50 cans of paint: 1. Click Departments > Sales & Marketing > Order Processing > Lists > Sales Orders. The Sales Order window opens, showing the first of the existing sales orders or the last one opened. 2. Open sales order 1001 (it is the first one in the list). Notice that the sales quote header information has been transferred from the quote. 3. On the Invoicing FastTabs, verify that the Due Date field shows 2/6/10. 4. On the first line, scroll to the Qty. to Ship and Qty. to Invoice fields. These fields have the same functionality as the Qty. to Receive and Qty. to Invoice fields on the purchase order and serve the purpose of defining partial shipment/invoicing. 5. In the Qty. to Ship field, change the value to 50.
6-7

6. Clear the Qty. to Invoice field.
FIGURE 6.4 SALES ORDER READY FOR PARTIAL SHIPMENT OF 50.
Before continuing with the shipment posting, review the sales statistics to see the before and after results. 7. Click Related Information > Order > Statistics; the Sales Order Statistics window appears. The General FastTabs has numbers that relate to the end-result of the transaction, while the Invoicing and Shipping FastTabs only contain information pertaining to the numbers contained in the Qty. to Invoice and Qty. to Ship fields. Close the Sales Order Statistics window. Click Post; the posting dialogue window appears. Select the Ship field and then click OK. Click Related Information > Order > Shipments. The Posted Sales Shipments window appears. 12. Select the sales shipment line and click Actions > View to open the Posted Sales Shipment window and view the details. 13. Close all the shipment windows to view the sales order. 8. 9. 10. 11.
6-8

Post Full Shipment and Invoice
Notice that the program has reset all quantity fields to reflect what remains to be posted. Some time has passed and the customer is ready to receive the remaining 50 cans of paint. Proceed to post full shipment and invoicing from the sales order. 1. Leave all fields as they are, and then click Post. 2. Leave the default posting option, Ship and Invoice, and then click OK. 3. Close the Sales Order window. 4. Click Departments > Sales & Marketing > History > Posted Sales Invoices; the Posted Sales Invoice window appears. 5. Find the posted sales invoice that corresponds to the order just posted (the last one in the list). 6. Double-click to view the posted sales invoice .
FIGURE 6.5 POSTED SALES SHIPMENT OF THE FULL QUANTITY
Notice that all the original information of the sales order can be reviewed in the posted document.
6-9

Review the Resulting Customer Ledger Entries
When ledger entries are accessed from a customer card, Microsoft Dynamics NAV 2009 automatically filters on the entries that pertain to that customer. This is a convenient way of viewing all the entries that pertain to the customer. Follow these steps to view the customer ledger entries resulting from the recent postings: 1. From the Posted Sales Invoice window, go to the Sell-to Customer No. field and click the number 2. Click Advanced. 3. Ensure that Paint Outlet is selected. 4. Go to Related Information > Customer > Ledger Entries. The Customer Ledger Entries window appears.
FIGURE 6.6 CUSTOMER LEDGER ENTRIES OF PAINT OUTLET
Notice that the entire amount of the invoice appears in the Original Amount, Amount, and Remaining Amount fields. Once a full payment has been posted and applied, the remaining amount is zero (0). The Due Date field shows that payment is due on 2/6/10. At first, it appears that this field is non-editable, but if you click on it, you will see that it can actually be changed in this window. 5. Press Esc several times to close all open windows.
Review the Resulting Item Ledger Entries

Another place where the program keeps track of business transactions is in the Item Ledger Entries window. As opposed to which customer the item was sold to, the item ledger entries show how the items moved through inventory as a result of purchases, sales, transfers, production or other activity.
6-10

Follow these steps to review the inventory activities of the sunflower yellow paint so far: 1. Click Departments > Sales & Marketing > Inventory & Pricing > Lists > Items; the Item Card window appears. 2. Click on the item Paint, sunflower yellow, then go to Related Information > Item > Entries > Ledger Entries to view its item ledger entries.
FIGURE 6.7 ITEM LEDGER ENTRIES OF PAINT, SUNFLOWER YELLOW
Notice that there are now four entries in this window: two purchase entries and two sales entries. The Remaining Quantity field for three lines shows 0, while the one line shows 100. Because only 100 cans were shipped and invoiced, 100 cans are still in inventory because a total of 200 were purchased. Notice also on the sales entries that the Sales Amount (Actual) field is filled with the sales value. 3. Place the cursor on the first sales entry and then click Related Information > Entry > Value Entries; the Value Entries window appears. There are two value entry lines: one for the shipment and one for the invoice. You can distinguish the two lines by looking at the Item Ledger Entry Quantity and Invoiced Quantity fields. The shipment line has a value in the Item Ledger Entry Quantity field but not in the Invoiced Quantity field. The invoice line is the opposite. 4. Press Esc several times to close all windows.
6-11
Lab 6.1 Sell Wooden Doors to an Existing Customer

Perform this exercise to apply your knowledge about sales orders.
Scenario
Scenario: As an order processor, you must create a sales order to sell five wooden doors to an existing customer, Libros S.A. Use the information from the following table to create the sales order. Posting Date Type No. Quantity Unit Price Qty. to Ship Qty. to Invoice 14/11/10 Item 70010 5 52.10 5 5
Challenge Yourself!
Create and post the sales order using the information provided.
Need a Little Help?

1. From the sales order header, look up from the Sell-to Customer No. field and select customer number 34010100. 2. Complete the sales line and then post shipment and invoicing in one action.
Step by Step
1. Click Departments > Sales & Marketing > Order Processing > Lists > Sales Orders. 2. Click New to insert a new empty sales order. 3. Press Enter to automatically insert the next number in the default number series for sales orders. 4. Go to the Sell-to Customer No. field and select customer number 34010100, Libros S.A. 5. On the sales line, enter Item in the Type field.
6-12

6. Go to the No. field and select item number 70010, Wooden Door. 7. In the Quantity field, type 5. 8. Click Post, and then click OK to post with the default posting option, Ship and Invoice.
Demonstration Receive Payment from a Customer

In this demonstration, you will run the Aged Accounts Receivable report, post a cash receipt, and then apply the cash receipt to the sales invoice. Scenario: As a bookkeeper, you are also responsible for running the Aged Accounts Receivable report regularly to collect and post payment from customers with due payments. On December 24, 2010, you run the report and proceed to post payments from customers, beginning with Paint Outlet, who had a payment due on November 30, 2010.
Change the Work Date

To better demonstrate the payments functionality, move the work date closer to the involved due dates: 1. Click Microsoft Dynamics NAV > Set Work Date. 2. In the Work Date field, change the date to 11/14/10 3. Click OK. Follow these steps to define which outstanding payments to show in the Aged Accounts Payable report: 1. Click Departments > Financial Management > Receivables > Reports > Aged Accounts Receivable. The Aged Accounts Receivable window appears. 2. On the Customer FastTabs, check that the No. is selected as a filter. 3. In the field beside the No. field (under Show results), select Paint Outlet. 4. Go to the Options FastTabs. 5. In the Aged As Of field, enter the date when the payment was due, 11/30/10. 6. In the Aging by field, select Due Date. 7. In the Period Length field, type 30D. This means that the report is broken into 30 day periods. 8. In all other fields, leave the default values.
6-13

9. Click Preview.
FIGURE 6.8 THE AGED ACCOUNTS RECEIVABLE REPORT SHOWING PAYMENT DUE.
Notice in the report that the payment was due in the 30-day period between November 1, 2010 and November 30, 2010. The customer is set up to trade in Euro but the report also shows the amount in the LCY currency.
Create a Cash Receipt Journal Line

In the pile of received checks, you pick the check from Paint Outlet, check number 44694, received on November 30, 2010. You now proceed to post the received payment. Follow these steps to fill in a cash receipt journal: 1. Click Departments > Financial Management > Receivables > Tasks > Cash Receipt Journals; the Cash Receipt Journal window appears. 2. Go to the Batch Name field and select BANK. 3. In the Posting Date field, type "w" to enter the work date, 11/14/10. 4. In the Document Type field, choose Payment from the drop-down list. 5. Position your cursor on the first line and right-click. Click Choose Columns. 6. Select and add the External Document No. to the Show columns in this order list. Click OK. 7. In the Account Type field, choose Customer. 8. Go to the Account No. field and select Paint Outlet from the Customer List window.
6-14

9. In the Applies-to Doc. Type field, choose Invoice. 10. Go to the Applies-to Doc. No. field to select an invoice from the Apply Customer Entries window.
FIGURE 6.9 SELECTING THE SALES INVOICE TO APPLY TO.
The only document entries that appear in the window are those that meet the criteria already set in the journal line. In this case, the sales invoice for Paint Outlet are at a value of 391.40 Euro (EUR).
Select Invoice to Apply and Post the Payment

Follow these steps to select the sales invoice that the payment must be applied to and then post the payment: 1. Select the sales invoice and click OK. Notice how the Amount field on the cash receipt journal is now filled with the full invoice amount shown as a negative amount to indicate a credit. 2. In the External Document No. field, enter the check number, 44694.
6-15

The cash receipt journal line is now complete and ready for posting.
FIGURE 6.10 CASH RECEIPT JOURNAL LINE READY FOR POSTING.
3. Click Post to post the cash receipt journal line. 4. Click Yes to the message asking if you want to post the journal line. 5. Click OK.
Review the Resulting Customer Ledger Entries

Follow these steps to view the customer ledger entries that are created from postings to the customer, Paint Outlet: 1. Click Departments > Sales & Marketing > Sales > Lists > Customers. 2. Locate and double-click the customer card for Paint Outlet. 3. On the General FastTabs, note that the Balance (LCY) field shows 0, indicating that no payments are due.
6-16

4. Go to Related Information > Customer > Ledger Entries to open the Customer Ledger Entries window.
FIGURE 6.11 RESULTING CUSTOMER LEDGER ENTRIES
There are two entries now: one for the full invoicing of 100 cans of sunflower yellow paint, and one for the payment of that sales invoice. The Document Type field displays the type of the entries. With Navigate, you can track back to the posted documents that make up the entries. Notice that the Remaining Amount field shows 0 and the Open field is empty, indicating that the entries have been applied. 5. With the cursor on the Payment Line, click Related Information > Entry > Applied Entries to open the Applied Customer Entries window. This window indicates that the payment has been applied to the invoice. If the payment had been applied to other entries (invoices and/or credit memos), they are also displayed in this window. 6. Press Esc to close all open windows.
6-17
Lab 6.2 Receive Payment for the Wooden Doors

Scenario
Scenario: In your role as bookkeeper, you must post the receipt of a check from the customer, Libros S.A., who bought five wooden doors last month. Use the information from the following table to create a new cash receipt journal line. Posting Date Document Type External Document No. Account Type Customer Amount Balance Account Type Balance Account No. Applies to Document Type 11/14/10 Payment 44703 Customer Libros S.A. 321 (EUR) Bank Account WWB-OPERATING Invoice
Challenge Yourself!
Create and post the cash receipt journal using the information provided.
Need a Little Help?

1. 2. 3. 4. 5. Go to Cash Receipt Journals. Remember to select document type. Add the customer by looking up from the Account No. field. Remember to select the document type to apply to. Select the sales invoice in the Apply Customer Entries window.
Step by Step
1. Click Departments > Financial Management > Receivables > Tasks > Cash Receipt Journals. 2. Make sure that the Batch Name field reads BANK. 3. In the Posting Date field, type "w" for the work date, 11/14/10. 4. In the Document Type field, choose Payment. 5. In the Account Type field, choose Customer. 6. Go to the Account No. field and select Libros S.A.
6-18

7. In the Applies-to Doc. Type field, choose Invoice. 8. Go to the Applies-to Doc. No. field to open the Apply Customer Entries window. 9. Select the sales invoice with a Remaining Amount of 321 Euro. 10. Click OK. 11. In the External Document No. field, type 44703. 12. Click Post to post the cash receipt journal. 13. Click Yes to the message asking if you want to post the journal line. 14. Click OK.
Summary
All typical sales processes are supported by Microsoft Dynamics NAV 2009 with simple and integrated features. The program supports complete flows, from setting up customers to creating sales orders, where items are shipped to the customers and payment is initiated by sales invoicing. Because sales processes are an essential element of all businesses, anyone training to become a product specialist must understand the program's basic sales processing functionality and use it for the simple tasks demonstrated in this course.
6-19

2.
3.
6-20
CHAPTER 7: APPROVE DOCUMENTS

Objectives
The objectives are: Outline the design concepts of the document approvals system. Request approval of a document. Receive an approval notification. Delegate approvals to substitute approvers.
Introduction
Document approvals functionality is important in case a business document represented in the ERP system needs approval from another person in the company. The sales and purchase document approval system in Microsoft Dynamics NAV 2009 automatically intervenes with required approval steps according to the approval rules and approver hierarchy that is set up. Requests for approval and granted approvals are communicated between users by e-mail notifications that contain links to dedicated windows listing approval entries and approval request entries. The actual approval actions are performed in these windows. NOTE: The approvals workflow is based on user IDs logged in to the database. As the Cronus demonstration database used for training has no database logins, the demonstrations do not include data, and the different approval actions are simulated with screenshots.
7-1
Overview
The approvals functionality for purchase and sales documents consists of a closed workflow system that is governed by the following setup elements: Approval templates define approval rules for specific documents Approval user setup defines the hierarchy of users and approval limits
For detailed information on working with these windows and other aspects of setting up the document approvals system, refer to the "Application Setup in Microsoft Dynamics NAV 2009" course.
Demonstration Request Approval of a Document

The first step in the approval process is to submit a document for approval. Depending on the roles in the company, this can be done directly by the user of the document, such as a purchasing agent about to post a purchase invoice. The functionality demonstrated in the following also applies to all other purchase documents and all sales documents. Scenario: As the purchasing agent at Cronus, you are about to create a new purchase order that requires approval of your manager because it exceeds your purchase amount limit. Follow these steps to request the approval of a purchase order: 1. Click Departments > Purchase > Order Processing > Lists > Purchase Orders. 2. Double-click on Purchase Order 106014 (Beschlge Schacherhuber). Note that the Status field on the purchase order is Open. The value in the Line Amount Excl. VAT field is over the amount that you are allowed to purchase for without approval, according to the approval user setup and the approval template for purchase orders.
7-2

3. Go to Actions > Functions > Send Approval Request.
FIGURE 7.1 REQUESTING APPROVAL OF A PURCHASE ORDER.
If the approval request was wrong, you can undo it by clicking Cancel Approval Request in the same menu. A request for approval is now sent to your manager (the assigned approver) in the form of an e-mail notification and an entry in the Approval Request Entries window on the approver's menu. The Status field on the purchase order shows Pending Approval. If changes are made to the order after it has been sent for approval, it has to be re-approved. Note that approval templates and approval user set up needs to be enabled before using the approval process in Microsoft Dynamics 2009. Otherwise, a warning message will appear. In the demo data, approval templates and approval user set up are not defined.
7-3
E-Mail Notifications
The approval process is often initiated by an e-mail notification sent to the responsible manager, sales, or purchase contact person. This notification can be customized by the approvals administrator to suit users' needs. The e-mail notification contains information about the person who sent the approval request, as well as details about the: Amount Due date Customer or vendor
E-mails about cancellation or rejection or approval requests look similar and contains similar information. From the e-mail notification there is a link to the program. When the approver clicks on the link, Microsoft Dynamics NAV 2009 opens the Approval Entries window, and from there, the approver can approve the document in question and view other outstanding approvals.
Substitute Approvers
Substitute approvers can be set up for approvers in the Approval User Setup window to maintain the flow of business documents even if approvers are out of the office. Approvers can delegate their own approval task to another user before the approval is due for completion. The action is performed with the Delegate Button. Alternatively, the approvals administrator can perform batch delegation to specified substitute approvers as a part of the maintenance routine. This delegation batch job can be set to run regularly, or the administrator can decide to run it based on critical dates for pending or overdue approval entries in the Approval Request Entries window. Check for Overdue approvals An approval can become overdue when it is not approved before the specified due date. Users can find overdue entries from the Approval Entries window by clicking the Show > Overdue Entries. In the Approval Entries window, the overdue approvals are indicated by a yellow triangle. The user can approve documents as usual by clicking the Approve button. If the e-mail notification system is used, the user will also receive notification if an approval is overdue.
7-4
Summary
The sales and purchase document approval system can be used for all purchase and sales documents that need approval of another person in the company. The simplest and most common use of the system is when a purchaser must have approval to create a purchase order with an amount over a certain limit. More advanced uses include situations where different amount limits are set up for different management levels in a hierarchy, and substitute approvers are added. A separate set of windows and functions are provided for the approvals administrator, where the approvals system is set up and maintained. This setup and maintenance are described in the "Application Setup in Microsoft Dynamics NAV 2009" course.
7-5

2.
3.
7-6
CHAPTER 8: TECHNOLOGY OVERVIEW

Objectives
The objectives are: Present the architectural changes in Microsoft Dynamics NAV 2009. Review the Microsoft Dynamics NAV Server. Explain how Web Services Support the facilitation of data interchange. Describe the three types of Web services. Explain how objects work in the Classic client and the Role Tailored client. Review what the elements in the Page Designer are used for. Identify the features of new reports. Examine how multiple client support is handled in Microsoft Dynamics NAV 2009. Explain basic concepts of the C/SIDE development environment. List database server options and outline database features. Outline how to implement multiple languages.
Introduction
Microsoft Dynamics NAV 2009 is designed from a two- to three-tier architecture and offers numerous programming features that provide for effective customization of code and execution of functions. Selected features and characteristics are introduced through conceptual descriptions and reinforced with a test your knowledge section. Accordingly, the lessons include no demonstrations and labs on the subject. For detailed information on architecture and development features, refer to the "C/SIDE Introduction in Microsoft Dynamics NAV 2009" and "Installation and Configuration in Microsoft Dynamics NAV 2009" courses. The architectural basics of Microsoft Dynamics NAV 2009 and the structure of the programming code are important concepts for all users. It is particularly useful when one is involved in the configuration and maintenance of Microsoft Dynamics NAV 2009.
8-1
Architectural Changes in Microsoft Dynamics NAV 2009

In previous versions of Microsoft Dynamics NAV, the architecture consisted of two tiers: a client and a server. The client was responsible for displaying the presentation layer in forms and running the business logic in C/AL code. The architecture of Microsoft Dynamics NAV 2009 includes a two-tier model, where the Classic client provides a front end to the data layer, which is either the Database Server for Microsoft Dynamics NAV Classic or Microsoft SQL Server. The architecture has also been extended to support a three-tier model, with: RoleTailored client: A client user interface that provides the front end. Microsoft Dynamics NAV Server: A middle-tier server that provides the business logic layer. SQL Server: A database server that provides the data layer.
If you are running the Database Server for Microsoft Dynamics NAV Classic, move your system to the SQL Server Option to migrate to the three-tier architecture with the RoleTailored client and Microsoft Dynamics NAV Server. The following figure, describes the three-tier architecture in Microsoft Dynamics NAV 2009.
FIGURE 8.1 THE THREE-TIER ARCHITECTURE PRESENTATION, BUSINESS LOGIC AND DATA LAYERS
8-2

The RoleTailored client, which is a Windows Forms-based client , has been designed as the front end for the new architecture. One key feature of the RoleTailored client is the new user interface. After extensive research into how customers work, what their business goals are, and how their departmental organization works, Microsoft has created a new interface with new interaction styles that support working in a role-oriented, task-focused manner. To support this user interface, Microsoft Dynamics NAV displays data in the RoleTailored client in a model-driven way and relies on metadata to display this data. Also, business logic code is no longer run on the client. Instead, requests to run C/AL code are sent to the middle tier. Previous versions of Microsoft Dynamics NAV and the Classic client in Microsoft Dynamics NAV 2009 display data in forms, such as card forms or list forms, where you can design forms in a visual design environment with precise layout information. The new RoleTailored client now displays data in pages, and you design these pages in Page Designer. Page Designer allows you to transform your existing forms into pages and then adjust them further. Additionally, the page elements are listed in their relative display order, and the properties that are associated with each element are used to specify special presentation features but without any size or position specifications. This will allow a page to be consumed by different types of clients without being constrained by layout limitations and each client can render the page in a different way. Pages provide a flexible foundation for building many different types of display objects. The Classic client contains card forms and list forms. In the RoleTailored client, there are equivalent page types and several new ones that help you build pages with special layouts. Pages also contain new types of controls that enable advanced representation of system data and shortcuts to system features. The RoleTailored client provides a single document interface (SDI) environment, which is the same type of environment used in Microsoft Office Outlook. Lists of e-mails, tasks, or contacts are displayed in the navigation layer, and every email that you want to read or create will open in its own window. In the RoleTailored client, the navigation layer displays lists of work areas, called list places. Examples of list places include customers and orders. By default, one list replaces another list in the same window. You can also launch a list or card page in its own window. In addition to list places, the navigation layer shows the Role Center and Departments place. You then open an entity, such as a specific customer or sales order, in a separate window to view or edit it. These windows are called task pages, which also fall into subcategories with different layouts, such as cards, documents, and journals.
8-3

The RoleTailored client also has a small category of dialog boxes that are different from task pages. These dialog boxes differ in layout and do not represent an entity. Instead, they prompt the user for parameters for further processing.
Microsoft Dynamics NAV Server

Microsoft Dynamics NAV Server works exclusively with the SQL Server option. The NAV Server can run on any machine running Windows, not necessarily the one that is the SQL Server. It uses the Windows Communication Framework as the communication protocol for RoleTailored clients and Internet Information Services for Web services that access it. Microsoft Dynamics NAV can execute multiple client requests in parallel and serve other clients by providing Web service access to authenticated clients. A key difference between the two-tier architecture with the Classic client and three-tier architecture with the RoleTailored client is that business logic runs on Microsoft Dynamics NAV Server instead of the client in the three-tier architecture. A simple example is the FILE.CREATE function. In previous versions of Microsoft Dynamics NAV and in the Classic client, when code such as this code is run, files are created on the client. With the RoleTailored client and Microsoft Dynamics NAV Server, the files are created on the service itself. If the file is meant for a user, then you must take advantage of new C/AL file functions that enable the file to download to the client computer. Microsoft Dynamics NAV Server provides an additional layer of security between the clients and the database. It leverages the authentication features of the Windows Communications Framework to provide another layer of user authentication and uses impersonation to ensure that business logic is executed in a process that has been instantiated by the user who submitted the request. This means that authorization and logging of user requests is still performed by each user, ensuring that all Windows authentication and Microsoft Dynamics NAV roles and permissions that have been granted to the user are correct. It also ensures that business logic-level auditing is still performed. The new architecture provides greater scalability. You can install multiple machines that are running Microsoft Dynamics NAV Server to provide access the same database and enable you to balance your system by dedicating different services to particular application areas or to different clients.
8-4
Web Services Support

Web services are a standardized way for independent software systems to communicate with each other over standard internet protocols, and the architecture is designed for dynamic program-to-program interaction. In the Web services architecture, users can implement many types of distributed systems. Examples of distributed systems include synchronous and asynchronous messaging systems, distributed computational clusters, mobile-networked systems, grid systems, and peer-to-peer environments. The broad spectrum of requirements for program-to-program interactions means that the protocols used by Web services are more flexible than Web protocols. However, like the World Wide Web, Web services also rely on a small number of specific protocols, such as Simple Object Access Protocol (SOAP). Web services facilitate the highly dynamic data interchange that is required in business transactions. Standardized integration technologies, such as Web services, bring value to businesses by breaking down data silos that are created by proprietary integration options. These proprietary integration technologies make it difficult to get information in and out of the different systems. To provide a robust development and operational environment, Web services are described using machine-readable metadata . Web service metadata serves several purposes. The metadata is used to describe the message interchange formats that a Web service can support, in addition to the valid message exchange patterns of a service. Metadata is also used to describe the capabilities and requirements of a service. Web Services Description Language (WSDL), which is an XML-based language for defining Web services, is used to express the interchange formats and message exchange patterns of the Web services With the introduction of Microsoft Dynamics NAV Server, Microsoft Dynamics NAV supports Web services, simplifying the integration of Microsoft Dynamics NAV with other systems. Specifically, Web service integration with Microsoft Dynamics NAV is facilitated through Web service-enabled codeunits and pages. With proper authentication and authorization, external systems can read and write data on pages and call codeunits as defined by the common Web service protocols. The Web service capabilities in Microsoft Dynamics NAV help customers reap the benefits of a service-oriented architecture (SOA). Microsoft Dynamics NAV Web services can be used by customers and partners who want to use business logic or use a standard interface to access data from outside Microsoft Dynamics NAV. You can use most major software development environments, such as Microsoft Visual Studio 2005, to build applications that use Web services. Furthermore, because Web services are XML based, you can also build Web services across platforms and programming languages.
8-5
Web Services published by Microsoft Dynamics NAV

There are a few simple types of Web services that can be published by Microsoft Dynamics NAV. The types of Web services correspond to the degree of complexity required in the Web service interface. All Web services can run C/AL code and validation triggers. The simplest Web service types are developed using the page object. Microsoft Dynamics NAV constructs a default Web service with a fixed set of methods. In general, it corresponds to general data access, such as get and set individual values or retrieve and update lists of values. Another Web service type involves including codeunits and the functions from those codeunits in the Web service. The last type of Web service includes the ability to pass complex data types by using an XMLport object as a parameter in a codeunit function.
The way in which Microsoft Dynamics NAV integrates Web services saves you from the complexity of manually setting up Web service frameworks, such as managing the WSDL descriptions. To publish any type of Microsoft Dynamics NAV Web service (page or codeunit), add it to the Web Service table. Pages and codeunits that are added to the Web Service table in Microsoft Dynamics NAV and are published are immediately available for Web service requests over the network. Consumers of these Web services, which are systems integrating with Microsoft Dynamics NAV, only need to know the network name (or address) of the computer that is running Microsoft Dynamics NAV Server and the names given to the individual pages and codeunits. For example, if a computer that is running Microsoft Dynamics NAV Server is named NAV_Server1, the MyCustomer Web service is available at the following URL: http://NAV_Server1/NavisionServer/CRONUS_International_Ltd/Page/MyCusto mer.navws Microsoft Dynamics NAV manages Web service requests in the same way as it handles requests from end users. Additionally, it manages the following in the same way as requests from a Microsoft Dynamics NAV Client: Access rights authorization and validation Input data validation Business logic invocation Concurrency control
This ensures that the integrity of the Microsoft Dynamics NAV data is not compromised through the use of Web services. It also means that you do not have to replicate code that validates data or invokes business logic when you build systems that use the Web services provided by Microsoft Dynamics NAV.
8-6

Note that when writing code for Web services, one must avoid using any enduser confirmation dialog boxes or message boxes. The code for Web services cannot interact with the client that called the code, so it cannot respond to dialog box or other client interaction requests. Running this code causes an exception to be thrown. The exception can be caught and handled, but the Web service task will not complete.
Development Enhancements
In Microsoft Dynamics NAV 2009, the development environment is the same as in earlier versions. As a result, you do not need to spend time learning a new tool set and you can continue to use Object Designer to develop your solutions. Even new development environment features, such as Page Designer, are still accessed from Object Designer in the Classic client. Know how objects work in the Classic client and the Role Tailored client. Page Not supported New object type that contains properties and methods to replace forms. Code and triggers run on Microsoft Dynamics NAV Server. Report datasets, sections, and request forms or pages are designed in the C/SIDE Report Designer. Report layout is designed with a report definition language editor such as Visual Studio. The layout information is stored in the new properties in the report object. Designed and executed in the same way as in the Classic client, with the same triggers and properties. The new ExtendedDataType property allows you to add metadata to fields to change how they are rendered. Code and triggers run on Microsoft Dynamics NAV Server.
Report
Same as previous versions of Microsoft Dynamics NAV. Reports have three new properties that are ignored.
Table
Same as previous versions of Microsoft Dynamics NAV. A new ExtendedDataType property has been added but has no affect on table behavior. Code and triggers run on the client.
8-7
Page
Not supported
New object type that contains properties and methods to replace forms. Code and triggers run on Microsoft Dynamics NAV Server. Web Services are designed by creating or reusing a page or page and codeunit objects together. XMLports can be used to send complex data to a Web service by making the XMLport a parameter to a codeunit and including that codeunit in a Web service. Published by adding public references to the Web Service table. Designed and executed in the same way as the Classic client. XMLports have been extended with similar functionality to dataports to allow import and export of structured files.
Web service
Not supported.
XMLport
Same as previous versions of Microsoft Dynamics NAV. The new functions for using XMLports with import/export of non-xml structured data are not available.
Page Designer
The RoleTailored client displays data in pages that you design with Page Designer. Microsoft Dynamics NAV 2009 comes with the following common types: Type 1 Type 2 Type 3 Type 4
Pages in the Navigation Layer

Role Center use this page type to build the starting page that users view when they start the application. There is a different Role Center page definition for each user profile in the application, although multiple users can be assigned to the same user profile). This page type consists of a number of FactBoxes, which are smaller windows with information related to the current main window. Users can hide or show individual FactBoxes on their Role Center page.
8-8

List this page type is the equivalent to the list form in the Classic client. A list page also includes an Action Pane at the top for promoted frequent commands, a filter pane in the top section of the page, and a FactBox pane to the right. Departments this is a system-generated page type. Define the content of the application with the MenuSuite, and the system generates department pages based on that.
Pages in Individual Windows

Task pages this page type contains all tasks that are part of a business process that an end user is likely to need to complete. On the task page, the Action Pane promotes the commands that are most frequently used within a given context. Task pages are similar to card forms in the Classic client. Cards pages with one or more FastTabs, or sections of a page that can be expanded or collapsed. Cards contain details and statistics about a single entity, such as a customer or item. Documents documents with one or more FastTabs for the document header information and one FastTab for the document lines. For example, sales orders and credit memos are document task pages that use FastTabs. Journals/worksheets lists where lines are created as a draft and then acted upon, often with specific details shown under the list, such as Sales Price Worksheet or Item Journal. List task pages an automatic reuse of the page definition for a list place, which is used to render the page as a pop-up list in View mode, in Edit mode, or in Selection mode where a value is brought back to the calling window. The list task page has one list and no FastTabs with fields. List plus pages that include one FastTab with a list and additional FastTabs with fields or more lists. This page does not represent a business entity but is used for custom display or processing of information from multiple entities, such as the application worksheet or some statistics forms. Matrices pages with a grid where each cell, not a row, represents an entity or a sum of entities. Wizards sets of related pages that guide users through a task. Dialog boxes this page type is used to briefly show pages that ask the user for parameters for further processing. These pages do not represent an entity.
8-9

Confirmation dialog boxes pages that ask users for input for further processing by posing a question. Generally, the page includes a details section with information relevant to the decision. Request forms pages with one or more FastTabs, each containing a filter pane to filter a specific type of entity. In addition, the page can contain a FastTab at the top with user options and preferences for how the processing must be done. These pages are auto generated based on the definitions in the reports and batch jobs.
Reports
Reports for the RoleTailored client are based on the SQL Server Reporting Services format and introduce improvements over the existing reporting engine in C/SIDE. Features of the new reports include: Graphical and color capabilities, such as pictures, charts, graphs, and custom objects.
Interactive features that allow users to: Expand or contract to show or hide line details. Change sorting on single or multiple columns dynamically. Rich calculation library . Export to Microsoft Office Excel and PDF functionality.
The extra information that the RoleTailored client needs is stored in the report definition language (RDL) format and in extra properties in the report object. RDL is an SQL Server Reporting standard format for reports. There are a number of available report editors, such as Microsoft Visual Web Developer Express Edition, which is available as a free download. To create a report for the RoleTailored client, define the data items for the report and then export the report to an SQL Server Reporting Services project in Visual Studio. Use SQL Server Reporting Services to design the layout of the report and any post processing, such as grouping and totaling. Additionally, you can migrate existing reports from previous versions of Microsoft Dynamics NAV or from the Classic client and design new reports in the same way. Some properties from Classic reports are not supported in the new architecture. In general, these properties deal with report layout, totaling, grouping, and printer specifications. When you open Visual Studio, the system ignores these properties and you need to apply them from the layout designer. This only needs to be done once, and any changes made to reports in Visual Studio are saved when you save your report.
8-10
Multiple Client Support

The Microsoft Dynamics NAV Classic client and Microsoft Dynamics NAV application server can run on the same SQL Server database that is used by the NAV Server. This is mixed mode, which means that you can run both RoleTailored clients and Classic clients in one system to offer different users in an organization access to the same application and data. The biggest benefit of being able to deploy different clients in one system is that specific solutions that are not immediately migrated to support the three-tier architecture can still be used in an organization. Also, any integration solutions that run on the Microsoft Dynamics NAV application server continue to work.
C/SIDE Development Environment

The development environment in Microsoft Dynamics NAV is called Client/Server Integrated Development Environment (C/SIDE). The major benefits of C/SIDE are: All application areas for Microsoft C/SIDE are developed in C/SIDE. It contains all the tools to build on and customize the application. It includes the executables in the program subdirectory on the hard disk. It contains the code needed to interpret the following: o o o o Application objects Development system tools (editors, debugger) Database management system (DBMS) Operating system interface
C/SIDE consists of three central systems: Fourth-generation language (4GL) development system Database management system Special database functions
Object Designer
The Object Designer enables users to develop applications in C/SIDE. From the Object Designer, they can run an application object or start an application object designer (for example, the Form Designer).
8-11

C/SIDE is object-based, but not object-oriented. This is an important distinction. In an object-oriented language or environment, the developer can create new types of objects based on the ones already in the system. In C/SIDE, there are only eight types of application objects: Tables Forms Reports Dataports XMLports Codeunits MenuSuite Pages
Limiting developers to using these eight objects tends to make their work faster and more efficient. The biggest benefit from this limitation is stability; it is fairly difficult to create a severe bug in C/SIDE. NOTE: For more information about the Object Designer, refer to the "C/SIDE Introduction in Microsoft Dynamics NAV 2009" course. To open the Object Designer, click Tools > Object Designer; the Object Designer window appears.
FIGURE 8.2 OBJECT DESIGNER SHOWING TABLES
8-12

Application Objects
An object is a self-contained module of data and its associated processing. All objects in C/SIDE are assigned a number for identification purposes. Note the following object descriptions: Objects 0-9,999 have been developed by Microsoft Dynamics NAV. Objects 10,000-49,999 have been developed by Microsoft Dynamics NAV Territory Representatives (NTRs). Objects 50,000-99,999 are available for Microsoft Dynamics NAV Solution Centers (NSCs). Objects 1,000,000- 98,999,999 are available for add-on products.
Tables
All information in the database is stored in tables. Each table contains one kind of information, such as journal lines, posted entries, or basic information. There are four different kinds of tables: Normal System Temporary Virtual
Normal tables display information that the user can work with. The Customer table is an example of a normal table. System tables are tables that the system creates automatically. The DBMS uses the system tables to manage, among other things, system security and permissions. The User table is an example of a system table. Temporary tables act as buffers for table data in your C/AL programs. Temporary tables are similar to normal database tables, except a temporary table is not stored in the database but is held in the workstation memory until the table is closed. Virtual tables contain information that the system provides. The information that these tables contain cannot be changed. The system computes virtual tables at runtime. The Date and Session tables are examples of virtual tables.
Forms
Forms are used to enter and display data. For example, you can use a form to enter information about new customers or to update and review information about existing customers. The Sales Order window is an example of a typical form.
8-13

Reports
Reports are used to print information from a database, structure and summarize information, and print documents, such as invoices. You can also use reports to process data without printing anything. You can use the Report Designer to customize and modify existing reports. To do so, click Report > New in the Object Designer; the New Report window appears.
FIGURE 8.3 THE NEW REPORT WINDOW IS THE FIRST STEP OF THE REPORT DESIGNER WIZARD.
The report wizard guides you through the design of the report.
Dataports
A dataport is an object type that is used to import data from and export data to external text files, such as comma-separated files.
XMLports
The XMLport object is conceptually related to a dataport. XMLports import and export data in XML format and make the process of exchanging data in XML between systems more simple and streamlined.
Codeunits
A codeunit is an object type that contains functions written in C/AL code.
MenuSuite
The MenuSuite object contains the menus that are displayed in the Navigation Pane and in the Navigation Pane Designer. Each menu contains content for a specific departmental area, such as Finance or Manufacturing.
8-14

C/AL - The Programming Language
Dataports
A dataport is an object type used to import data from and export data to external text files, such as comma-separated files.
XMLports
The XMLport object is conceptually related to a dataport. XMLports import and export data in XML format and make the process of exchanging data in XML between systems more simple and streamlined.
Codeunits
A codeunit is an object type that contains functions written in C/AL code.
MenuSuite
The MenuSuite object contains the menus that are displayed in the Navigation Pane and in the Navigation Pane Designer. Each menu contains content for a specific departmental area, such as Finance or Manufacturing.
The Graphical User Interface (GUI)

The user interface is simplistic if you are already familiar with Microsoft Business Solutions products. The user interface has many benefits, such as the fact that many windows can be open at the same time and that the GUI follows the same design principles throughout Microsoft Dynamics NAV.
Special Features
Microsoft Dynamics NAV fulfills the requirements of a business management solution by supplying tools for entering and managing information and always satisfying the current accounting laws. Microsoft Dynamics NAV also contains some special facilities that help you develop business applications. Microsoft Dynamics NAV provides: Direct access from one table to another Easy data entry Information in multiple dimensions Automatic calculation of amounts and quantities Information on what is included in a calculated amount Filtering of information
8-15

Sorting with one or more keys Pictures of items or a company logo on the screen, together with the associated information Connections to mail merge, spreadsheet applications, and presentation graphics programs
Database Features
Microsoft Dynamics NAV has two database server options: Microsoft Dynamics NAV Database Server (scalable up to 128 GB) The Microsoft SQL Server Option for Microsoft Dynamics NAV based on Microsoft SQL Server (scalable beyond 128 GB)
The two server options offer the features shown in the following table. Navision Database Server Relational Version Management Commit Rollback SIFT Technology Client Server Optimistic Concurrency Transaction Logs Database Level Security Record Level Security Microsoft SQL Server Option Relational Version Management Commit Rollback SIFT Technology Client Server
Sum-Indexed Flow Technology SIFT

SIFT is the basis of FlowFields. It is a feature in the database that allows users to calculate sums quickly. There are columns in which the figures in SumIndexFields are constantly being summed. When you want a sum calculated, the program does not have to calculate the sum by going through a large number of entries in the database. The sum is immediately calculated when the program subtracts one figure in a SumIndex from another. You can view the updated sum in a FlowField every time you open a window that contains a FlowField or when you set a filter on a Balance field.
Version Management
Version management builds on a principle that ensures that a user always starts a task with the latest updated complete version of the data. The user can work with this version of the data, change it, and add new data. After this, the new data becomes part of a new version of the database.
8-16

Optimistic Concurrency
Microsoft Dynamics NAV uses a technique called optimistic concurrency to allow multiple users access to the same records at the same time.
Database-level Level Security

Database-level security means that the access users have to the database can be defined in terms of the tables that they have access to.
Record-level Level Security

Record-level security means that the access users have to the database can be defined in terms of the records that they have access to.
Logical Database Structures

The database is organized in the following units: Fields Records Tables Companies
Fields
A field is the smallest logical structure used in the C/SIDE database. A field is used to hold a single piece of information, such as a name like John or an amount like 2,352.00. Any particular field can only contain information of one specific data type. The C/SIDE database system distinguishes among 17 different types of data. Fields are assembled into a structure called a record.
Records
A record is a logical structure assembled from an arbitrary number of fields. It is used to store a single entry in the database. The fields in a record are used to store information about important properties of the entry. An example of a record is a number of fields with information about a single customer. Records are organized in tables.
Tables
A table can be thought of as an N by M matrix. Each of the N rows describes a record, and each of the M columns describes a field in the record. An example of a table is the Customer table, which contains a record for each customer. Each company in a database contains a number of tables.
8-17

Companies
A company is the largest logical structure used in a C/SIDE database. A company can be considered to be a subdatabase; its primary use is to separate and group large portions of data in a database. A company can contain private tables and tables shared with other companies.
Multilanguage Functionality
The multilanguage functionality in Microsoft Dynamics NAV helps your employees work more efficiently. You can switch to virtually any language at any time. Every employee can work in the language of his or her choice, allowing your organization to respond quickly and efficiently to international business opportunities.
Eliminate Employee Language Barriers

Microsoft Dynamics NAV helps employees become more efficient by eliminating language barriers among your multilingual workforce. Microsoft Dynamics NAV users can work in the language of their choice. For example, a Swiss user can run his or her version of Microsoft Dynamics NAV in German, French, or Italian. However, the local functionality is still Swiss. If a user prefers French, but wants to send a report to an Italian colleague, he or she can do so in Italian. This means that, for example, French and Italian colleagues can work side by side on the same database or even share a workstation. You can also change languages simply and quickly; you do not have to close down the application and log on again just to switch languages. With Microsoft Dynamics NAV, your customer service improves because you can do business in your customer's preferred language. For example, if a Polish customer wants invoices in his or her native language, you can print the invoices in Polish from your Microsoft Dynamics NAV application. Therefore, communication becomes more efficient with both existing and potential customers and partners around the globe.
Language Layers
A language must be present as a granule in the license file for a user to select it from the Tools menu. The application must also be translated to that language so that you can import it into the database as a text file or a language module in either of the following ways: Export all text strings and translate them in a translation tool, such as the Microsoft Localization Studio. Enter the translation of the text strings directly in the multilanguage editor
8-18

Demonstration Use the Multilanguage Editor
Although UI (User Interface) translation is normally a batch translation process performed when creating a local version of the program, you can manually translate additional field or window captions in individual objects by using the Multilanguage Editor window. Follow these steps to translate the (company) Name field into Danish. Click Tools > Object Designer. Select the Company Information form in the Object Designer. Click Design to open the Form Designer. Select Name and click View > Properties (or press Shift+F4) to open the Properties window. 5. Look up from the Value field of the CaptionML property. 6. In the Multilanguage Editor window, go to an empty line and look up from the Language field to select Danish from the list (or type DAN). 7. In the Value field, enter the Danish translation: "Navn". 1. 2. 3. 4.
FIGURE 8.4 A NEW, DANISH LANGUAGE LINE CREATED FOR THE NAME FIELD IN THE COMPANY INFORMATION WINDOW.
8. Click OK to save the translation. 9. Close the dialog boxes. 10. Click Yes to compile the Company Information form when closing the Form Designer. In an installation with the Danish language layer imported, this particular Name field now includes the new translation.
8-19

Developing Multilanguage-enabled Enabled Applications
When you develop in a multilanguage-enabled environment, remember the following general rules: All fields must have a Name property in (United States) English. Text constants replace text strings, such as error messages. Everything that the user views must have a Caption property.
Before you start working in a multilanguage-enabled database, set the application language to (United States) English. Do this by clicking Tools > Language and selecting English (United States).
FIGURE 8.5 ENGLISH (UNITED STATES) IS THE ORIGINAL LANGUAGE OF THE CODE BASE.
In Microsoft Dynamics NAV, the code base is English (United States). This means that the Name property of, for example, an object must always be English (United States). The code base in English (United States) includes the following: Object names Field names Function and variable names Comments Option strings Control names
8-20
Summary
The most important technology aspects of Microsoft Dynamics NAV 2009 in relation to the previous versions have been introduced with the purpose of providing new partner roles or users with basic knowledge of what is behind the UI and architecture . This fundamental knowledge is prerequisite to anyone training to become a skilled partner role - even if their focus is on application features.
8-21
Test Your Knowledge

1. Which server provides the business logic layer? ( ) SQL Server ( ) Microsoft Dynamics NAV Server 2. Microsoft Dynamics NAV 2009 can run on which type of architecture: ( ) Two-tier only ( ) Three-tier only ( ) Both two-tier and three-tier. 3. Name at least six types of objects in C/SIDE.
4. Which of the following are types of tables in C/SIDE? (Select all that apply) ( ) Virtual ( ) Data ( ) Temporary ( ) System 5. What is a codeunit?
8-22

6. Name three special database features in Microsoft Dynamics NAV. (Select all that apply) ( ) Direct access from one table to another ( ) Easy data entry ( ) Connectivity to web services ( ) Automatic calculation of amounts and quantities 7. Outline the concept of SIFT.
8. Which are correct statements about the relationship between : a record, a field, a table, and a company.? (Select all that apply) ( ) A company may be considered to be a sub database; its primary use is to separate and group large portions of data in a database. ( ) Records are organized in a company ( ) Fields are assembled into a structure called a record. ( ) A table is the smallest logical structure used in the C/SIDE database.
8-23

2.
3.
8-24
Solutions
Test Your Knowledge
1. Which server provides the business logic layer? ( ) SQL Server () Microsoft Dynamics NAV Server 2. Microsoft Dynamics NAV 2009 can run on which type of architecture: ( ) Two-tier only ( ) Three-tier only () Both two-tier and three-tier. 3. Name at least six types of objects in C/SIDE. MODEL ANSWER: Tables, Forms, Reports, Dataports, XMLports, Codeunits, MenuSuite, Pages 4. Which of the following are types of tables in C/SIDE? (Select all that apply) () Virtual ( ) Data () Temporary () System 5. What is a codeunit? MODEL ANSWER: A codeunit is an object type that contains functions written in C/AL code. 6. Name three special database features in Microsoft Dynamics NAV. (Select all that apply) () Direct access from one table to another () Easy data entry ( ) Connectivity to web services () Automatic calculation of amounts and quantities 7. Outline the concept of SIFT. MODEL ANSWER: SIFT (Sum-Indexed Flow Technology) is the basis of FlowFields. It is a feature in the database that allows users to have calculate sums calculated very quickly by maintaining SumIndexes.
8-25

8. Which are correct statements about the relationship between : a record, a field, a table, and a company.? (Select all that apply) () A company may be considered to be a sub database; its primary use is to separate and group large portions of data in a database. ( ) Records are organized in a company () Fields are assembled into a structure called a record. ( ) A table is the smallest logical structure used in the C/SIDE database.
8-26
CHAPTER 9: BROWSE OTHER APPLICATION AREAS

Objectives
The objectives are: Outline marketing features. Outline features for jobs and resources. Explain service management features. Outline manufacturing features. Outline features of the warehouse management system. Review features for human resource management. Examine the business notification solution. Outline Commerce Gateway.
Introduction
Microsoft Dynamics NAV 2009 is an ERP product that includes dedicated application features for all typical business activities and for a number of special industries. Apart from the basic application areas covered, this course introduces all the other supported areas with brief introductions and outlines of the included features. For detailed information on the included areas, refer to the wide selection of special application training offered for Microsoft Dynamics NAV 2009. Anyone training to become a product specialist of Microsoft Dynamics NAV 2009 needs to become familiar with which other application areas are supported before deciding on their next step in the training.
9-1
Marketing
Marketing is a powerful sales tool for companies with sales and marketing teams. The marketing features of Microsoft Dynamics NAV 2009 are integrated with Microsoft Outlook. The marketing application area gives the user complete and accurate information to improve the quality of every business interaction with a contact. For detailed information on marketing functionality in Microsoft Dynamics NAV, refer to the "Relationship Management in Microsoft Dynamics NAV 2009" course.
Contacts
With Contact Management, users can maintain an overview of contacts and record contact information for all business relations. For each contact, they can specify the individual contact people at the contact company. The system automatically alerts users if they enter contact information that already exists. Users can categorize contacts based on their own profiling criteria. Contact Management allows users to personalize their approach to contacts. To view a contact card, go to: Departments > Sales & Marketing > Marketing > Lists > Contacts. From the Contacts lists, double-click a contact to view it.
FIGURE 9.1 CONTACT CARD IN CRONUS
9-2

Use the contact card to record information about contacts. Microsoft Dynamics NAV 2009 is integrated with Microsoft Telephony Application Programming Interface (TAPI). By using TAPI compliant telecom devices, users can call a contact simply by clicking a button on the Communication tab of the contact card (the small telephone icon next to the telephone or mobile phone number). Contacts are tightly integrated with the Sales application area. This means that, for example, users can issue quotes to prospects or create sales documents for specific contact persons.
Contact Search
The Contact Search feature allows users to find a contact in the database even if they cannot remember the exact details of the contact. Even if users misspell a search string, they will still find the contact. This feature is available from the following places: Sales & Marketing menu (under Marketing) Wizards Contact list Contact card
To limit the search, users can search across different fields, such as: Name Address Telephone No. E-mail Address
Users can also search across different tables, such as: Contact Interaction Log Entry To-do Opportunity Rlshp. Mgt. Comment Line
Alternatively, users can search across all tables.
9-3

Tasks
Task Management allows users to organize campaign, marketing, and sales tasks. Users can perform the following functions with Task Management: Create to-do lists that can be linked to contacts and/or campaigns. Assign tasks, composed of several to-dos, to other users or teams of users recorded in the program.
The No. of To-dos window allows users to view existing to-dos in a number of ways. For example, they can choose to view the number of to-dos or the contact number involved, grouped by campaign, salesperson, team, or contact.
Contact Classification
Contact Classification classifies customers based on criteria specified by the user, for example, to group contacts in terms of revenue. This feature helps users do the following: Plan critical information for campaigns Target contacts more specifically Streamline sales and marketing messages
A contact rating system helps users set up specifically tailored ratings which reflect, for example, the importance or loyalty of customers, vendors, and partners. Users can have the ratings displayed on the contact card for quick reference and update.
Campaigns
Campaign Management allows users to organize campaigns based on market segments they create and offers users benefits in the following areas: Segmenting contacts Reusing existing segments Mail-merging identified segments
Users can segment contacts based on specific criteria, such as sales, contact profiles, and interactions. Additionally, they can perform the following: Reuse existing segments by specifying whether these segments are to be updated every time new information on the contact is entered or not Freeze the group for follow-up activities, such as direct mailing.
9-4

Mail-merge the identified segment with a Microsoft Office Word document or send any other file type to the contacts in the segment. Send copies of the same document to people of different nationalities, each of them receiving the document in their native language.
Information about a campaign is entered on the campaign card.
Document Management and Interaction Log

Document Management and Interaction Log gives users the following benefits: Logging interactions with contact Keeping track of documents Retrieving documents
Users can log the interactions with contacts, such as a telephone call, a meeting, or a letter. If an interaction contains a document, users can save it under the relevant contact, and Document Management helps them keep track of the document in question. Microsoft Dynamics NAV documents that are sent to a contact, such as sales orders or quotes, can be logged and retrieved to be used at a later stage. Users get an accurate and up-to-date account of all interactions with the contact.
Opportunities
With Opportunity Management, users can keep track of sales opportunities. As a result, salespeople have an overview of what is in the pipeline and can plan ahead accordingly.
FIGURE 9.2 OPPORTUNITIES WINDOW SHOWING MULTIPLE FILTER OPTIONS
9-5

Opportunity Management helps users divide a sales process into different stages. For example, opportunities can be managed in the Opportunities window, which allows users to view existing opportunities in a number of ways, such as by their value (calculated in a variety of ways), or grouped by: Campaign Salesperson Contact
Outlook Client Integration

Most employees in sales and marketing build relationships with their contacts using calendar and task management tools, and much of the external communication takes place through Microsoft Office Outlook. Therefore, integration between Microsoft Dynamics NAV 2009 and Outlook is vital to the CRM user's performance. With the Outlook Client Integration feature, users can perform the following tasks: Schedule meetings in Outlook. View the to-dos in Microsoft Dynamics NAV 2009 before the meeting. Log the meeting in the Interaction Log Entries window as an interaction. Plan and execute assigned to-dos with the scheduling tool. Create activities for customers and contact persons.
Whenever information, such as a to-do or a contact, is entered, this information is automatically updated in Outlook. There is no need to update the same information twice in two different applications.
E-Mail Logging for Microsoft Exchange

Microsoft Dynamics NAV 2009 is integrated with the Microsoft Outlook e-mail service. All e-mail correspondence, both inbound and outbound, can be logged automatically or manually in Microsoft Dynamics NAV and can be shared with colleagues. This ensures that they have instant access to the latest communications with business contacts. This solution is server-based and requires Microsoft Exchange Server. Making the solution server-based ensures that e-mails are kept in their natural environment instead of lowering performance by storing the e-mails on the application server. The integration with Outlook further allows users to use the built-in features in Outlook. For example, they can set up rules in Outlook that direct certain types of e-mail to specific folders for subsequent, automatic logging in Microsoft Dynamics NAV 2009.
9-6
Jobs and Resources

Use the Jobs application area for detailed planning and management of the costing for any long-term job or project activity. Also use it for many types of services and consultancy tasks.
FIGURE 9.3 SCHEMATIC OVERVIEW OF JOB PROCESSES
Successful job management requires an up-to-date overview, detailed planning, and the ability to carry out follow-up analysis using objective data. The Jobs application area contains all the features that are used with a company's job and project management, including: Job cards Job tasks Job journals Reports Registers
For detailed information about jobs and resource management functionality in Microsoft Dynamics NAV, refer to the "Jobs in Microsoft Dynamics NAV 2009" course.
9-7

Job Tasks
Job tasks are used to set up, manage, and budget a job. Users can set up the job tasks almost like the chart of accounts. Job planning in Microsoft Dynamics NAV 2009 has two layers. The first layer consists of job task lines, which are mandatory to enable users to post the job. The second layer consists of planning lines, which specify the detailed use of resources, items, and various G/L expenses. To view job tasks, go to: Departments > Lists > Jobs > Related Information > Job > Job Task Lines.
FIGURE 9.4 JOB TASK LINES EXISTING IN CRONUS
The integration with the Sales application area allows users to invoice jobs as any other sales invoice.
Job Journals
Job journals are used for the following tasks: Posting job consumption resources, items, and general ledger resources. Applying job ledger and item ledger entries. Assigning entries to phases, tasks, and steps. Reconciling resources.
As a job progresses, there is consumption of materials, resources, and other expenses that must be posted to the job. Users can post consumption in three ways: in a job journal, in a Job G/L journal, or from a purchase invoice.
9-8

Project members will post consumption of resources and items in the job journal, and the account receivables administrators will post purchased items and services in a vendor invoice or in a job G/L journal.
Resources
With the Resources application area, users define resources, which can either be personnel or machines. Users can link the individual resources to resource groups. This functionality contains all the features that are used with a company's resource management: Individual resources Resource groups Capacity planning Resource journals Reports Registers
Resources functionality is a powerful tool for optimal management of personnel and/or machines. Resources are set up and maintained on resource cards. Any number of resource cards can be assigned to a resource group.
Resource Capacity
Users might need to increase the capacity of resources, such as technicians, regularly. A resource's capacity indicates how much of the resource is available in a specified period. Users can assign or modify capacities to their individual resources or to resource groups. For example, for employees, users can enter the available hours . For machines, users can enter the production capacity for a time frame. It is possible to enter capacity by day, week, month, quarter, year, or accounting period. Users can record resource capacities in the Resource Capacity window.
9-9

To view the resource capacity window, go to: Departments > Resource Planning > Tasks > Resource Capacity > Show Matrix.
FIGURE 9.5 CAPACITY OF RESOURCES IN CRONUS OVER TIME
Resources and Job Integration

The Resources application area and the Jobs application area are integrated, so users can allocate the capacity of a resource or a resource group to one or several jobs. Resource Journals Resource journals enables users to keep track of the use of resources and their profitability. Users can generate statistics from this information for internal management purposes. Use and sales of resources cannot be posted in a resource journal. Resource Statistics In the Resource Statistics window, users can view all of the transactions recorded in the following areas: Job journals Resource journals Sales documents
9-10
Service Management
Service Management simplifies a user's ability to deliver superior customer service. Service Management allows users to: Quickly access customer service history. Anticipate customer needs. Maintain real-time records for each order, such as o o o Date Time Assigned technician
For detailed information about service management functionality in Microsoft Dynamics NAV 2009, refer to the "Service Management in Microsoft Dynamics NAV 2009" course.
Service Orders
Users can register after-sales issues, including the following: Service requests Services due Service orders Repair requests
Note that service requests can be initiated, by customers or automatically, according to the terms stipulated in a service contract. Critical data in service order handling can be entered from a call-center or repair shop. Users can register ad hoc or one-off service orders. They can access complete service order history, service order quotes, and loaner management through a service order log.
9-11

To view a service order, go to: Departments > Service > Order Processing > Lists > Service Orders. Double-click a service order to view its details.
FIGURE 9.6 A SERVICE ORDER IN CRONUS
Notice that the service order has an information pane like sales documents.
Service Prices
Having a solid service price strategy is one way companies gain an overview of service and control the costs involved in providing service. This also eventually increases the profitability of their service operations. The service price management feature in Service Management gives companies an effective tool to support their service price strategy, whether it is simple or complex. Service price management allows the service price groups setup to take into consideration the following: Service item (or service item group) Type of fault the service task involves
Service price groups can be set up for a limited period of time and/or for a specific customer or currency. Price calculation structures can be used as templates to assign a price to a service task. This makes it possible to assign specific items included in the service price and the type of work included. And to ensure that the right prices are applied, it is possible to assign fixed, minimum, or maximum prices, depending on agreements with customers. Service price group statistics allow users to keep track of the profitability of each service price group.
9-12

Service Items
With service items, users can create a database for all service items and parts, including the following: Contract information Component management Reference to the bills of materials Warranty information
Users can access the Service Level Agreement for information, such as response times, and can perform the following tasks: Register all items and spare parts with serial numbers. Register and track any replacement equipment technicians might use. Link equipment to the service item log. Track all spare parts and equipment. Access key business indicators on service items. Keep track of service item information on the service item card.
Service Contracts
With service contracts, users can set up an agreement with the customer concerning the service level to be delivered. Users can access information in the following areas: Contract history Contract renewal Contract templates
Service contracts give users the option to record details on the following: Service levels Response times Discount levels Service history of each contract, including: o o o Used service items Parts Man hours
With service contracts, users can enable flexible invoicing, contract profitability measurement, and contract quotes. Set up service contracts in the Service Contract window.
9-13

To view a service contract, go to: Departments > Service > Contract Management > Lists > Service Contracts. Double-click a service contract to view its details.
FIGURE 9.7 A SERVICE CONTRACT IN CRONUS
Planning and Dispatching

Users can assign personnel to work orders with service planning and dispatching features. Planning tools also allow users to log details such as work order status. Service personnel and field technicians can be filtered according to availability and skills. Users can gain an overview of the following: Service task prioritization Service loads Task escalations
Job Queue
With the Job Queue feature, users can automate batch jobs, such as the following service tasks: Generating preventative service orders Servicing contract renewals Servicing contract invoicing
9-14

Use the Job Queue to automatically check and launch batch jobs set to start at a specific time. Access it by clicking Departments > Administration > Application Setup > Job Queue, and then selecting a function (for example, Job Queue Processes).
Manufacturing
The manufacturing application area consists of numerous fully integrated features to manage how companies plan, supply, produce, schedule, track, and report manufactured goods. For detailed information about the manufacturing system within Microsoft Dynamics NAV 2009, refer to the "Manufacturing I in Microsoft Dynamics NAV 2009" and "Manufacturing II in Microsoft Dynamics NAV 2009" courses.
Production BOMs
The production bill of material (BOM) shows the items used to make the parent item. The end-result of a production BOM can be a subassembly (used in another item) or a finished good (an item ready for sale). It is possible for an item to be both a subassembly and a finished good, such as when a part sold as a spare part of another item. The items listed on the production BOM are components. To view a production BOM, go to: Departments > Manufacturing > Product Design > Lists > Production BOM. Double-click on a production BOM to view its details (for example, Bicycle).
FIGURE 9.8 PRODUCTION BOM SHOWING COMPONENTS TO PRODUCE A BICYCLE
9-15

Routings
A routing specifies the sequence of operations to manufacture a product. The operations can be performed at a work center or at a machine center. Work centers and machine centers are referred to as capacities or facilities. Manufacturing companies use routings to manage and show the production process. The routings are the basis for process scheduling, capacity scheduling, and manufacturing documents. To view a routing, go to: Departments > Manufacturing > Product Design > Lists > Routings. Double-click on an item to view its routings (for example, Bicycle).
FIGURE 9.9 ROUTING SHOWING OPERATIONS TO PRODUCE A BICYCLE
The routings are assigned to the item card in the same manner as production BOMs. Work centers and machine centers are critical to establishing routings. They are the locations where work is performed, and have their own setup factors that describe the following: Capacities Number of resources Shift lengths
9-16

Production Orders
Production orders are business documents that represent planned or ongoing manufacturing operations in machine or work centers. They may change status as they progresses through different planning stages, and once posted, they disappear and become historic entries in the same way as purchase and sales documents. To view a production order, go to; Departments > Manufacturing > Execution > Lists > Released Prod. Orders. Double-click on a released production order to view its details.
FIGURE 9.10 RELEASED PRODUCTION ORDER FOR 27 BICYCLES
The underlying production BOMs and routing provide the component and time requirements that govern production order ending times in a balanced production schedule of multiple ongoing operations. Production orders and component purchase orders are often generated by the materials requirement system (MRP) as the result of a calculated supply plan to fulfill demand such as sales orders. Note that there are three types of production orders (Planned, Firm Planned, and Released). Planned and Firm Planned production orders are part of the planning and forecasting process; in other words, the amount of materials, resources, and time that are expected to be consumed and the number of items to be produced within a given production period. Released production orders are approved orders. This means that it is cleared and ready for production. It is at this point where the consumption of materials, resources, and time are recorded.
9-17
Warehouse Management
Warehouse Management Systems (WMS) contains a complete set of features to administrate workflow-based inbound, internal, and outbound warehouse activities in complex warehouse environments. It includes advanced warehouse functionality, such as calculated picks and moves, bin ranking, cross docking, and cycle counting. For detailed information about WMS for Microsoft Dynamics NAV 2009, refer to the "Warehouse Management in Microsoft Dynamics NAV 2009" course.
Inbound Items
The system supports the following activities for inbound items: Receive Put away Cross-dock Handle serial/lot numbers
To view an inventory put-away list, go to: Departments > Warehouse > Goods Handling Order by Order > Reports > Inventory Put-away List. Click on Preview.
FIGURE 9.11 INVENTORY PUT-AWAY LIST
9-18

Internal Activities
The system supports the following activities for items inside the warehouse: Maintain warehouse ledger entries Move items Pick and put away internally Manage shop floor bins Remove warehouse items Reclassify warehouse items Count warehouse items Set up and use cycle counting
To view a transfer order, go to: Departments > Warehouse > Orders & Contacts > Lists > Transfer Orders. Double-click on a transfer order to view its details.
FIGURE 9.12 A TRANSFER ORDER
9-19

Outbound Items
The system supports the following activities for outbound items: Ship Items Ship cross-docked items Break bulk when shipping Pick items with serial/lot numbers
Human Resources
Human Resources is a fully integrated application area that enables users to register and update personal information about employees effectively. This application area includes all the features that are used in the human resources department of a company, such as: Employee cards Absence registration Grounds for termination Employment contracts Reports related to employees Confidential information
To view an employee card, go to: Departments > Human Resources > Lists > Employees. Double-click on an employee name to view more information.
FIGURE 9.13 EMPLOYEE CARD SHOWING RELATED FEATURES
9-20
Business Notification
The Business Notification solution is used to generate and send notifications to inform vendors or colleagues from other departments about certain events. For example, users can send a notification when they have placed an order and received some of the purchased items, but they are waiting for delivery of the rest of the order. Sending a notification alerts the supplier that some of the goods have not yet been delivered. When this feature is enabled in the Notification Setup window, the program sends out six predefined notifications.
Notification Types
There are two approaches to generating notifications: Time-based Field change-based
The Business Notification solution offers five time-based notifications that alert the recipient about the following: Upcoming deliveries Items that were not received after the promised receipt date Purchase order confirmations that were not received Delayed production orders Current inventory status
Notification Features
Logging Period
Users can define how long they want to store sent notification entries. They can specify this period in the Notification Setup window and use it as a default for all time-based notification, or they can assign a logging period to each separate batch.
Batches
Batches are used for managing a specific set of notifications. Users can choose to send out up to five predefined time-based notifications for your batch. Field change-based notifications are sent out automatically.
9-21

Sending Notifications
To send notification lines, users must first collect them. Among the lines collected, there might be some notification entries that were sent earlier. If the lines were sent earlier, there will be a check mark in the Sent field for these lines and the most recent time the notification was sent will be posted in the Notification Lines window.
eCommerce
The eCommerce functionality in Microsoft Dynamics NAV is performed using Commerce Gateway. The functionality uses NAS and Biztalk.
Commerce Gateway
The Commerce Gateway functionality allows users to set up BizTalk Server partners from within Microsoft Dynamics NAV. After this setup is complete, users can exchange BizTalk documents through the BizTalk server. The following business documents can be sent and received: Sales orders Sales invoices Sales credit memos Purchase orders
To access Commerce Gateway, from the Role Center go to: Departments > Administration > Application Setup > Commerce Gateway.
Summary
Microsoft Dynamics NAV 2009 includes application areas with rich features for all typical ERP processes. Knowing a little about them will help partners and users decide which courses to attend to learn about the application areas of their interest.
9-22

2.
3.
9-23
9-24

Na2009 Enus Int

Hochgeladen von

Dokumentinformationen

Originalbeschreibung:

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

Na2009 Enus Int

Hochgeladen von

Copyright:

Verfügbare Formate

MICROSOFT DYNAMICS NAV 2009

COURSE 80043: INTRODUCTION

Table of Contents Introduction 0-1

Chapter 1: Use General Functions

Chapter 2: Working with General Ledger Accounts

Chapter 3: Add and View Dimensions

Chapter 4: Manage Items

Objectives ........................................................................................................... 4-1 Introduction ......................................................................................................... 4-1

Introduction to Microsoft Dynamics NAV 2009

Chapter 5: Process Purchases

Chapter 6: Process Sales

Chapter 7: Approve Documents

Chapter 8: Technology Overview

Chapter 9: Browse other Application Areas

Introduction to Microsoft Dynamics NAV 2009

Microsoft Dynamics Courseware

Introduction to Microsoft Dynamics NAV 2009

Microsoft Dynamics Courseware Contents

Need a Little Help?

Quick Interaction: Lessons Learned

Introduction to Microsoft Dynamics NAV 2009

Chapter 1: Use General Functions

CHAPTER 1: USE GENERAL FUNCTIONS

Introduction to Microsoft Dynamics NAV 2009

FIGURE 1.1 ISLAND SYSTEMS

Chapter 1: Use General Functions

FIGURE 1.2 AN ERP SYSTEM

Introduction to Microsoft Dynamics NAV 2009

Job Roles and Authorization

The ERP System

Chapter 1: Use General Functions

Introduction to Microsoft Dynamics NAV 2009

Technical White Papers

Chapter 1: Use General Functions

The Role Center

Introduction to Microsoft Dynamics NAV 2009

Name Refresh button Help button My Customers Part My Items Part

My Notifications Part Microsoft Outlook Part Departments button

Home button Posted Documents Cue

Chapter 1: Use General Functions

Name Navigation Pane

Status Bar Navigate

Introduction to Microsoft Dynamics NAV 2009

Chapter 1: Use General Functions

About Multilingual Functionality

Introduction to Microsoft Dynamics NAV 2009

Use Keyboard Shortcuts

Basic Keyboard Shortcuts

Chapter 1: Use General Functions

Goal Enter contents in an empty field

Leave menu bar Choose button in the window

Go to first record Go to last record. Go to next record Go to previous record

Introduction to Microsoft Dynamics NAV 2009

Customizing Microsoft Dynamics NAV 2009

Chapter 1: Use General Functions

Customizing the Navigation Pane

Adding and Arranging a Navigation Pane Button

Removing a Navigation Pane Button

Introduction to Microsoft Dynamics NAV 2009

Customizing This Page Functionality

Adding a Link to a Menu in the Navigation Pane

Chapter 1: Use General Functions

Customizing My Customers Pane

1200 =1200 <1200 <=1200 Co

Co Co ? One unknown character Hans?n

50&<100 C&D @co?