Using Microsoft Dynamics AX 2009

Transcription

1 Guide Andreas Luszczak Using Microsoft Dynamics AX 2009 Vieweg+Teubner, 1 st Edition 2010 ISBN May 1 st, 2010

2 Guide Registered and/or industrial names, trade names, trade descriptions etc. cited in this publication are part of the law for trademark protection and may not be used free in any form or by any means even if this is not specifically marked. Sample companies, persons, products and names mentioned in this document are purely fictitious if not stated differently. No association of sample data with any real company, person, product or other name is intended or should be inferred. This document, which is free of charge, is a support for readers of the related book. The author of the book is the author of this exercise guide, which has been compiled with utmost care. Nevertheless, it is not possible to guarantee that it is free of every possible mistake. Therefore, the author cannot accept any liability. Suggestions of additions and indications of errors as wells as other comments are most welcome, however. Contact: Website alu@addyn.com Copyright 2010 Andreas Luszczak. All rights reserved. II

3 Table of Contents Table of Contents 1 Information on the Guide Getting Started: Navigation and Basic Setup User Interface and Common Tasks Logon Favorites Working in Forms Inserting a Record Lookup Fields Filtering Printing Advanced Options User Options Record Templates Security and Information Access Employees Organizational Structures Sample Company Purchasing Vendor Management Payment Terms Vendor Record Ledger Integration Item Management Item Record Trade Agreement Purchase Orders Planned Order Request for Quote (RFQ) Purchase Order III

4 Guide 3.9 Printed Order Item Receipt Packing Slip Receipt Partial Delivery Packing Slip Inquiry Invoice Receipt Invoice Receipt Partial Invoice Invoice Inquiry Credit Notes and Item Returns Credit Note Sales and Distribution Customer Management Customer Record Ledger Integration Item Management Price List Line Discount Sales Orders Sales Order Miscellaneous Charges Order Confirmation Distribution Packing Slip Picking List Packing Slip Inquiry Invoicing Invoice Partial Invoice Shipping with Invoice Invoice Inquiry Free Text Invoice IV

5 Table of Contents 4.16 Credit Note Direct Delivery Direct Delivery Manufacturing Items and Bills of Materials Components Finished Item Bill of Materials Work Centers and Routes Setup Work Center Operation Route Production Orders Production Order Change Status Production Journal Transactions Purchasing Components Picking List Job Card Reporting as Finished and Ending Production Ending Production Operations Planning Forecasting Forecast Settings Sales Forecast Master Planning Min./Max. Principle Period Principle Inventory Management Item Management Dimension Group V

6 Guide 7.2 Inventory Model Group Item Record Inventory Transactions Inventory Valuation Purchase Order Sales Order Closing Inventory Business Processes in Inventory Journal Transactions Transfer Counting Manual Quarantine Finance Administration Setting up Finance Ledger Account Bank Account Business Processes in Finance Journal Names General Journal Purchase Invoice Vendor Payment Transaction Reversal VI

7 1 Information on the Guide The sample solutions shown in this exercise guide refer to the book Using Microsoft Dynamics AX 2009 (ISBN ). This guide is a free support for readers, showing the steps necessary to solve the exercises in the book. It does not contain further explanations, which are available in the book itself. The chapters in the exercise guide refer to the related chapter in the book in order to facilitate finding of sample solutions. The instructions shown in this exercise guide are based on the simplified sample company Anso Technologies Ltd., which you may download and import to an existing Dynamics AX database. As an alternative, you may as well choose a different training company like the standard demo database Contoso Entertainment Systems. In this case, you should select appropriate settings when completing the exercises. In the exercises, we suppose the multisite-functionality is activated in your training company. If your training company does not activate the multisite functionality, skipping the dimension Site in the explanations of the exercise guide will apply to your situation. When working in Dynamics AX 2009, you may alternatively choose list pages or forms to complete the exercises in many cases. Since you need to choose forms for inserting and updating data, most of the explanations in the exercise guide show working in forms. If you prefer to work in list pages, you may as well choose appropriate list pages, nevertheless. When looking at the exercise guide, you should also take into account that your options in a training company may be different to the options shown in this guide because of applicable license and permission settings. Descriptions and illustrations in this guide refer to the language EN-US. If you select a different language like British English ( EN-GB ), you will notice some labels are different compared to the instructions. As an example, Sales tax will display VAT. The instructions show exercise solutions for a user with the user ID 99. You may replace 99 by your ID to apply to your situation. Objectives Sample company Forms and pages Application functionality Sample user

8 2 Getting Started: Navigation and Basic Setup 2 Getting Started: Navigation and Basic Setup 2.1 User Interface and Common Tasks 2.1 Logon Your first task is to log on to Dynamics AX, where you should open the company account TST or another company, which has been set up for training purposes. Then open a second workspace, where you choose the Accounts payable menu in the navigation pane in order to access the list page Vendors. As a comparison, open the form Accounts payable> Vendor details afterwards. Finally, log out and close the Dynamics AX session. In order to log on to Dynamics AX, you need to select the Dynamics AX icon on the PC desktop or in the start menu. If necessary, you may change client settings choosing the option Microsoft Dynamics AX 2009 Configuration in the Windows administration menu available in the PC desktop start menu. If no other start company account is specified in the Microsoft Dynamics AX 2009 Configuration or in your Dynamics AX user options, Dynamics AX will show the DAT company. In order to switch to the training company in the Dynamics AX workspace, you want to access the dialog box for switching company accounts by selecting one of following options: Option File/Open/Company in the command bar Option Tools/Select company accounts in the command bar Double-clicking on the company field of the status bar (depending on your user options) After selecting the company TST in the dialog box, you may switch to that company pushing the button OK. Alternatively, you may select the company TST choosing the address field (breadcrumb bar) of the Dynamics AX workspace. In order to open a second workspace, you want to select the shortcut key Ctrl+W or the option Windows/Open new workspace in the command bar. Another possibility to open a new workspace is to push the button New Workspace in the dialog box when switching company accounts. If the Dynamics AX workspace does not display the navigation pane, you may show it selecting the command View/Navigation Pane. Pushing the module button Accounts payable in the lower part of the navigation pane, you may access the Accounts payable menu. The menu items of the accounts 2

9 2.1 User Interface and Common Tasks payable are available in the navigation pane as well as in the area page shown in the content pane of the workspace. Selecting the command View/Forms in Navigation Pane or the appropriate option in the button of the address bar you may choose if to show the forms area in the navigation pane. Fig. 2.1: Accounts payable menu shown in the navigation pane and the area page In order to access the list page for vendors, you may click on the menu item Vendors in the navigation pane or in the area page. If you want to access the form to edit vendor records, you need to choose the menu item Vendor details in the forms area of the navigation pane or in the area Common Forms of the area page. Alternatively, you may open the vendor form by double-clicking on a vendor line in the list page. Selecting the shortcut key Alt+F4, the icon or the command File/Close, you may close a Dynamics AX workspace. When closing the last workspace, you automatically end the session and log off. 3

10 2 Getting Started: Navigation and Basic Setup 2.2 Favorites Start a client session in Dynamics AX, select the training company and open the favorites pane. There you should add the list page Items, which you may find in the menu Inventory management, to your favorites. In order to get a better overview of your favorites, you want to create a new favorites folder Invoicing. This folder should contain the list pages Sales orders and Free Text Invoices of the menu Accounts receivables as well as the form Payment journal of the menu Accounts receivables> Journals. Sample solution You may start the Dynamics AX client as described in exercise 2.1. If the Dynamics AX workspace does not display the favorites pane, you may show it choosing the command View/Favorites Pane. Fig. 2.2: Adding the list page Items to the favorites In order to include the items list page in your favorites, you want to access the inventory management menu by pushing the module button Inventory management. In the pop-up menu that opens when pushing the right mouse-button on the menu item Items in the area Places, you may select the option Add to favorites. Pushing the button OK in the favorites dialog box, 4

11 2.1 User Interface and Common Tasks you may add the items page to the main group ( My favorites ) as shown in Figure 2.2. If you want to add a folder to the favorites, you may choose the command Favorites/Organize favorites in the Dynamics AX workspace to open the favorites management dialog box. Pushing the button Create folder there, you may add a new folder Invoicing. Then you may close the dialog box pushing the button Close. In order to add the requested menu items to the favorites folder Invoicing, you may proceed as described for adding the list page Items at the beginning of the exercise. You will choose the folder Invoicing instead of the group My favorites, however. Fig. 2.3: Adding the payment journal to the favorites folder Invoicing 5

12 2 Getting Started: Navigation and Basic Setup 2.3 Working in Forms As an example for forms in Dynamics AX, you want to open the vendor form (Accounts payable> Vendor Details). Select the vendor in the third line and switch to the tab General. Show an example for a field group and a lookup with and without main table. When you are finished, switch to the tab Details and show an example for a checkbox field. Which command bar option, shortcut key and icon is available to copy the vendor number (field Vendor account) to another application like Microsoft Excel? If you log on to Dynamics AX, make sure to switch to the training company TST. After pushing the module button Accounts payable, you may choose the menu item Vendor details in the forms area. Selecting the appropriate vendor record, you may access the tab General with a mouse-click or by pushing the shortcut key Ctrl+Tab. Fig.: 2.4: The tab General on the vendor form 6

13 Examples for the requested elements are as following (see Figure 2.4): 2.1 User Interface and Common Tasks Field group: Identification, Vendor, Credit, Administration, Customer Lookup field: Stopped Lookup field with main table: Group, Currency, Language, Segment, Subsegment, Chain, Main contact, Buyer group, Customer account Checkbox (tab Details): Bid only, Locally owned, Minority owned, Onetime supplier, Small business, Woman owner After selecting a field you may copy the content to the clipboard by choosing the command Edit/Copy or the shortcut key Ctrl+C. Choosing the shortcut key Ctrl+V or the appropriate command or icon in the other application then, you may paste the content there. 2.4 Inserting a Record Insert a new vendor without applying record templates. For the beginning, you only have to register any name starting with ## (## = your user ID) and a vendor group. Notes: If the number sequence for vendor accounts is set to Manual, you have to enter the vendor number manually. If the Accounts payable parameters require a tax-exempt number (VAT registration number) to be entered, you need to access the tab Setup on the vendor form, where you enter a Tax exempt number (VAT number), which you create through the Go to main table feature before. If the vendor form does not show already, you may access it selecting the menu item Accounts payable> Vendor Details. In order to register a new vendor, you want to insert a new record choosing the shortcut key Ctrl+N, the command File/New or the icon. If record templates are available for vendors, a dialog box will show applicable templates. In this case, you want to select the blank template to avoid data defaulting from a template. In the vendor form, you may register the vendor name switching to the column Name by pushing the Enter or the Tab key. The example of Figure 2.5 shows the user with the user ID 99 entering the vendor name 99- Test. Accessing the column Group, you may enter a vendor group like 3C (for a third-country vendor in the sample company) then. 7

14 2 Getting Started: Navigation and Basic Setup Fig. 2.5: Inserting the new vendor record Note: You may as well access the form for inserting a new vendor by pushing the button New/Vendor in the action pane of the list page Vendors. 2.5 Lookup Fields Looking for a Buyer group on the tab General of the vendor form, you notice that the group you need is not available. Create a new buyer group ##-P (## = your user ID) applying the Go to main table feature. Then you should select that group for your new vendor. In order to insert a new buyer group for the vendor of exercise 2.4, you may access the buyer groups form from the buyer group field in the vendor form choosing the option Go to the Main Table Form. This option is available by pushing the shortcut key Ctrl+Alt+F4 or by selecting it in the pop-up menu that opens by right-clicking as shown in Figure 2.6. In the buyer groups form, you may insert a new record (Ctrl+N) to register the new group (see Figure 2.7). After entering the group code and name, you may close the buyer groups form. 8

15 2.1 User Interface and Common Tasks Fig. 2.6: Accessing the buyer groups from the buyer group field Fig. 2.7: Inserting a new buyer group In the vendor form, you may type the new group code in the buyer group field then. Alternatively, you may select it in the value lookup that opens when pushing the icon or the shortcut key Alt+Down Arrow. 9

16 2 Getting Started: Navigation and Basic Setup 2.6 Filtering To get some exercise with filtering, apply following filters in the vendor form one after the other: All vendors assigned to the vendor group Domestic All vendors with a name starting with T Vendors with a number from to or higher than Vendors with a number ending with 5 and an i in the name Vendors with an e on the second character of the name Vendors with a name not starting with T For the first filter, you should choose a Filter By Selection. For the other filter exercises, you should apply a Filter By Grid as well as an Advanced Filter/Sort. When you are finished with the requested filtering tasks above, open the list page Vendors. Entering a filter in the filter pane, you should select all vendors, who got the characters Ltd in their name. In the next step, you should open the advanced filter form and select all vendors, who do not refer to the Terms of payment M15. Export the result of that filter to an Excel sheet. In order to apply a Filter By Selection for showing domestic vendors, you may select a vendor referring to the group Domestic ( DO in the example of Figure 2.8) and place the cursor on the field Group. Choosing the shortcut key Alt+F3 or the option Filter By Selection in the pop-up menu, the filter will apply. Fig. 2.8: Applying the filter by selection 10

17 2.1 User Interface and Common Tasks If you want to apply the Filter By Grid, you need to show the filter line pushing the shortcut key Ctrl+G or the icon. Supposing you did not remove the Filter By Selection entered before, that filter still applies and shows in the filter line. In order to additionally filter on vendors with a name starting with T, you may enter T* in the filter field Name as shown in Figure 2.9 and push the Enter key. Fig. 2.9: Entering the filter by grid If you want to hide the filter line then, you may push the shortcut key Ctrl+G or the icon again. Hiding the filter line will not remove the filter, however. In order to clear the filter, you may push the button Shift+Ctrl+F3 or the icon. Filtering on vendors with a number from to or higher than is possible applying the filter by grid again or choosing the advanced filter form. In order to access the advanced filter, you want to push the shortcut key Ctrl+F3 or the icon. In the advanced filter form, you may enter appropriate criteria in a filter line for the field Vendor account as shown in Figure You may know the required field name from the title of the appropriate column in the vendor form. Pushing the button OK in the advanced filter form applies the filter. 11

18 2 Getting Started: Navigation and Basic Setup Fig. 2.10: Advanced filter on the vendor account number Like in the previous filter exercises, you may enter the filter for vendors with an i in the name and a number ending with 5 in the filter by grid or in the advanced filter. If applying the advanced filter, you need to enter a second filter line inserting a new record as shown in Figure Note: By pushing the Esc key, you may immediately close the value lookup that shows automatically when entering the * in the criterion for the field Vendor account. Fig. 2.11: Advanced filter on the vendor account number and name 12

19 2.1 User Interface and Common Tasks After clearing the previous filter, you may enter the filter for vendors with an e on the second character of the name. This filter may show following criterion on the field Name:?e* A filter for vendors with a name not starting with T may show following criterion on the field Name:!T* In order to complete the next task, which is to apply the filter pane in a list page, you want to open the list page Vendors. In the filter field above the grid, you may enter the characters Ltd as shown in Figure Pushing the Enter key or the icon right next to the filter field will apply the filter. Note: The lookup field in the right part of the filter area already shows the column Name as a default for the filter. Fig. 2.12: Applying the filter pane in list pages Like in forms, you may access the advanced filter in list pages by pushing the shortcut key Ctrl+F3 or the icon. Another way to open the advanced filter form in list pages is to select the option Filter> Advanced Filter/Sort in the filter button ( in the vendor list page). 13

20 2 Getting Started: Navigation and Basic Setup Fig. 2.13: Advanced filter in list pages In order to select all vendors not referring to the payment terms M15 in the advanced filter form, you may insert a filter line containing the criterion!m15 on the payment terms as shown in Figure In the next step, you may export the filtered lines to an Excel sheet choosing the command File/Export To Excel or the shortcut key Ctrl+E. 2.7 Printing Print a vendor list (Accounts payable> Reports> Base data> Vendors), selecting a print preview for the printout destination. Then you should print the vendor list a second time, filtering on domestic vendors (choosing the appropriate vendor group) and with a PDF-file as printout destination. When selecting the menu item Accounts payable> Reports> Base data> Vendors, Dynamics AX shows the report form for the vendor list. In this form, you may select the destination for the printout by pushing the button Options. If you want to create a print preview, you need to select the destination Screen as shown in Figure

21 2.1 User Interface and Common Tasks Fig. 2.14: Printing options to create a print preview Pushing the button OK in the printing options dialog box confirms the destination. Pushing the button OK in the report form then, you will show a print preview of the report. Fig. 2.15: Entering a report filter 15

22 2 Getting Started: Navigation and Basic Setup If you want to include only certain vendors on the report, as requested in the second part of the exercise, you need to push the button Select in the report form to access the advanced filter form. In order to filter on domestic vendors, you may insert a filter line on the appropriate vendor group as shown in Figure The option to print the report to a PDF file is available in the printing options dialog box, where you may select the destination File. Choosing the File format PDF, you may specify the file name and path as applicable. 2.2 Advanced Options 2.8 User Options You want to access your user options in order to make sure your name and address is correct. In addition, select the training company to be the Start company accounts to avoid opening a different company when you log on the next time. Your settings for the status bar should include the user ID to show. Choosing the command Tools/Options, you may access your user options in the user options form. Selecting the company TST in the Start company accounts, you will directly access the training company when logging on to Dynamics AX the next time. In order to show the user ID in the status bar, you need to select the checkbox Show user ID on the tab Status bar of the user options. 2.9 Record Templates Create a new user template based on the vendor that you have entered in exercise 2.4. Applying this template when inserting a new vendor, you want to get to know how to use templates then. In order to create a user template based on your vendor, you need to select that vendor in the vendor form (Accounts payable> Vendor Details). You may apply the search and filtering options shown in pervious exercise to find your vendor easily. In the vendor line concerned, you want to access the record information dialog box choosing the option Record info in the pop-up menu that opens when pushing the right mouse-button. Pushing the button User template in the record information then will create a user template as shown in Figure Before saving the template, you need to enter a name for the template in a separate dialog box. 16

23 2.2 Advanced Options Fig. 2.16: Creating a user template in the vendor form After creating the user template, you may close the record information dialog box pushing the shortcut key Alt+F4 or the icon. Fig. 2.17: Selecting a user template when inserting a new vendor When inserting a new vendor afterwards, a dialog box containing record templates will show. If you want to create the new vendor based on your 17

24 2 Getting Started: Navigation and Basic Setup user template, you may select that line and push the button OK in the dialog box. You may know your user templates by the type as well as by the name and description. 2.3 Security and Information Access 2.10 Employees Create a new employee E-## (## = your user ID) with your name in the employee form. Then you should open the user relations and assign that employee to your Dynamics AX user ID. Accessing the form Basic> Employee Details, you may insert a new record containing required employee data as shown in Figure Fig. 2.18: Inserting a new employee in the employee form As a prerequisite to link the new employee to your user account, appropriate permissions to access the administration module are required. If you got these permissions, you may select your user account in the user administration form (Administration> Users) and push the button User relations. In the user relations, you may switch to the tab General where you may select the new employee after marking the checkbox Internal user. 18

25 2.4 Organizational Structures 2.4 Organizational Structures 2.11 Sample Company Take a look at the basic data of the sample company Anso Technologies Ltd. in the appendix or of another company you choose. Which settings are required to make this company work in Dynamics AX? Compare your proposals to the actual setup of the company. According to the description in appendix A, Anso Technologies is an affiliated group consisting of the sample company Anso Technologies Ltd. and an affiliated company in the USA. Both companies work in a common Dynamics AX database. In Dynamics AX, you want to set up two company accounts, therefore. It depends on the relation of the two companies, if it is useful to create a virtual company account as an example to manage item master data in common. If you want to consolidate financial data, you need a third company account for consolidation. Fig. 2.19: Sample structure of the training company Since it is required to manage a sales office as a separate site in the sample company Anso Technologies Ltd., it is necessary to set up a site for the headquarters and a site for the sales office. In order to include possible 19

26 2 Getting Started: Navigation and Basic Setup sites in the US-based company later, it is useful to activate the multisite functionality in that company as well. In order to separate permissions for the companies, you want to set up separate AX domains for the UK and the US company. User groups and permissions are set up and linked to the domains as required. 20

27 3.2 Vendor Management 3 Purchasing 3.2 Vendor Management 3.1 Payment Terms Your vendor agrees on new terms of payment 60 days net, which you want to enter in Dynamics AX choosing a code P-## (## = your user ID). In addition, a new cash discount D-## for 14 days with 3 percent discount is required. Be sure to enter the values for due date and cash discount date calculation correctly. When recording the cash discount in Dynamics AX, choose ledger accounts similar to the accounts in existing cash discounts. In order to register the new payment terms, you want to insert a new record with an appropriate code and description in the form Accounts payable> Setup> Payment> Terms of payment. If you want to enter a description in foreign languages, you need to push the button Language texts. Due date calculation settings are available on the tab Setup as shown in Figure 3.1. Fig. 3.1: Setting up the terms of payment 21

28 3 Purchasing Cash discount management is available in the form Accounts payable> Setup> Payment> Cash discounts. After entering the code and description in a new record on the tab Overview, you want to register settings for discount calculation on the tab Setup as shown in Figure 3.2. Fig. 3.2: Setting up the cash discount 3.2 Vendor Record The responsible department accepts a new domestic vendor, who wants to ship items to your company. Insert a new record for this vendor without applying a template. Register a name (starting with you user ID) and a primary address, select an appropriate vendor group and sales tax group. For this vendor, the terms of payment and the cash discount entered in exercise 3.1 apply. In order to register a new vendor, you need to insert a record in the form Accounts payable> Vendor Details. The vendor number automatically derives from the number sequence, if the number sequence does not specify manual numbering. In the column Address book type, you may leave the default Organization if you do not require registering the vendor as a person. After entering the vendor name in the column Name you need to select the appropriate group for domestic vendors in the column Group ( DO in the sample company Anso Technologies Ltd. ). On the tab Setup, you need to 22

29 make sure to select the appropriate sales tax group for domestic vendors, if it does not default from the vendor group. On the tab Addresses you want to enter the primary address of your vendor in a new line, selecting the checkboxes Public and Primary. If your ZIP/postal code is not available in the value lookup, you may register it choosing the option Go to the main table form in the pop-up menu. Payment terms and cash discount are available on the tab Payment. 3.2 Vendor Management Fig.3.3: Inserting the vendor address 3.3 Ledger Integration You want to find out about ledger integration. To which summary account in the general ledger will an invoice from your new vendor post? The summary account for vendor invoices depends on the posting profile. On the tab Ledger and sales tax in the accounts payable parameters (Accounts payable> Setup> Parameters), you may find the standard posting profile for vendor transactions. You may access details of this posting profile in the form Accounts payable> Setup> Posting profiles, where you may check the summary accounts on the tab Setup. As shown in Figure 3.4, invoices of vendors linked to the group DO will post to the ledger account in the sample company. 23

30 3 Purchasing Fig. 3.4: Specifying the vendor summary account in the posting profile 3.3 Item Management 3.4 Item Record In order to accomplish purchase order processing in the following exercises, you need to set up a new item. This first item is a trade item, later on we will continue with the more complex structures of BOM items. Enter a new item with the item number I-## and the item name ##- merchandise (## = your user ID). Select an appropriate item group for merchandise and a dimension group only containing site and warehouse as active dimensions. Then select an inventory model group with FIFOvaluation. On the tab References, you should select a sales tax group with the standard tax rate for sales and for purchasing. The unit of measure for the item is Pieces in all areas. The main vendor is the vendor of exercise 3.2. The base purchase price and the base cost price are 50 pounds, the base sales price is 100 pounds. In the Default order settings (button Setup), you should enter the main site as well as default quantities for purchasing and sales (Multiple 20, Min. order quantity 40, Standard order quantity 100). In the Site specific order settings, you should enter the main warehouse of the main site. Which item type do you select for merchandise? Note: If the number sequence for item numbers is set up for automatic numbering, you do not need to enter an item number. 24

31 3.3 Item Management You may register the new item in the form Inventory management> Item details. When inserting the new record, you need to enter the Item number (if no automatic number sequence applies) and the Item name. The Item group for merchandise is ME in the sample company. Fig. 3.5: Registering the new item in the item form On the tab General, you want to select the Inventory model group FIFO and the Dimension group WH in the sample company. On the tab References, you want to choose the Item sales tax group STD in the Purchase order and Sales order column to apply the standard tax rate. In the Vendor field, you may select the vendor of exercise 3.2. Fig. 3.6: Specifying prices on the tab Price/Discount of the item form 25

32 3 Purchasing The tab Price/Discounts is there to enter defaults for prices as shown in Figure 3.6. In order to specify defaults for purchasing and sales quantities, you need to push the button Setup/Default order settings. In the default order settings, you may enter the requested settings on the tabs Purchase order, Inventory and Sales order as shown in Figure 3.7. Fig. 3.7: Entering the order quantities in the default order settings After closing the default order settings, you may access the site-specific order settings pushing the button Setup/Site specific order settings in the item form. In the site-specific order settings, you want to insert a line registering the default warehouse for the main site. For the Item type in the item form, you may leave the default Item since the item is merchandise without a bill of materials. 3.5 Trade Agreement You agree upon a lower price for the new item with your main vendor. Set up a trade agreement for the vendor of exercise 3.2, which specifies a purchase price of 45 pounds for the item of exercise 3.4. There is no minimum quantity and no end date for this price. 26

33 3.4 Purchase Orders After selecting your item in the item form, you may push the button Trade agreement/purchase prices to access the trade agreements for purchase prices. If you work in the list page Items, you need to push the button Purchase/Purchase Price in the activity pane. In order to register a purchase price in the trade agreements applying to your vendor only, you need to insert a line choosing the Account code Table. In the column Account selection, you want to enter the vendor number as shown in Figure 3.8. Fig. 3.8: Registering the purchase price in the trade agreements 3.4 Purchase Orders 3.6 Planned Order A minimum inventory quantity of 200 units is required for the item entered in exercise 3.4. After registering this minimum quantity, you want to open the net requirements form for the item in order to update the master schedule. What is result of that master scheduling? Open the planned purchase order form in the accounts payable menu. If required, switch to the dynamic master plan that has been applied when updating the net requirements. Select the planned order referring to your item and transfer it to a purchase order. You may access the item coverage form for entering a minimum inventory quantity pushing the button Setup/Item coverage in the item form. In the 27

34 3 Purchasing item coverage, you may insert a new record registering the minimum quantity as shown in Figure 3.9. Fig. 3.9: Registering the minimum quantity in the item coverage form In order to access the net requirements form after closing the item coverage, you may push the button Inquiries/Net requirements in the item form. Fig. 3.10: Net requirements after updating the master schedule In the net requirements, you may start local master scheduling for your item pushing the button Update/Master scheduling. Dynamics AX then shows the master scheduling dialog box, where you may select the master plan applied for calculation. The default for this master plan ( DYN in 28

35 the sample company) derives from the current dynamics master plan in the master planning parameters. In this exercise, master scheduling generates a planned purchase order of 200 units based on the minimum quantity entered before (see Figure 3.10). You may access the planned purchase order in the form Accounts payable> Planned Purchase Order Details or in the list page Accounts payable> Planned Purchase Orders. In both forms, the default for the master plan applied to show planned orders is the current static master plan ( STD in the sample company). If you want to see the planned order you have created before, you need to switch to the plan DYN pushing the button Plans in the planned order form. Applying a filter on your item number, you may easily find your planned order. The vendor in the planned order derives from the main vendor that you have entered in the item record. After selecting your planned order, you may transfer it to a purchase order pushing the button Functions/Firm. 3.4 Purchase Orders Fig. 3.11: Selecting the planned order before firming 3.7 Request for Quote (RFQ) You want to receive vendor quotes for your item. Choose the request for quotes form in the accounts payable menu in order to insert a new request. This request should contain a line with your item from exercise 3.4. The RFQ reply configuration for the request should include the header field Reply valid to and the line fields Quantity and Unit price. You want to send the request to your vendor from exercise 3.2 and another vendor of your choice. When you are finished entering the request, choose the option Send to post and print the RFQ for these vendors. 29

36 3 Purchasing After a while, you may receive quotes from both vendors containing quantities and prices of your choice. In order to track the quotes, you enter them as request for quote replies assigned to the original request. Your vendor has submitted the better quote, which you accept transferring the RFQ reply to a purchase order. Then send a quote rejection to the other vendor. In order to register a request for quote (RFQ), you may insert a new record in the form Accounts payable> Request for Quote Details. In the Create request for quote form that opens then, you may check default data like the Purchase type ( Purchase order for RFQs to be transferred to a purchase order) and the Expiry date before creating the RFQ by pushing the button OK. In the lines part of the RFQ form, you want to insert a new record containing your item and related defaults for warehouse and quantity as shown in Figure Fig. 3.12: Inserting the item line in the request for quote form Pushing the button Setup/Configure request for quote reply in the RFQ form, you may specify the required reply fields by selecting the checkboxes Reply valid to, Quantity and Unit price. In order to specify the vendors in the request for quote, you may switch to the tab Vendor in the RFQ header where you insert a line for every vendor concerned. Then you may post and print the request for quote by pushing the button Update/Send. 30

37 When receiving a quote from your vendor, you may register it in the RFQ reply form accessible by pushing the button Inquiries/Request for Quote Reply Details. Selecting the appropriate reply header record for the vendor, you want to enter at least the Quantity and the Unit price in the reply lines as shown in Figure After registering the replies, you may close the reply form. 3.4 Purchase Orders Fig. 3.13: Registering vendor quotes in the request for quote reply form In order to determine the favorable quote (RFQ reply), you may push the button Functions/Compare in the request for quote to access the RFQ reply compare form. After checking quantity and amount, you may select the better quote (which comes from your vendor of exercise 3.2) in the compare form and convert it to a purchase order pushing the button Update/Accept as shown in Figure When posting an accepted quote, Dynamics AX also displays the reject posting form to reject the other quote easily. 31

38 3 Purchasing Fig. 3.14: Accepting a vendor quote in the RFQ reply compare form 3.8 Purchase Order You want to order your item (entered in exercise 3.4) from your vendor (entered in exercise 3.2). Open the Purchase Order Details form in the accounts payable menu, leaving it in simple mode to enter the purchase order including header and line. Which quantity and which price display as default, where do they come from? Switch to the advanced mode for displaying the purchase order form and select all orders referring to your vendor. How many appropriate orders are available? In order to register a purchase order, you may insert a new record pushing the shortcut key Ctrl+N or the icon in the form Accounts payable> Purchase Order Details. When inserting the new header record, Dynamics AX will show the Create purchase order form where you want to choose a vendor. As an alternative to access the create order form, you may also push the button New/Purchase Order in the activity pane of the list page Purchase Orders. In the create order form, Dynamics AX automatically shows the vendor lookup. If you want to find a vendor by the vendor name as shown in Figure 3.15, you may switch to the column Name pushing the Tab key in the lookup and open the Find dialog box by pushing the shortcut key Ctrl+F. Alternatively, you may access the filter by field dialog by pushing the right mouse-button. 32

39 3.4 Purchase Orders Fig. 3.15: Finding a vendor in the lookup when inserting a purchase order After selecting your vendor, you may close the create order form pushing the button OK. Fig. 3.16: Inserting an order line in the purchase order form (simple mode) 33

40 3 Purchasing In the purchase order form, you want to switch to the lines part where you enter a new record selecting your item as shown in Figure The default for the order quantity derives from the Standard order quantity in the default order settings of the item. The Unit price in the order line derives from the trade agreement for the purchase price entered in exercise 3.5. Pushing the button Advanced in the purchase order form, you may switch to the advanced mode. Applying a filter on the column Vendor account with your vendor number, you may see three orders for your vendor: The order of the current exercise The order of exercise 3.7, transferred from a RFQ reply The order of exercise 3.6, transferred from a planned order 3.9 Printed Order Post and print the purchase orders that you have created in the last two exercises. For the purchase order of exercise 3.8, you should print to a PDF file, for the purchase order of exercise 3.7 you should display a print preview. Then change the quantity in the order of exercise 3.8 to 120 units. Are the original data of the printed order still available to reprint it? You may start printing the purchase order of exercise 3.8 directly in the purchase order form pushing the button Posting/Purchase order. In the posting form, you want to select the checkboxes Posting and Print purchase order and to choose All for the field Quantity. Pushing the button Printer setup/requisition, you may select a File in the File format PDF or PDF embed fonts as printing destination. Next, you may start the printout by pushing the button OK in the posting form. When printing the purchase order 3.7 to a print preview, you want to select the printing destination Screen instead of File. In order to change the quantity in the purchase order 3.8 after printing it, you may access the column Quantity in the purchase order line and modify the order quantity to 120 units. If you want to see the original printed order later, you may show it unchanged pushing the button Inquiries/Purchase order in the purchase order form. Pushing the button Preview/Print in the purchase order inquiry, you may reprint the original order. 34

41 3.5 Item Receipt Fig. 3.17: Posting form to print the purchase order 3.5 Item Receipt 3.10 Packing Slip Receipt Your vendor ships the goods ordered in exercise 3.8 with packing slip PS01. Before posting the receipt, check following items in the purchase order: Order status and document status Inventory quantity of the ordered item (button Inventory/On-hand) Inventory transaction related to the order line (button Inventory/Transactions) Post a packing slip for the complete quantity ordered (120 units after exercise 3.9) referring to the vendor packing slip number mentioned above. You may do the posting directly out of the purchase order form. Now review the status of the items on the checklist above again. What is different after packing slip posting? After printing the purchase order in exercise 3.4, the status fields displayed on the tab General of the purchase order form show Open order in the order status (field Status) and Purchase order in the field Docu- 35

42 3 Purchasing ment status. The inquiry of inventory quantity and inventory transaction pushing the button Inventory/On-hand and Inventory/Transactions in the purchase order line shows following results: Since you did not post any transaction up to now, the inventory on hand of your item is zero The inventory transactions show a line with the ordered quantity in the receipt status Ordered. The date fields Physical date and Financial date in the transaction are empty. You may post the packing slip receipt directly in the purchase order pushing the button Posting/Packing slip. Selecting All in the field Quantity of the posting form, you may post the receipt of the total quantity, which is 120 units according to the change of the ordered quantity in exercise 3.9. Before finally posting the transaction by pushing the button OK in the posting form, you want to enter the packing slip number of the printed vendor document in the column Packing slip of the posting form. Fig. 3.18: Posting form when posting the packing slip receipt After posting the packing slip receipt, the requested inquiries show following results: 36

43 3.5 Item Receipt Order status Received ; Document status Packing slip Inventory on-hand: Received quantity Inventory transaction receipt status Received ; Physical date according to packing slip posting; Financial date empty 3.11 Partial Delivery You want to order your item from your vendor another time. Enter a purchase order for 80 units. Printing the purchase order is not required this time. You may immediately post the packing slip PS02 for a partial delivery of 50 units. Then post the packing slip of a second partial delivery containing 10 units. Do you know how to show the remaining quantity? Check the order status, inventory quantity and inventory transactions like in exercise What is different in comparison to exercise 3.10? You may record the purchase order similar to exercise 3.8. In order to post a partial quantity, you may enter the quantity of the transaction in the column Receive now on the tab Quantity of the purchase order line. In the posting form for packing slip receipt, you may select Receive in the lookup field Quantity then. Alternatively, you may post a partial receipt without entering a Receive now quantity in the purchase order line. Fig. 3.19: Posting form when entering a partial packing slip receipt 37

44 3 Purchasing In this case, you want to select All in the lookup field Quantity of the posting form and to change the update quantity on the tab Lines as shown in Figure After posting the first and the second partial packing slip receipt, the remaining quantity shows in the column Deliver remainder on the tab Quantity of the purchase order line. Unlike the order in exercise 3.10, the purchase order in this exercise still shows Open order in the field Status after posting the packing slip receipt. The field Document status shows Packing slip after posting the packing slip receipt like in exercise 3.10, however. The inventory quantity adds the received quantity. Because of the partial receipt transactions, the inventory transaction inquiry displays three lines linked to the purchase order line: One line with 50 units for the first receipt and one line with 10 units for the second receipt (both showing the receipt status Received ) as well as one line with the remaining 20 units showing the receipt status Ordered Packing Slip Inquiry You want to see the packing slip of exercise Therefore, open the packing slip inquiry out of the purchase order concerned. In a second step, open the packing slip inquiry choosing the appropriate form in the accounts payable menu. Check packing slip header and lines and try to find out, if there are related ledger transactions. In order to display the posted packing slip directly out of the purchase order form, you may push the button Inquiries/Packing slip in the purchase order header after selecting the appropriate order. In the packing slip inquiry, you may show the packing slip lines when switching to the tab Lines. Pushing the button Voucher on the tab Overview of the packing slip inquiry, you may access related ledger transactions as shown in Figure If you want to access posted packing slip receipts in the accounts payable menu, you need to choose the form Accounts payable> Inquiries> Journals> Packing slip. In the packing slip inquiry, you may select the requested packing slip by applying a filter as an example on the vendor number (Invoice account) or on the purchase order number. 38

45 3.6 Invoice Receipt Fig. 3.20: Packing slip inquiry and referring ledger transactions 3.6 Invoice Receipt 3.13 Invoice Receipt Your vendor sends the invoice VI01 to you, which concerns the goods received in exercise Before posting the invoice, check following items: Order status and document status of the purchase order Inventory transaction related to the order line (button Inventory/Transactions) Post the invoice for the quantity received. You may do the posting directly out of the purchase order form, checking the invoice total in the posting form before posting. Now review the status of the items on the checklist above again. What is different after invoice posting? Since you did not do any changes to the purchase order after finishing exercise 3.10, the order status still is Received and the document status Packing slip. The inventory transaction still shows the receipt status Received, the Physical date complies with the packing slip and the Financial date is empty. 39

46 3 Purchasing Pushing the button Posting/Invoice, you may post the invoice receipt directly out of the purchase order form. On the posting form, you may leave Packing slip in the field Quantity to post the invoice for the quantity received. In the column Invoice, you want to enter the invoice number printed on the vendor invoice. The button Totals in the posting form is available to check the invoice total as shown in Figure 3.21 before posting the transaction. Fig. 3.21: Displaying invoice totals in the posting form After closing the form Totals, you may post the invoice pushing the button OK in the posting form. When you are finished with posting the invoice receipt, the inquiries show following results: Order status Invoiced ; Document status Invoice Inventory transaction receipt status Purchased ; Physical date according to packing slip posting; Financial date according to invoice posting 40

47 3.6 Invoice Receipt 3.14 Partial Invoice Now your vendor sends the invoice VI02 to you, which applies to the goods received with packing slip PS02 in exercise Post the invoice directly out of the purchase order form, making sure that the invoice posting only contains the items received with packing slip PS02. After selecting the purchase order of exercise 3.11 in the purchase order form, you may check the quantity of packing slip PS02 in the packing slip inquiry (tab Lines) as shown in exercise In order to post the invoice, you may push the button Posting/Invoice in the purchase order header. When selecting Packing slip in the lookup field Quantity of the posting form, the posting form defaults the total received quantity for invoice posting. In order to limit the invoice to certain packing slips, you may push the button Select packing slip in the posting form. In the packing slip selection form, you may put a checkmark in the column Include for the packing slip PS02 only as shown in Figure Fig. 3.22: Selecting the packing slip for invoice posting After closing the packing slip selection form by pushing the button OK, you may see the selected packing slip in the column Packing slip of the posting form. Before finally posting the invoice by pushing the button OK 41

48 3 Purchasing in the posting form, you need to enter the vendor invoice number in the column Invoice Invoice Inquiry You want to see the invoice of exercise Therefore, open the invoice inquiry for the order concerned in the purchase order form. As an alternative, choose the appropriate menu path as well. Check the invoice header and lines as well as the related ledger transactions. In exercise 3.3, you were looking for the summary account for your vendor. Can you find the ledger transaction for this account? Finally, open the transaction origin form and check, to which modules your invoice has been posting. You may access the invoice inquiry directly out of the purchase order form by pushing the button Inquiries/Invoice after selecting the appropriate purchase order header. In order to access the posted invoice receipt in the accounts payable menu, you need to choose the form Accounts payable> Inquiries> Journals> Invoice applying an appropriate filter to select the requested invoice. Like the packing slip inquiry, the invoice inquiry consists of a tab Overview, which shows invoice header data, and a tab Lines, which shows the lines of the invoice selected on the tab Overview. Pushing the button Voucher on the tab Overview of the invoice inquiry, you may access related ledger transactions as shown in Figure Fig. 3.23: Ledger transactions referring to the selected purchase invoice 42

49 3.7 Credit Notes and Item Returns In the voucher transactions displayed in Figure 3.23, the requested transaction to the vendor summary account (account in the sample company) shows in the first line. Pushing the button Origin, you may access the transaction origin that shows vendor transactions and inventory transactions in addition to the ledger transactions. 3.7 Credit Notes and Item Returns 3.16 Credit Note The goods received in exercise 3.10 show serious defects. You agree to return them to your vendor receiving the credit note VC01. The vendor will not send a replacement. Which ways do you know to register the credit note? You decide to register the credit note in the original order line. Enter the data required and post the credit note. Which status does the order show after posting the credit note? In case you do not expect an item replacement, you may find following options to register a credit note referring to a purchase order: Registering a negative receipt in the original purchase order line Registering a negative receipt in a new purchase order line Registering a negative receipt in a new purchase order (purchase type Purchase order or Returned order ) If the purchase order is already invoiced completely, it is not possible to post a credit note in the original purchase order if the accounts payable parameter Safety level of invoiced orders is set to Locked. If parameter settings allow updating invoiced purchased orders, you may enter the credited quantity with a negative sign in the column Receive now on the tab Quantity of the original purchase order line as shown in Figure Depending on the parameter settings, you need to confirm the update of an invoiced purchase order. In order to post the credit note, you want to push the button Posting/Invoice in the purchase order then. 43

50 3 Purchasing Fig. 3.24: Registering the credit note in the original purchase order line In the invoice posting form, you want to choose Receive now in the lookup field Quantity. Since you do not expect an item replacement from your vendor, you should make sure the checkbox Credit remaining quantity on the tab Other of the posting form is cleared. After inserting the credit note number in the column Invoice of the posting form, you may post the credit note pushing the button OK. Since you credit the complete quantity and do not expect a replacement, the status of the purchase order is Canceled after posting the credit note. 44

51 4.2 Customer Management 4 Sales and Distribution 4.2 Customer Management 4.1 Customer Record A new domestic customer wants to order your items. Insert a new record for this customer containing a name (starting with our user ID), a primary address and an appropriate customer and sales tax group. In addition, the terms of payment and the cash discount entered in exercise 3.1 apply. Deliveries to that customer should go to a different address. Therefore, enter a domestic delivery address of your choice, which should be the default for orders of this customer. In order to register a new customer, you need to insert a record in the form Accounts receivable> Customer Details. The customer number automatically derives from the number sequence, if the number sequence does not specify manual numbering. In the column Address book type, you may leave the default Organization. After entering the customer name in the column Name, you need to select the appropriate group for domestic customers in the column Group ( DO in the sample company). On the tab Setup, you want to select the appropriate sales tax group for domestic customers, if it does not default from the customer group. On the tab Addresses, you want to enter the primary address of your customer in a new line selecting the checkboxes Public and Primary. Fig.4.1: Registering the alternative delivery address in the customer form 45

52 4 Sales and Distribution In order to register the alternative delivery address, you may insert a second line on the tab Addresses of the customer form as shown in Figure 4.1. For the default delivery address, you want to select the Address type Delivery. As an alternative for managing customer addresses on the tab Addresses, you may choose the button Setup/Address. Payment terms and cash discount, for which you want to enter the terms recorded in exercise 3.1, are available on the tab Payment. 4.2 Ledger Integration You want to find out about ledger integration. To which summary account in the general ledger will an invoice for your new customer post? Like for vendors, the summary account for customers depends on the posting profile. On the tab Ledger and sales tax in the accounts receivable parameters (Accounts receivable> Setup> Parameters) you may find the standard posting profile for customer transactions. You may access this posting profile in the form Accounts receivable> Setup> Posting profiles, and check the summary accounts on the tab Setup. As shown in Figure 4.2, invoices to customers linked to the group DO will post to the ledger account in the sample company. Fig. 4.2: Specifying the customer summary account in the posting profile 46

53 4.3 Item Management 4.3 Item Management 4.3 Price List Your company requires an additional price list to cover new sales markets. Insert a new customer price group P-## (## = your user ID) for that price list and attach it to your customer of exercise 4.1. The new price list should show a price of GBP for the item of exercise 3.4. Record a line for this price accordingly. In order to register a new price list, you want to access the form Accounts receivable> Setup> Price/Discount> Customer price/discount groups. In the price/discount group form, you need to make sure to select Price group in the lookup field Show then before inserting a new line to register an additional price list. Making sure the line with your new price group is selected, you may push the button Trade agreements/sales price to access the sales price form. In the sales price form, you may insert a new line choosing your item number and the requested price as shown in Figure 4.3. Fig. 4.3: Registering the sales price referring to the new price list 47

54 4 Sales and Distribution In order to link your customer to the new price list, you may access the customer form (Accounts receivable> Customer Details) and switch to the tab Sales order after selecting your customer. In the lookup field Price group, you may choose your new price group then. 4.4 Line Discount You agree with your customer of exercise 4.1 to grant a line discount of 10 percent for all items. Enter a trade agreement for that discount, which only applies to your customer. Make sure to enter a percentage, not a discount amount. Which setting is required to make use of this discount in sales order lines? In order to register a line discount for all items only applying to your customer, you may select your customer in the customer form and push the button Trade agrmt./line discount. The line discount form then automatically applies a filter with your customer in the lookup Account code. Selecting All for the Item code in a new line, you may insert the requested line discount as shown in Figure 4.4. Fig. 4.4: Inserting the line discount for a specific customer For specifying a discount percentage, you need to select the percentage field in the lower part of the form. The column Discount in the line itself is here to enter a discount amount. 48

55 As a prerequisite to apply the discount in sales orders, the price/discount activation settings (Accounts receivable> Setup> Price/Discount> Activate price/discount) need to include a checkmark in the checkbox for the combination Customer / All items on the tab Line discount. 4.4 Sales Orders 4.4 Sales Orders 4.5 Sales Order The customer that you have entered in exercise 4.1 orders 20 units of the item, which you have entered in exercise 3.4. Open the Sales Order Details form in the accounts receivable menu, leaving it in simple mode. Enter the required sales order including the header and a line then. Which quantity and which price display as default, where do they come from? Switch to the advanced mode of the sales order form and check the delivery address and the price group of your order. In order to register a sales order, you may insert a new record pushing the shortcut key Ctrl+N or the icon in the form Accounts receivable> Sales Order Details. When inserting the new header record, Dynamics AX will show the Create sales order form where you want to choose your customer. As an alternative access to the create order form, you may also push the button New/Sales Order in the activity pane of the list page Sales Orders. Since your customer includes an alternative delivery address, Dynamics AX will default that address to the delivery address of the order. After closing the create order form by pushing the button OK, you want to switch to the order lines. Inserting a new order line, you want to select your item number. The default for the quantity in the sales order line derives from the default order settings of the item record. The sales price in the order line is the sales price of the price group linked to the customer in exercise 4.3. The line discount percentage derives from the trade agreement for the customer entered in exercise 4.4. Since the requested quantity is lower than the minimum order quantity specified in the default order settings of the item, Dynamics AX shows a dialog box with warning message to apply the minimum quantity as shown in Figure 4.5. You want to order the requested quantity, however, and therefore close this dialog box pushing the button No. 49

56 4 Sales and Distribution Fig. 4.5: Entering an item line in the sales order form (simple mode) After switching to the advanced mode of the sales order form by pushing the button Advanced, you may show the applicable price group on the tab Price/Discount of the order header. The delivery address is available on the tab Address. 4.6 Miscellaneous Charges New circumstances require invoicing a handling fee to your customers. Enter a miscellaneous charges code C-## (## = your user ID), selecting the posting type Customer revenue and an appropriate revenue account for the credit posting. Now you need to charge the new handling fee, entering a miscellaneous charge of pounds in the sales order header of exercise 4.5. You may access the codes for miscellaneous charges in the form Accounts receivable> Setup> Misc. charges> Misc. charges codes. After registering the code, description and applicable sales tax group on the tab Overview, you want to switch to the tab Posting where you need to enter applicable ledger posting settings as shown in Figure

57 4.4 Sales Orders Fig. 4.6: Registering settings for ledger posting in the new sales charges code When accessing the sales order form (Accounts receivable> Sales Order Details) then, you may choose this charges code pushing the button Setup/Misc. charges after selecting your order. In order to enter a fixed amount, you want to select the Category Fixed as shown in Figure 4.7. Fig. 4.7: Inserting a fixed charge in a sales order 4.7 Order Confirmation Post and print the order confirmation for your order, selecting to display a print preview. Can you tell which amount shows in the order line and where the confirmation prints miscellaneous charges? 51

58 4 Sales and Distribution Pushing the button Posting/Confirmation, you may print the order confirmation directly out of the sales order form. In the posting form, you want to select the checkboxes Posting and Print confirmation and to choose All in the lookup field Quantity. Pushing the button Printer setup in the posting form, you may select the printing destination. The lines in the printed order confirmation show item quantity, price and discount. The miscellaneous charges entered in exercise 4.6 display in the footer part of the order confirmation. 4.5 Distribution 4.8 Packing Slip You need to find out, which order lines are available for shipping. The inquiry should not be limited to your orders; it should also include other orders available in your company. Which possibilities do you know? You want to ship the items ordered in exercise 4.5 posting a packing slip. Before posting, check following items in the sales order: Order status and document status Inventory quantity of the ordered item (button Inventory/On-hand) Inventory transaction related to the order line (button Inventory/Transactions) Post and print a packing slip for the complete order quantity directly out of the sales order form, selecting a print preview as printing destination. Now review the status of the items on the checklist above again. What is different after packing slip posting? In order to show order lines which are to be shipped until a certain date, you may select several inquiries and reports in Dynamics AX. An example for such a report is available in the menu item Accounts receivable> Reports> Status> Open sales order lines by ship date. Following menu items include examples for applicable inquiries: Accounts receivable> Backorder Lines (list page) Accounts receivable > Inquiries> Order status> Open sales order lines Accounts receivable > Inquiries> Order status> Backorder Lines Details Inventory management> Periodic> Release sales order picking Whereas the three inquiries named first are only applicable for displaying data, the release picking form additionally allows to post picking lists. 52

59 In order to check your sales order of exercise 4.5, you may access the sales order form (Accounts receivable> Sales Order Details). On the tab General in the order header, the status of your order shows Open order. The document status is Confirmation after posting the order confirmation in exercise 4.7. The inquiries of inventory quantity and inventory transaction, which display when pushing the button Inventory/On-hand or Inventory/ Transactions in the sales order line, show following results: The physical inventory is 60 units as a total of the packing slips PS02 and PS03 posted in exercise 3.11 (The packing slip PS01 of exercise 3.10 has been reversed in exercise 3.16). The inventory transactions show a line with the ordered quantity in the issue status On order. The date fields Physical date and Financial date in the transaction are empty. You may post the packing slip directly in the sales order pushing the button Posting/Packing slip. Selecting All in the field Quantity of the posting form applies to a packing slip for the total order quantity. In order to post and print the packing slip, you need to select the checkboxes Posting and Print packing slip before finally posting the transaction by pushing the button OK in the posting form. 4.5 Distribution Fig. 4.8: Posting form when posting a packing slip in sales 53

60 4 Sales and Distribution After posting the packing slip, the requested inquiries show following results: Order status Delivered ; Document status Packing slip Inventory on-hand: 40 units (quantity before posting minus shipped quantity) Inventory transaction issue status Deducted ; Physical date according to packing slip posting; Financial date empty Note: If the checkbox Picking requirements is selected in the Inventory model group of your item, you need to post a picking list before packing slip posting. 4.9 Picking List Your customer of exercise 4.1 orders another 20 units of the item entered in exercise 3.4. Register an appropriate sales order. Warehouse this time requires a picking list. Therefore, you want to post a picking list containing 10 units of the ordered item. Leaving aside consolidated picking, can you tell which setting controls if you need to do picking list registration? If required, update the picking list registration. Then post the packing slip for the picked items. You may record the sales order similar to exercise 4.5. In order to post a partial quantity, you may enter the transaction quantity of 10 units in the column Deliver now on the tab Quantity of the sales order line. If you want to post a picking list directly out of the sales order form, you may push the button Posting/Picking list. In the posting form, you may select Deliver now in the lookup field Quantity then to apply the partial shipping quantity entered in the order line. After selecting the checkboxes Posting and Print picking list as shown in Figure 4.9, you may push the button OK in the posting form to post and print the picking list. Since the accounts receivable parameter Picking route status (Accounts receivable> Setup> Parameters, tab Updates) is set to Completed in the sample company, you do not need to post a picking list registration to finish picking before packing slip posting. 54

61 4.5 Distribution Fig. 4.9: Posting the picking list In order to post a packing slip for the picked item, you may push the button Posting/Packing slip in the sales order form. In the posting form for the packing slip, you want to select Picked in the lookup field Quantity to choose the picked quantity for posting. After selecting the checkboxes Posting and Print packing slip, you may push the button OK to post and print the packing slip finally Packing Slip Inquiry You want to see the packing slip of exercise 4.9. Therefore, open the packing slip inquiry out of the sales order concerned. In a second step, open the packing slip inquiry choosing the appropriate menu path. Check packing slip header and lines and try to find out, if there are related ledger transactions. In order to display the posted packing slip directly out of the sales order form, you may push the button Inquiries/Packing slip in the sales order header. In the packing slip inquiry, you may show the packing slip lines 55

62 4 Sales and Distribution when switching to the tab Lines. Pushing the button Voucher on the tab Overview of the packing slip inquiry, you may access related ledger transactions. Fig. 4.10: Packing slip inquiry when applying a filter by grid If you want to access posted packing slips in the accounts receivable menu, you need to choose the form Accounts receivable> Inquiries> Journals> Packing slip. In the packing slip inquiry, you may select the requested packing slip by applying a filter as shown in Figure Invoicing 4.11 Invoice You want to invoice the items shipped in exercise 4.8. Before posting the invoice, check following items: Order status and document status of the sales order Inventory transaction related to the order line (button Inventory/Transactions) Post and print the invoice directly out of the sales order form, checking the invoice total in the posting form before posting. Now review the status of the items on the checklist above again. What is different after invoice posting? Since you did not do any changes to the sales order after finishing exercise 4.8, the order status still is Delivered and the document status Packing 56

63 4.6 Invoicing slip. The inventory transaction still shows the issue status Deducted, the Physical date complies to the packing slip and the Financial date is empty. Pushing the button Posting/Invoice, you may post the invoice directly out of the sales order form. On the posting form, you may leave Packing slip in the field Quantity to post the invoice for the delivered quantity. The button Totals in the posting form is available to check the invoice total as shown in Figure 4.11 before posting the transaction. Fig. 4.11: Showing totals before posting a sales invoice After closing the form Totals, you need to select the checkboxes Posting and Print invoice in order to post and print the invoice when pushing the button OK in the posting form. When you are finished with posting the invoice, the inquiries show following results: 57

64 4 Sales and Distribution Order status Invoiced ; Document status Invoice Inventory transaction issue status Sold ; Physical date according to packing slip posting; Financial date according to invoice posting 4.12 Partial Invoice You want to invoice the items picked and shipped in exercise 4.9. Post and print the invoice directly out of the sales order form, making sure to invoice only shipped items. After selecting the sales order of exercise 4.9 in the sales order form, you may check the delivered quantity of 10 units on the tab Quantity of the order lines and on the tab Lines of the packing slip inquiry (button Inquiries/Packing slip). In order to post the invoice, you may push the button Posting/Invoice in the sales order header. When selecting Packing slip in the lookup field Quantity of the posting form, the posting form defaults the total quantity of all shipments not yet invoiced to the invoicing quantity. Fig. 4.12: The invoice posting form when invoicing a partial shipment 58

65 4.6 Invoicing You may check the invoicing quantity in the column Update (tab Lines) on the posting form. If you want to select specific packing slips for invoicing in case of several partial shipments referring to an order, you may push the button Select packing slip in the posting form. If required, you may change the update quantity in the posting form after selecting All instead of Packing slip in the lookup field Quantity. Making sure the checkboxes Posting and Print invoice are selected, you may finally post the invoice pushing the button OK in the posting form Shipping with Invoice Your customer of exercise 4.1 orders another unit of the item entered in exercise 3.4. This time you do not post a packing slip, you want to ship the item with the invoice. Enter an appropriate sales order and immediately post the invoice. After posting the invoice, review the order status, the document status and the inventory transaction. You may record the sales order similar to exercise 4.5 or 4.9. Since the default order settings of your item include a minimum quantity of 40 units as wells as a lot size (Multiple quantity) of 20 units, you need to push the button No rejecting the proposals in the dialog boxes for the minimum and the multiple quantity in order to sell a quantity of one unit. Fig. 4.13: Rejecting the multiple quantity proposal (button No ) 59

66 4 Sales and Distribution Since you do not require an order confirmation or a packing slip this time, you may post the invoice by pushing the button Posting/Invoice immediately after entering the order. In the posting form, you want to select All in the lookup field Quantity. After posting the invoice, the inquiries show following results: Order status Invoiced ; Document status Invoice Inventory transaction issue status Sold ; Physical date and Financial date according to invoice posting 4.14 Invoice Inquiry You want to see the invoice posted in exercise Therefore, open the invoice inquiry and check the invoice header and lines as well as the related ledger transactions. In exercise 4.2, you were looking for the summary account for your customer. Can you find the ledger transaction for this account? Finally, open the transaction origin form and check, to which modules your invoice has been posting. You may access the invoice inquiry directly out of the sales order form by pushing the button Inquiries/Invoice. In order to access the posted invoice in the accounts receivable menu, you need to choose the form Accounts receivable> Inquiries> Journals> Invoice applying an appropriate filter to select the requested invoice. Like the packing slip inquiry, the invoice inquiry consists of a tab Overview, which shows invoice header data, and a tab Lines, which shows the lines of the invoice header selected on the tab Overview. Pushing the button Voucher on the tab Overview of the invoice inquiry, you may access related ledger transactions. In the voucher transactions, you may see the requested transaction to the customer summary account (account in the sample company) as shown in the highlighted line of Figure Pushing the button Origin, you may access the transaction origin that shows customer transactions and inventory transactions in addition to the ledger transactions. 60

67 4.6 Invoicing Fig. 4.14: Ledger transactions referring to the selected sales invoice 4.15 Free Text Invoice You want to invoice specific services, for which no item record is available, to your customer of exercise 4.1. Enter a free text invoice choosing an appropriate revenue account and post the invoice. What is the difference between a free text invoice and an invoice related to a sales order? You may access free text invoices choosing the form Accounts receivable> Free Text Invoice Details or the list page Accounts receivable> Free Text Invoices. When inserting an invoice header on the tab Overview of the free text invoice form, you need to select your customer account number before you may switch to the tab Invoice lines. In the invoice lines, you want to select an appropriate ledger account before entering the line amount as shown in Figure In order to post the invoice, you may push the button Posting/Free text invoice. Similar to posting a sales order invoice, you want to select the checkboxes Posting and Print invoice in the posting form to post and print the invoice. Unlike a sales order invoice, a free text invoice does not refer to an item record. 61

68 4 Sales and Distribution Fig. 4.15: Recording the free text invoice line 4.16 Credit Note Your customer complains defects on the items invoiced in exercise You agree to an item return before crediting the invoice. Enter an appropriate return order and post the item receipt applying a suitable disposition code. After posting the packing slip return, you want to post and print the credit note. You may access item returns choosing the form Accounts receivable> Return Order Details or the list page Accounts receivable> Return Orders. After inserting a return order header selecting your customer number, you may choose the button Functions/Find sales order to select your order line from exercise 4.11 as shown in Figure When pushing the button OK in the find order form, Dynamics AX transfers the order line to the return order. After closing the return order form, you may access the item arrival journal (Inventory management> Journals> Item arrival> Item arrival) where you insert a new journal header selecting a journal name on the tab Overview. Then you may switch to the tab Default values in the journal header, where you want to choose the Reference Sales order and the RMA number of the return order entered in the return order form before (see Figure 4.17). In addition, you may select the Disposition code to default the journal lines. In the sample company, RL is the appropriate code for return shipments. 62

69 4.6 Invoicing Fig. 4.16: Selecting the sales order line for the return order Pushing the button Functions/Create lines in the journal header then, you may generate an arrival journal line according to your return order line. In the dialog box for creating journal lines, you may select the checkbox Initialize quantity to default the quantity column in the journal lines. Pushing the button Post in the item arrival journal, you may post the item arrival referring to your return order. 63

70 4 Sales and Distribution Fig. 4.17: Registering the return order reference in the item arrival journal Selecting your return order in the return order form, you may post the packing slip receipt by pushing the button Functions/Packing slip then. In order to post the credit note, you want to access the regular sales order form (Accounts receivable> Sales Order Details) and select your return order. The required sales order number of your return order is available on the tab General of the return order form, but you may as well see the RMA number on the tab References of the sales order form. Pushing the button Posting/Invoice in the sales order form, you may post the credit note referring to the packing slip quantity posted in the return order before. 4.7 Direct Delivery 4.17 Direct Delivery Your customer orders 100 units of the item entered in exercise 3.4. In order to avoid stocking that large quantity in your warehouse, you want to process a direct delivery. Enter an appropriate sales order and choose the option Create direct delivery to generate a purchase order for you vendor of exercise

71 Your vendor then confirms shipping the item with packing slip PS04. You want to post the packing slip receipt in the purchase order. In the next step, check the status of the sales order, then post and print the sales invoice. After receiving the purchase invoice VI002, you post the invoice receipt. 4.7 Direct Delivery You may record the sales order in the form Accounts receivable> Sales Order Details similar to the previous exercises. You should select a separate site or warehouse ( HQ / 90 in the sample company), however, to split direct deliveries from regular transactions in the warehouse. In the area General on the create order form, you may find the appropriate fields Site and Warehouse. In order to create the purchase order for direct delivery, you may push the button Functions/Create direct delivery. In the create direct delivery form, which then displays as shown in Figure 4.18, you need to select the checkbox Include (in the lines) or the checkbox Include all (header part) in order to specify the lines to be purchased. You may override the vendor number defaulting from the item record as well as the purchase price before finally generating the purchase order by pushing the button OK. Fig. 4.18: Creating the direct delivery out of the sales order 65

72 4 Sales and Distribution The reference between the purchase order and the sales order is available on the tab References of both header records and on the tab Other of the order lines. You may post and print the sales order confirmation as well as the purchase order similar to the proceeding in previous exercises. When posting the packing slip receipt by pushing the button Posting/Packing slip in the purchase order, a direct delivery automatically posts the sales packing slip in parallel. In order to print the sales packing slip, you may select the checkbox Print sales documents in the posting form of the purchase packing slip receipt. After posting the packing slip receipt, the status of purchase order is Received and the status of the sales order is Delivered. Next, you may post the sales invoice and the purchase invoice independent from each other. 66

73 5.2 Items and Bills of Materials 5 Manufacturing 5.2 Items and Bills of Materials 5.1 Components Your company wants to produce a new finished item, which consists of two components. You want to enter these components in Dynamics AX, registering an item with the item number I-##-C1 and the item name ##- Component 1 (## = your user ID) as well as an item with the item number I-##-C2 and the item name ##-Component 2. In case the number sequence for the item number is automatic, leave the automatic number. Select an appropriate item group (raw material/parts) and an inventory dimension group, which only contains site and warehouse as active dimensions, for the components then. The inventory model group should be a group referring to the inventory model FIFO. Enter the main site for purchasing and inventory in the default order settings. In the site-specific order settings, select the main warehouse for purchasing and inventory. On the tab References in the item form of both items, choose the flushing principle Manual and an item sales tax group referring to the standard tax rate for purchasing. In addition, select your vendor of exercise 3.2 to be the main vendor for the items. The unit of measure for the items is Pieces, the base purchase price and the base cost price is GBP You may register both new items the same way in the form Inventory management> Item details. When inserting a new record, you need to enter the Item number (if no automatic number sequence applies) and the Item name. The Item group for components is RM in the sample company. In the item type, you may leave the default type Item since the components do not include a secondary bill of materials. On the tab General, you may select the inventory model group FIFO and the dimension group WH in the sample company. On the tab References, you want to select the item sales tax group STD in the field group Purchase order. The field group Item coverage includes the field Vendor to specify the main vendor, where you select your vendor of exercise 3.2. The Flushing principle in the field group Production is Manual to apply manual posting of item consumption. On the tab Price/Discount, you may register the base purchase price and the base cost price of GBP in the appropriate columns. 67

74 5 Manufacturing Fig. 5.1: Entering the required components in the item form After pushing the button Setup/Default order settings, you may register the main site HQ of the sample company in the fields Purchase site and Inventory site. After closing the default order settings, you may access the site-specific settings pushing the button Setup/Site specific order settings in the item form. In the site-specific settings, you may insert a line for the main site ( HQ ) containing the main warehouse ( 10 ) in the columns Purchase warehouse and Inventory warehouse. Since the unit of measure Pcs. defaults from the inventory parameters in the sample company, you do not need to enter it separately in the new item records. 5.2 Finished Item For the finished item, enter an item with the item number I-##-F (if no automatic number sequence is assigned) and the item name ##-Finished product (## = your user ID). Select an appropriate item group (finished product) and an inventory dimension group, which only contains site and warehouse as active dimensions. The inventory model group should be a group referring to the inventory model FIFO. Enter the main site for inventory and sales in the default order settings. In the site-specific order settings, select the main warehouse for inventory and sales. 68

75 On the tab References in the item form, choose an item sales tax group with the standard tax rate for sales. The unit of measure for the items is Pieces, the base cost price is GBP and the base sales price GBP 1, Make sure to choose the right item type for the finished product in order to assign a bill of materials. 5.2 Items and Bills of Materials Unlike components, finished items need to refer to the Item type BOM which you need to select when inserting your finished item in the item form. In the sample company, you want to choose the item group FP, the inventory model group FIFO and the dimension group WH then. On the tabs References and Price/Discount as well as in the default order settings and the site-specific order settings as shown in Figure 5.2, you may enter data as specified in the exercise (similar to exercise 5.1). Fig. 5.2: Entering site-specific order settings for the finished item 5.3 Bill of Materials Now that item records for the finished item and its components are available, enter a bill of materials for the finished item of exercise 5.2 choosing the appropriate button in the item form. The BOM applies to the main site and contains two units of the first and one unit of the second item entered in exercise 5.1. The warehouse to pick the components should be the main warehouse. When you are finished entering the components, approve and activate the BOM. 69

76 5 Manufacturing In order to register a bill of materials out of the item form, you may push the button BOM/Lines after selecting your finished item. In the BOM lines form, you may push the button Create BOM to set up a new bill of materials. In the dialog box that shows then, you may enter the item name in the field Description and the main site in the field Site in order to allow entering a default warehouse for consumption in the BOM lines. Fig. 5.3: Registering the required BOM lines After closing the Create BOM dialog box pushing the button OK, you may enter the components in the lower part of the BOM lines form as shown in Figure 5.3. When you are finished with BOM registration, you may approve the bill of materials pushing the button Approve. The approval dialog box defaults you employee ID to be responsible for the approval. After selecting the checkbox Approve bill of materials?, you may finish approval pushing the button OK in the dialog box. Pushing the button Activation in the BOM lines form, you may specify the bill of materials to be the default BOM version for your finished item then. 70

77 5.3 Work Centers and Routes 5.3 Work Centers and Routes 5.4 Setup In order to better understand the function of route groups and cost categories, you want to set them up. Register a route group ## (## = your user ID) for manual posting of working time consumption. Estimation and costing should be based on setup time and run time. In the next step, you want to set up a new cost category ## with an appropriate cost group of your choice and an activated cost price of GBP You may register the new route group in the form Production> Setup> Routes> Route groups. After inserting a new line with group code and name on the tab Overview, you may switch to the tab General where you select the checkboxes Calculate setup time and Calculate run time (field group Estimation and costing). This setting specifies that estimation and costing will calculate setup and run time. In order to specify manual posting of time consumption, you want to make sure all checkboxes in the field group Automatic route consumption are cleared as shown in Figure 5.4. Fig. 5.4: Setting up the new route group The form Production> Setup> Routes> Cost categories is available to record cost categories. After inserting a new line with category ID, name and cost 71

78 5 Manufacturing group (e.g. RAS in the sample company), you may push the button Price to access the cost category price form. In the cost category price form, you want to insert a line containing the cost price per hour as shown in Figure 5.5 before pushing the button Activate to activate the price. Fig. 5.5: Registering the cost price for the new cost category 5.5 Work Center In order to produce the finished product of exercise 5.2, a new work center is required. Enter a new work center group W-## (## = your user ID) referring to the main site and an appropriate production unit. The name of the group is ##-assembly and the type Machine. Choose the regular calendar for the work center calendar. The ledger accounts for the work center may be similar to existing work centers. For the route group and the cost categories, choose the elements entered in exercise 5.4. Pushing the button Work centers you may switch to the work center form, where you want to register the new work center W-##-1. You may leave the defaults from the work center group in the work center record without changes. 72

79 5.3 Work Centers and Routes You may access the form Basic> Work center groups to enter a new work center group. Inserting a new line on the tab Overview including group code and name, you may select the site, the calendar and additionally the production unit as shown in Figure 5.6. Fig. 5.6: Entering the new work center group On the tab Ledger, you may select the ledger account in the sample company for the WIP account and for the other account fields. On the tab Operation, you may register the Route group as well as the Setup category and the Run time category choosing the groups you have entered in exercise 5.4. Pushing the button Work centers you may switch to the work center form. There you want to insert your new work center with work center ID and name as shown in Figure 5.7, leaving the defaults from the work center group on the other fields unchanged. 73

80 5 Manufacturing Fig. 5.7: Registering the work center referring to the new work center group 5.6 Operation In order to produce your product, you need a new operation. Register that operation ## (## = your user ID) with the name ##-processing. In order to register a new operation, you may access the form Production> Setup> Routes> Operations. Fig. 5.8: Registering the new operation 74

81 In the operations form, you want to insert a new record with operation ID and name as shown in Figure Work Centers and Routes 5.7 Route Manufacturing you product also requires a new route. You may enter this route based on the elements set up in previous exercises. After selecting your item of exercise 5.2 in the item form, open the route form pushing the appropriate button. Insert a new route, which contains the operation of exercise 5.6 as the only route operation. The route operation refers to the work center group of exercise 5.5 on the main site. The run time for production is one hour per unit. Finally approve and activate the route. Entering a new route works similar to entering a new bill of materials. After selecting the appropriate item in the form Inventory management> Item details, you want to push the button Route. In the route form, you want to push the button Create route to set up a new route. In the dialog box that shows then, you may enter the item name in the field Description and the main site in the field Site. Fig. 5.9: Registering the new route After closing the Create route dialog box pushing the button OK, you may insert a new route operation in the lower part of the route form selecting 75

82 5 Manufacturing your operation of exercise 5.6, your work center and a run time of 1.00 as shown in Figure 5.9. Defaults for the route group and the cost categories as well as other data in the route operation derive from the work center group. When you are finished registering the route operation, you may approve the route pushing the button Approve. The approval dialog box defaults you employee ID to be responsible for the approval. After selecting the checkbox Approve route?, you may finish approval pushing the button OK in the dialog box. Pushing the button Activation in the route form then, you may specify the route to be the default route version for your finished item. 5.4 Production Orders 5.8 Production Order Your company needs five pieces of the finished item entered in exercise 5.2. Enter an appropriate production order and check the bill of materials and the route in the order. In order to register a production order, you may insert a new record pushing the shortcut key Ctrl+N or the icon in the form Production> Production Order Details. When inserting the new header record, Dynamics AX will show the Create production order form where you want to choose your finished item. Dynamics AX then retrieves the active bill of materials and route of your item. In the field Quantity, you need to update the order quantity to five units as shown in Figure 5.10 according to the exercise. As an alternative to access the create order form, you may also push the button New/Production Order in the activity pane of the list page Production Orders. 76

83 5.4 Production Orders Fig. 5.10: Entering the order quantity in the create production order form Pushing the button OK in the create order form, you finally insert a new production order in the status Created as shown in Figure If you want to edit the bill of materials, you may push the button BOM in the production order form. Editing the route is possible pushing the button Route. Fig. 5.11: The new production order in the production order form 77

84 5 Manufacturing 5.9 Change Status Run an estimation for your production order of exercise 5.8. When the estimation is finished, check the price calculation. In the next step, update the order choosing to run operations scheduling, job scheduling and releasing one after the other. When you start the order then, make sure to print a complete picking list as a print preview. You do not want to post the picking list. Is it possible to apply these settings as a default for all users? After selecting your order in the production order form, you may run an estimation pushing the button Update/Estimation. The cost price calculation based on the cost of component items and work center operations is available pushing the button Inquiries/Price calculation. On the tab Overview Estimation of the calculation form, you may see the cost and sales price calculation for one unit of you finished item as shown in Figure Fig. 5.12: Inquiry of the price estimation You may run operations scheduling, job scheduling and releasing of the production order by pushing the button Update/Operations scheduling, Update/Job scheduling and Update/Release in the production order form. When starting the production order (button Update/Start), you want to select the checkboxes Complete picking list journal and Print picking list on the tab General of the update form as shown in Figure 5.13 to print a complete picking list. Clearing the checkbox Post picking list now will prevent posting the picking list. Since the flushing principle of your BOM items concerned is Manual, the picking list of the production order does not contain a consumption quantity anyway. 78

85 5.5 Production Journal Transactions Pushing the button Print Options in the update form, you may select the print medium Screen to show a print preview. Fig. 5.13: Printing the picking list when starting the production order In order to specify the update settings as a default for all users, you may push the button Default values in the update form. In the default value form, you need to adjust the update settings as required before pushing the button User default. 5.5 Production Journal Transactions 5.10 Purchasing Components In order to process the production order of exercise 5.8, the required components need to be available in inventory. Enter a purchase order, purchasing nine units of the first and five units of the second item of exercise 5.1 from your vendor of exercise 3.2. When you are finished entering the purchase order, post the packing slip receipt and invoice receipt. 79

86 5 Manufacturing You may enter and post a purchase order in the form Accounts payable> Purchase Order Details similar to the exercises of Chapter 3. In this exercise, you want to enter an order header referring to your vendor and two order lines containing your components as shown in Figure Fig. 5.14: Registering the purchase order to supply the components Pushing the button Posting/Packing slip and Posting/Invoice, you may post packing slip and invoice receipt Picking List You may now pick the components required for the production order of exercise 5.8. Enter and post a picking list journal, picking nine units of the first and five units of the second item. Picking should be done from the warehouse to which you have posted the items in exercise After selecting your order in the form Production> Production Order Details, you may push the button Journals/Picking list to access the picking list journals referring to your order. In the picking list journals, you may see the unposted picking list that has been created when starting the order in exercise 5.9. The reason for not posting this journal has been that the 80

87 5.5 Production Journal Transactions checkbox to post the picking list has been cleared in the update form when starting the order. You may select this journal and push the button Lines to switch to the journal lines where you want to enter the picked quantity in the column Consumption as shown in Figure Then you may post the journal pushing the button Post. Fig. 5.15: Registering the consumed quantity in picking list journal lines As an alternative, you may delete the existing journal and create a new journal without a consumption proposal (if entering the journal as a new record) or with a proposal (if creating the journal by pushing the button Picking list/create lines in the journal header) Job Card Choosing a job card, you want to record the working time required to process manufacturing. Enter and post a job card line referring to the production order of exercise 5.8, producing five units in the time between 8:00 AM and 1:30 PM. You do not want to post reporting as finished in parallel. 81

88 5 Manufacturing After selecting your order in the form Production> Production Order Details, you may push the button Journals/Job card to access the job card journals referring to your order. In the job car journals, you want to insert a header record before pushing the button Lines to switch to the job card lines. When inserting a job card line as shown in Figure 5.16, you need to select the job identification before entering the start and end time (or the number of hours) and the quantity produced. Then you may post the journal pushing the button Post. Fig. 5.16: Registering the job card line 5.6 Reporting as Finished and Ending Production 5.13 Ending Production Report the whole quantity for the production order of exercise 5.8 as finished, choosing the button Update in the production order form. On the tab General of the update form, select the checkboxes End job and Accept error. Finally, you may end the production order, locking it for further postings. When ending is done, open the price calculation inquiry to compare estimation and costing. 82

89 5.6 Reporting as Finished and Ending Production In order to post the inventory transaction receiving the finished item on stock, you want to report your production order as finished pushing the button Update/Report as finished in the production order form. On the tab General of the update form, you want to select the checkboxes End job and Accept error to post final reporting as finished for the order. You may then check the inventory transaction pushing the button Inventory/Transactions and the quantity in inventory (five units after receiving the finished item) pushing the button Inventory/On-hand in the production order form. After receiving all finished items, you may close and cost the order pushing the button Update/End in the production order form. Pushing the button Inquiries/Price calculation in the production order form, you may compare estimated and realized costs on the tab Overview Costing of the calculation form. As shown in Figure 5.17, the costing overview compares estimated and actual quantity and value of BOM and route lines including overheads if specified. Fig. 5.17: Price calculation inquiry comparing estimated and actual consumption 83

90 6 Operations Planning 6 Operations Planning 6.2 Forecasting 6.1 Forecast Settings You require a sales forecast for items that you have set up in previous exercises the merchandise item of exercise 3.4 and the finished item of exercise 5.2. Your forecast should be in a scenario separate from other forecasting scenarios. To meet this constraint, you want to insert a new forecast model F-## (## = your user ID) without applying sub-models. In a second step, you want to register a new forecast plan Y-##. You need to assign your forecast model to this forecast plan and to include sales forecasts in the plan. The number sequences required may be the same that you find in existing forecast plans. In order to set up a new forecast model, you want to access the form Inventory management> Setup> Forecast> Forecast models where you insert a line including model code and name as shown in Figure 6.1. Fig. 6.1: Inserting the new forecast model The form to enter the new forecast plan is available choosing the menu item Master planning> Setup> Plans> Forecast plans. In order to link your new forecast plan to your forecast model, you want to select it on the tab General of the forecast plan as shown in Figure

91 6.2 Forecasting Fig. 6.2: Assigning the forecast model to the new forecast plan 6.2 Sales Forecast For the next quarter, you expect your customer of exercise 4.1 to order 200 units of your merchandise item and 100 units of your finished item on the last day of each month. You need to record these figures in a sales forecast, applying your forecast model of exercise 6.1. When you are finished, you want to start forecast scheduling for your forecast plan, checking the results afterwards. One way to access the sales forecast form for items is to push the button Forecasting/Sales in the item form (Inventory management> Item details) after selecting the appropriate item. Selecting your forecast model in a new line of the sales forecast, you want to enter the date of the item requirement, the customer number and the quantity. In order to register a forecast for a quarter, you may either choose an allocation method as shown in Figure 6.3 or manually enter three lines in the upper part of the sales forecast form. 85

92 6 Operations Planning Fig. 6.3: Registering the sales forecast You may run forecast scheduling choosing the menu item Master planning> Periodic> Forecast scheduling then, selecting your forecast plan in the update form. You may check the result of this forecast schedule in the item form as an example, where you want to push the button Inquiries/Gross requirements. Pushing the button Plans in the gross requirements form, you may select your forecast plan. 6.3 Master Planning 6.3 Min./Max. Principle You want to apply a Min./Max. coverage principle to your finished item of exercise 5.2. Select an appropriate coverage group in the item record and enter a minimum quantity of 500 units and a maximum quantity of 1000 units in the item coverage of the item. When you are finished, you should run local master scheduling in the net requirements form and check the result. In the second step, you change the minimum quantity to one unit. After running local master scheduling a second time, can you explain the result? After selecting your finished item in the item form, you want to switch to the tab General selecting the coverage group MAX in the sample company as shown in Figure

93 6.3 Master Planning Fig. 6.4: Selecting the coverage group in the item form Pushing the button Setup/Item coverage in the item form then, you may register the item coverage similar to exercise 3.6. Unlike exercise 3.6, however, this exercise requires not only entering a minimum quantity (500 units) in the column Minimum of the item coverage, but also a maximum quantity of 1000 units in the column Maximum. In the net requirements form, which you may access pushing the button Inquiries/Net requirements in the item form then, you may run local master scheduling for your item pushing the button Update/Master scheduling. Since five units received in exercise 5.12 are available on stock, master scheduling generates a planned production order of 995 units to reach the maximum quantity of 1000 units. If you change the minimum quantity in the item coverage to one unit afterwards, master scheduling will remove the planned order to reach the maximum quantity. The reason is that the actual quantity on hand is not lower than the minimum quantity that triggers generating planned orders. 6.4 Period Principle You want to apply a coverage principle summarizing requirements per period for your finished item of exercise 5.2 now. Choose an appropriate 87

94 6 Operations Planning coverage group in the item record and delete the Min./Max. record in the item coverage. Your customer of exercise 4.1 orders 100 units of the finished item. Enter a sales order for this requirement without posting a packing slip or invoice. You may run local master scheduling in the net requirements form now. Check the results and enter a second order of your customer containing 150 units of the finished item for the same delivery date as the first order. Start local master scheduling a second time and check the result again. After pushing the button Setup/Item coverage in the item form, you want to delete the item coverage record entered in exercise 6.3. In the item from, you may change the coverage group of your item to PER in the sample company then. In order to register the sales order of 100 units, you may access the form Accounts receivable> Sales Order Details like in exercise 4.5 and insert an order as shown in Figure 6.5. Fig. 6.5: Registering the sales order 88

95 In the next step, you may access the net requirements pushing the button Inquiries/Net requirements directly in the sales order line. Pushing the button Update/Master scheduling in the net requirements, you may run local master scheduling generating a planned production order of 95 units based on the settings entered in this exercise. 6.3 Master Planning Fig. 6.6: Planned production order based on the first sales order If you enter the second sales order for your finished item then, containing a delivery date within the same coverage period as the first order, master scheduling in the net requirements form will generate a planned production order covering the requirement of both sales orders (see Figure 6.7). 89

96 6 Operations Planning Fig. 6.7: Planned production order covering both sales orders 90

97 7.2 Item Management 7 Inventory Management 7.2 Item Management 7.1 Dimension Group In order to investigate the functionality of dimension groups, you want to create a new dimension group D-## (## = your user ID). You should set up this dimension group in a way that the dimensions Site, Warehouse and Batch number are required in every transaction. For the warehouse dimension, separate financial inventory valuation should apply. You may register the new dimension group in the form Inventory management> Setup> Dimensions> Dimension groups. After inserting a record with group code and name in the upper pane, you may choose the required dimensions selecting the appropriate checkboxes in the lower panes as shown in Figure 7.1. Fig. 7.1: Specifying the dimension settings of the new dimension group 91

98 7 Inventory Management 7.2 Inventory Model Group In order to prepare the next exercise, you want to enter a new inventory model group X-## (## = your user ID) with FIFO valuation, assigning the inventory model FIFO. The ledger integration for physical and financial inventory should be active. A negative financial inventory is allowed, all other checkboxes remain cleared. Then you should set up a second inventory model group S-## for standard cost valuation, which got the same settings as the first group, except that the inventory model is Standard cost and a negative physical inventory is possible. You may register the new inventory model group in the form Inventory management> Setup> Inventory> Inventory model groups. After inserting a record with group code and name on the tab Overview, you may switch to the tab Setup where you want to make sure the checkboxes Financial negative Inventory, Post physical inventory and Post financial inventory are selected as shown in Figure 7.2. On the tab Inventory model, you want to choose FIFO in the lookup field Inventory model making sure the checkbox Fixed receipt price is cleared. The second inventory model group (standard cost valuation) differs from the first model group by choosing Standard cost in the inventory model and selecting the checkbox Physical negative Inventory. Fig. 7.2: Settings in the inventory model group for FIFO valuation 92

99 7.2 Item Management 7.3 Item Record You want to examine the consequences of the settings in the dimension group and the inventory model group entering a new item I-##-S to show a standard cost price and an item I-##-O to show a FIFO valuation. Therefore, you choose your inventory model group S-## for the item I-##-S and X-## for the item I-##-O. The dimension group for both items is the group you have set up in exercise 7.1. All other settings of the items may be similar to exercise 3.4. In addition, you need to register and activate a standard cost price for the item I-##-S. Enter a standard cost price of GBP for the main site in the item price form. You may register the two items required in the form Inventory management> Item details as described in exercise 3.4, applying appropriate item names to clearly distinguish the items. In order to facilitate data input you may create a user template (see exercise 2.9) based on the item of exercise 3.4 before inserting the new item records. Based on this template, you only need to enter deviating data in following fields: Dimension group (from exercise 7.1) Inventory model group (from exercise 7.2, different according to the individual item) Since a record template does not include data in related forms, you need to register default order settings and site-specific order settings for the two items pushing the appropriate buttons in the item form manually. For the standard cost price item, you need to register the standard cost price additionally. After selecting that item in the item form, you want to push the button Price to access the price form, therefore. On the tab Pending prices of the item price form, you may insert an item price line including price type, version, site and price as shown in Figure 7.3. Pushing the button Activate after saving the price line you may activate the cost price, moving it to the tab Active prices in the item price form. 93

100 7 Inventory Management Fig. 7.3: Registering the standard cost price on the pending prices tab 7.4 Inventory Transactions You want to enter a purchase order referring to your vendor of exercise 3.2, which contains a line of 100 units of the first and 100 units of the second item entered in exercise 7.3. Enter GBP in the purchase price of both order lines. Try to find out, if you may post a packing slip receipt without inserting a batch number. Choosing the option Go to the main table form in the batch number column, you may create the batch number B001 for both items in the batch table. In the purchase order lines, you may insert the batch number afterwards. When you are finished, you may post the packing slip receipt and the invoice receipt for the complete quantity. If you look at the item transactions and the quantity on hand, can you explain the difference of the cost amount and the cost price of the two items? Note: If required, you may show the column for the dimension Batch number in the order lines pushing the button Inventory/Dimensions display. You may enter and post a purchase order in the form Accounts payable> Purchase Order Details similar to the exercises of Chapter 3. In this exercise, you want to enter an order header referring to your vendor and two order 94

101 lines containing your two items of exercise 7.3. Since you want to order the items for a purchase price different from the default of the item record, you need to change the price in the order lines. The dimension group of the ordered items specifies batch numbering. Therefore, Dynamics AX will show an error message if you try to post the packing slip receipt without entering a batch number. Since you did not select an automatic batch number group for your items, you need to enter the new batch number manually. You may do this choosing the function Go to the Main Table Form as shown in Figure 7.4. After inserting the batch number in the batch number table, you may select it in the purchase order line. 7.2 Item Management Fig. 7.4: Entering the batch number for the purchase order lines After posting the invoice, your item referring to FIFO valuation shows an inventory value (financial cost amount) of GBP 6, and a cost price of GBP You may see this in the inventory transaction (button Inventory/Transaction) as well as in the inventory quantity (button Inventory/Onhand). 95

102 7 Inventory Management The item referring to standard cost valuation shows a value of GBP 5, in the transaction and on-hand quantity and a cost price of GBP 50.00, however. This is the standard cost price specified in the item price form in exercise 7.3. The difference between the standard cost amount and the purchase amount displays in the field Adjustment on the tab Update of the inventory transaction as shown in Figure 7.5. It posts to the ledger account for purchase price deviation ( in the sample company). Fig. 7.5: Inventory value adjustment of the standard cost item 7.3 Inventory Valuation 7.5 Purchase Order You want to order 100 units of the first and 100 units of the second item of exercise 7.3 from your vendor of exercise 3.2. Enter an appropriate purchase order choosing the batch number B001 and a purchase price of GBP in both order lines. When you are finished entering the order, you should post the packing slip and invoice receipt for the whole order quantity. In the posting date (packing slip date) on the tab Setup of the posting form, you should enter the day after the posting date of exercise 7.4 (e.g. July 2, if exercise 7.4 has been on July 1). 96

103 After posting the invoice, check the inventory transactions as well as the inventory quantity and value (cost amount) of the two items. 7.3 Inventory Valuation You may register the new purchase order similar to exercise 7.4, this time entering a purchase price of GBP in both order lines. In order to show a chronological order when posting the packing slip and invoice receipt, you should set the posting date (Packing slip date or Posting date on the tab Setup of the posting form) to a day after exercise 7.4, if you do this exercise on the same day as exercise 7.4. After posting the invoice receipt, you want to show the on-hand inquiry pushing the button On-hand in the item form after selecting your FIFO item. As shown in Figure 7.6, the tab On-hand of the on-hand inquiry for your FIFO item displays a financial cost amount (inventory value) of GBP , which is the total purchase amount of exercise 7.4 and 7.5 for the item, and a cost price of GBP 90.00, which is the average of both exercises. Fig. 7.6: On-hand inquiry of the FIFO item after posting the invoice 97

104 7 Inventory Management The cost price of your standard price item still shows GBP in the onhand inquiry, since differences to the standard price are adjusted as shown in previous exercise. 7.6 Sales Order Your customer of exercise 4.1 orders 150 units of the first and 150 units of the second item of exercise 7.3. Enter an appropriate sales order choosing the batch number B001 in both order lines. Then you may post the sales invoice for the whole order quantity. For the invoice date on the tab Setup of the posting form, you should enter the day after the posting date of exercise 7.5 (e.g. July 3, if exercise 7.5 has been on July 2). After posting the invoice, check the inventory transactions as well as the inventory quantity and cost amount of the two items again. You may enter the sales order in the form Accounts receivable> Sales Order Details similar to exercise 4.5. In this exercise, you want to enter an order header, referring to your customer, and two order lines of 150 units as shown in Figure 7.7, referring to the items of exercise 7.3. Fig. 7.7: Registering the required sales order 98

105 In order to show the column Batch number on the tab Lines of the order lines, you may push the button Inventory/Dimensions display selecting the checkbox Batch number there. As an alternative, you may enter the batch number on the tab Dimension in the order lines. In order to show a chronological order when posting the invoice in the next step, you want to set the posting date (Invoice date on the tab Setup of the posting form) to a day after exercise 7.5, if you do this exercise on the same day as exercise 7.5. After posting the invoice, you may select the order line of your standard cost item and push the button Inventory/Transactions to display the inventory transaction. As expected, the column Cost amount of the inventory transaction shows an amount of GBP 7,500.00, which is 150 units multiplied with 50 pounds. Pushing the button Inventory/On-hand, you may see the financial cost amount for the current on-hand inventory of GBP 2,500.00, which is 50 units multiplied with 50 pounds. However, if you look at the inventory transaction of your FIFO item as shown in Figure 7.8, it displays a cost amount of GBP 13, (which is 150 units multiplied with 90 pounds). The cost amount of the inventory transaction therefore refers to an average price valuation. Pushing the button Inventory/On-hand, you may see the financial cost amount for the current on-hand inventory of GBP 4, accordingly, which is the remaining 50 units multiplied with 90 pounds. 7.3 Inventory Valuation Fig. 7.8: Preliminary valuation for the sales transaction of the FIFO item 99

106 7 Inventory Management The final cost amount for items referring to FIFO valuation is not available immediately when posting a transaction, therefore. You need to close or recalculate inventory as shown in the next exercise to get the final cost price. 7.7 Closing Inventory You want to perform a Recalculation in the inventory closing form in order to calculate the correct inventory value of your items according to the valuation method. In the recalculation form, select an appropriate filter to limit calculation to your items and set the recalculation date to the posting date of exercise 7.6 (e.g. July3). Then check the cost price and amount of the inventory transactions and the inventory quantity for the two items. Which changes come from recalculation, can you explain the result? In order to run the inventory recalculation, you may access the menu item Inventory management> Periodic> Closing and adjustment where you push the button Recalculation. In the update form, you want to adjust the date Recalculate inventory up to as specified in this exercise and to set a filter selecting your items of the previous exercise. Fig. 7.9: Recalculation filtering on the requested items Whereas recalculation does not change the inventory value of your standard price item, it does adjust the cost amount of your FIFO item. 100

107 After recalculating the FIFO item transactions, the inventory issue transaction of the sales order calculates according to the FIFO principle: GBP 6, for 100 units of the first purchase order (100 units with a price of 60 pounds) GBP 6, for 50 units of the second purchase order (50 units with a price of 120 pounds) Total cost amount of the inventory issue therefore: GBP ,00 (GBP 6, GBP 6,000.00) As shown in Figure 7.10, the difference of GBP 1, to the preliminary cost amount of GBP 13, (see Figure 7.8) posts as adjustment. The new total cost amount of GBP ,00 for the issue transaction is available in the column Cost amount on the tab Overview. 7.3 Inventory Valuation Fig. 7.10: Adjustment in the issue transaction of the FIFO item The remaining inventory value (financial cost amount) of your FIFO item now is GBP 6,000.00, adding the adjustment amount of GBP 1, to the original amount of GBP 4, (see exercise 7.6). The amount of GBP 6, equals the cost amount of the units of the second purchase order remaining on stock. Pushing the button On-hand in the item form, you may see that the cost price of the FIFO item now is 120 pounds, which is the purchase price of the second order. 101

108 7 Inventory Management 7.4 Business Processes in Inventory 7.8 Journal Transactions In the main warehouse, you find 100 units of the item I-## that you have set up in exercise 3.4. Register and post an appropriate inventory transaction in a profit/loss journal. When accessing the form Inventory management> Journals> Item transaction> Profit/Loss, you may register a journal by inserting a new record or pushing the button Create new. Fig. 7.11: Registering the journal line Switching to the journal lines, you want to enter item number and quantity. Dynamics AX derives defaults for the columns Site, Warehouse and Cost price from the item record. Since your item only includes site and warehouse as active dimensions, you do not need to enter a batch or serial number. When registering an item receipt (quantity with a positive sign), you need to pay attention to the cost price of the transaction. Since there is no separate transaction like an invoice adjusting the price, the cost amount in the journal line specifies the inventory value of the transaction finally. For issue transactions (quantity with a negative sign), Dynamics AX will ad- 102

109 7.4 Business Processes in Inventory just the cost amount according to the valuation principle as shown in previous exercise. Pushing the button Post when finished with registering the journal line, you may post the journal. 7.9 Transfer You want to transfer the quantity received in exercise 7.8 to another warehouse. Register an appropriate inventory transfer journal and post it. After posting, check the inventory transactions as well as the inventory quantity of your item on the selected warehouse. You may record the journal for an item transfer in the form Inventory management> Journals> Item transaction> Transfer similar to the profit/loss journal in exercise 7.8 before. Unlike a profit/loss journal, the lines of a transfer journal include a to-site and to-warehouse in addition to the from-site and warehouse as shown in Figure If other dimensions are applicable for the item, you also need to enter appropriate from- and to-data additionally. In order to transfer the quantity from the from-dimensions to the todimensions, you need to enter a negative sign for the quantity. Fig. 7.12: Registering the item transfer journal line Pushing the button Post when finished with registering the journal line, you may post the journal. After posting the inventory transfer journal, you may check the posted transactions e.g. pushing the button Inventory/Transactions in the transfer journal lines or the button Transactions in the item form. Although entering of the transfer has been in a single line, the posted transactions show two 103

110 7 Inventory Management lines: One for the item issue from the main warehouse and one for the item receipt at your warehouse. In order to check the inventory quantity resulting from your posted transfer, you may push the button Inventory/On-hand in the posted transactions or the button On-hand in the item form Counting You want to perform inventory counting on the main warehouse for the item I-## that you have set up in exercise 3.4. The quantity counted is 51 units. You may create a counting journal line either registering it manually or automatically generating it, filtering on your item and the main warehouse. After inserting the counted quantity, you should post the journal and check the quantity on hand afterwards. In order to register inventory counting as requested, you may access the form Inventory management> Journals> Item counting> Counting and insert a new journal. In the dialog box for selecting applicable inventory dimensions, you want to select the dimension Warehouse. Fig. 7.13: Generating counting journal lines for your item 104

111 7.4 Business Processes in Inventory After switching to the counting journal lines form, you may generate appropriate journal lines pushing the button Create/Items. In the dialog box for creating counting journal lines, you want to select the main warehouse and apply a filter choosing your item as shown in Figure In the column Counted of the counting journal line, you want to enter the counted quantity of 51 units. Dynamics AX immediately calculates the difference of two units comparing the counted quantity to the posted physical quantity. As you may see in Figure 7.14, the posted physical quantity shows in the column On-hand and the counting difference shows in the column Quantity. Fig. 7.14: Registering the counted quantity in the counting journal line Pushing the button Post, you may post the counting difference (column Quantity) adjusting the posted physical quantity to the counted quantity. After posting the counting journal, you may check the on-hand quantity of your item pushing the button On-hand in the item form as an example Manual Quarantine Because of quality issues reported, you want to execute a quality check of the quantity you have transferred in exercise 7.9. Enter a quarantine order, choosing an appropriate quarantine warehouse. Check the quantity on hand of your item and then start the quarantine order. In a final step, you should end the quarantine order, checking the inventory quantity before and after ending. In order to check the inventory quantity of your item (100 units on the new warehouse of exercise 7.9), you may push the button On-hand after selecting your item in the item form. 105

112 7 Inventory Management In order to register the quarantine order, you may access the form Inventory management> Periodic> Quality management> Quarantine orders inserting a new record there. In the quarantine order line, you want to enter the item number, site, warehouse, quarantine warehouse and quantity as shown in Figure Fig. 7.15: Registering the quarantine order Pushing the button Start in the quarantine order, you want to transfer the recorded quantity to quarantine. In the on-hand inquiry of the item, you may find the physical quantity of your item on the quarantine warehouse in the status Physically reserved now. Pushing the button End in the quarantine order form after selecting your order, you may end quarantine retransferring the item to the original warehouse. In the on-hand inquiry of the item, you may find the physical quantity of your item on the warehouse where it has been before quarantine again. 106

113 8.2 Setting up Finance 8 Finance Administration 8.2 Setting up Finance 8.1 Ledger Account You want to set up a ledger account for a new expense ## - Consulting (## = your user ID). Register an appropriate account A-## in the chart of accounts, selecting Profit and loss for the account type. In order to register a ledger account, you want to insert a new record in the form General ledger> Chart of Account Details. In the new record, appropriate data are at least required in the columns Ledger account, Account name and Account type as shown in Figure 8.1. Fig. 8.1: Inserting the new ledger account 8.2 Bank Account You get a new bank account at you primary bank. Register an appropriate bank account B-##, containing any routing number and bank account number you like. In the column Ledger account, you may select a suitable existing ledger account. 107

114 8 Finance Administration In order to register a bank account, you want to insert a new record in the form Bank> Bank Account Details. In the new record, you want to enter required bank account data as shown in the example of Figure 8.2. Fig. 8.2: Inserting the new bank account 8.3 Business Processes in Finance 8.3 Journal Names You want to register the transactions of the exercises below in your own journals. For that purpose, you want to register a journal name G-## (## = your user ID) with the type Daily, a journal name I-## with the type Vendor invoice recording and a journal name P-## with the type Vendor disbursement. Choose an existing number sequence for all of the journal names. By setting up your individual journal names, you may separate your journal registrations from other users. In order to set up the new journals as requested, you want to access the form General ledger> Setup> Journals> Journals names inserting new records as shown in Figure 8.3. When registering the journal names, you need to make sure to select the right journal type. 108

115 8.3 Business Processes in Finance Fig. 8.3: Setting up the journal names 8.4 General Journal You want to withdraw GBP from the bank account entered in exercise 8.2 to put it to petty cash. Register an appropriate transaction in a general journal, choosing your journal name G-##. You may select an existing ledger account for petty cash. Check the balance and transactions of the bank account and of the petty cash account before posting. Then post the transactions and check balance and transactions again. Accessing the form General ledger> Journals> General journal, you want to insert a new record referring to your journal name of exercise 8.3. Pushing the button Lines then, you want to access the journal lines form where you may enter a new line to register the requested withdrawal. As shown in Figure 8.4, you want to select Bank in the column Account type before choosing your bank account in the column Account. After entering an appropriate transaction text, you may record the transaction amount in the column Credit. The offset account type is Ledger and the offset account in the sample company is

116 8 Finance Administration Fig. 8.4: Registering the general journal line Accessing the bank account form, you may check the balance of your bank account by pushing the button Balance after selecting the appropriate line. The balance of the petty cash account is available in the chart of accounts form, where you may push the button Balance/Balance. Pushing the button Transactions in the bank account form or the chart of accounts form, you may access the bank transactions or ledger transactions. Since you did not post any transaction to your bank account, it shows a balance of zero and no transaction. Fig. 8.5: Inquiry of the bank account balance after posting the transaction 110

117 8.3 Business Processes in Finance Accessing your general journal then, you may post the journal pushing the button Post/Post. After posting, you may check balance and transactions as shown above again. Your bank account now shows a balance of GBP resulting from the posted withdrawal. Notes: If other users post to the petty cash account at the same time, the balance will include their transactions. In order to check the bank account balance before posting, you may as well push the button Inquiries/Balance control in the journal line. 8.5 Purchase Invoice The vendor, which you have entered in exercise 3.2, sends the invoice VI51 showing a total of GBP The invoice concerns expenses, for which you have entered the ledger account A-## in exercise 8.1. Selecting an invoice journal in the accounts payable menu, you want to record this invoice choosing your journal name I-##. The terms of payment and the cash discount entered in exercise 3.1 apply to the invoice. Check the vendor balance and transactions of your vendor as well as the ledger balance and transactions of your expense account before posting. Then post the invoice and check balance and transactions again. In order to check the vendor balance, you may push the button Balance in the vendor form (Accounts payable> Vendors) after selecting your vendor. In order to check the vendor transactions, you may push the button Transactions. In a similar way, you may check the balance and transactions of your expense account pushing the appropriate buttons in the chart of accounts. Accessing the form Accounts payable> Journals> Invoices> Invoice journal, you want to register the invoice then. After inserting a new journal that refers to your journal name, you may access the journal lines by pushing the button Lines. As shown in Figure 8.6, you want to insert a line choosing your vendor in the column Account. Dynamics AX then retrieves defaults from the vendor record for the terms of payment and cash discount, which display in the lower pane of the journal line form. 111

118 8 Finance Administration After entering the invoice number in the column Invoice, you may record the invoice amount in the column Credit. Making sure the offset account type is Ledger, you may enter your expense account in the column Offset account. Fig. 8.6: Registering the invoice journal line Pushing the button Post/Post, you may post the journal then. After posting, you may check balance and transactions as shown above again. Since your journal is set up to include sales tax in the invoice amount entered (checkbox Amount incl. sales tax on the tab Setup of the journal header), the balance and transaction amount on your expense account is reduced by the sales tax amount. 8.6 Vendor Payment You want to pay the invoice VI51 that you have posted in the previous exercise. Register the payment, choosing a vendor payment journal applying your journal name P-##. Withdrawing applicable cash discount, you want to pay from your bank account B-## entered in exercise 8.2. Check the vendor balance and the bank account balance before posting. Then post the payment and check the balances again, in addition control- 112

119 8.3 Business Processes in Finance ling the voucher transaction and the transaction origin of the payment transaction. You may check the vendor balance and the bank account balance as you did in the previous exercises. In order to register the vendor payment, you want to access the form Accounts payable> Journals> Payment> Payment journal. After inserting a new journal that refers to your journal name, you may access the journal lines by pushing the button Lines. In the journal lines form, you want to insert a record choosing your vendor in the column Account. The easiest way to apply the payment to a certain invoice is available choosing the open transaction form, which you may access by pushing the button Functions/Settlement in the journal line. Fig. 8.7: Selecting the invoice to be paid After putting a checkmark in the column Mark for the invoice of exercise 8.5 in the open transaction form as shown in Figure 8.7, you may close that form pushing the shortcut key Ctrl+F4 (no button OK available). Dynamics AX then transfers the payment amount to the journal line. Since payment is within the cash discount period, cash discount is deducted from the invoice amount. 113

120 8 Finance Administration After selecting the offset account type Bank, you may enter your bank account in the column Offset account as shown in Figure 8.8 then. Pushing the button Post/Post, you may post the journal. Fig. 8.8: Journal line before posting the vendor payment Pushing the button Balance when accessing the bank account form, you may check the balance of your bank account that now adds the current transaction and the transaction of exercise 8.4. The bank transactions are available when pushing the button Transactions in the bank account form. Pushing the button Voucher in the bank transactions, you may access the ledger transactions related to the selected bank transaction. In the ledger transactions (voucher transactions), you may push the button Origin to show related transactions in all modules. In order to show the vendor balance and transactions, you may access the vendor form that grants access to inquiries similar to the bank account form. 8.7 Transaction Reversal Your vendor of exercise 3.2 sends the invoice VI52, showing a total of GBP Register and post the invoice like you did in exercise 8.2. Afterwards you notice that the invoice is incorrect, wanting to reverse the transaction. Check the vendor balance and transactions of your vendor as well as the ledger balance and transactions of your expense account before 114

121 8.3 Business Processes in Finance reversing. Then reverse the invoice and check balance and transactions again. Accessing the form Accounts payable> Journals> Invoices> Invoice journal, you may register the invoice as you did in exercise 8.5. After posting the invoice, you want to access the vendor form to check balance and transactions as you did in exercise 8.5 as well. In order to reverse the current invoice, you need to access the vendor transactions pushing the button Transactions in the vendor form after selecting your vendor. Making sure the appropriate invoice is selected, you may push the button Reverse transaction in the transaction form as shown in Figure 8.9. When pushing the button OK in the following dialog box then, Dynamics AX will post a reversing transaction. Fig. 8.9: Selecting the invoice for reversal in the vendor transactions After posting the reversal, you may check the balance and transactions as you did in previous exercises. 115