How to Perform Bank Reconciliations in Microsoft Dynamics NAV 2015

Bank reconciliations have changed in several ways in Microsoft Dynamics NAV 2015:

• The layout of the screen has changed  
• The user now has the ability to import bank statements
• The user now must delete lines not clearing instead of marking them as cleared

This blog provides a quick how-to for performing bank reconciliations in NAV 2015.

Bank Reconciliations can be found Departments/Cash Management.  

1. On the Toolbar, select New.

Figure 1. Bank Reconciliations screen.

2. Select the bank account to be reconciled and click OK.

NOTE: If you have not previously done a bank reconciliation for this bank account in NAV, you will receive the following message. Click Yes to proceed.

Figure 2. Message box when bank account has not been previously reconciled.

3. Define the Statement Date and Balances

Figure 3. Bank Reconciliation Header

4. Click Suggest Lines in the Toolbar to bring in all of your Bank Account Ledger Entries to the Bank Statement Lines portion of your screen for the time specified.

Figure 4. Suggest Lines button on toolbar.

Figure 5. Suggest Lines Popup to enter Information.

Figure 6. Result of using the Suggest Lines feature.

NOTE: You have the ability to delete any lines not showing on your Bank Statement by highlighting and deleting them from the Bank Statement Lines section of your screen.

5. Click Refresh and NAV will update the Applied field in the Bank Account Ledger Entries section.

NOTE: Any transactions from your Bank Statement that are not in NAV will need to be manually entered. Examples are highlighted in the following screenshot:

Figure 7. Bank Statement Lines screen with non-NAV transactions highlighted.

6. When you have finished entering non-NAV transactions, click Transfer To General Journal on the Toolbar, then select which General Journal Template and Batch to which you want to transfer.

7. In the General journal, define the Account Type and Account Number for each and then click Post.

Figure 8. General Journal with Account Type and Account No. fields highlighted.

Once posting is completed your Bank Reconciliation page has been refreshed, you will see the transactions appear in the Bank Account Ledger Entries on your screen.

8. Click on Match Automatically to have NAV match the transactions.

9. To ensure that all Bank Statement Lines have been matched to the Bank Account Ledger Entries, click on Show Nonmatched in the Toolbar on the Actions Tab.

If there are no differences and all are matched, you are ready to post the bank reconciliation.

If you have any further questions about bank reconciliations in NAV 2015 or other versions of NAV, contact ArcherPoint.

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How to Use “Item Type” for Non-Stock Items

One of the least known features in NAV is the “Type” field on the item card. This is a new field that provides some functionality that did not previously exist in NAV. Most of us aren’t aware of this field because you don’t see it on the item card page. You can identify an item as a “Service” item in the Type field. A “Service” item can be purchased and sold, but can’t be used in any other “Inventory Reference” such as production orders, or Item Journals.

Some of the interesting features of a SERVICE item are:

• Item ledger entries are created, but they do not carry an inventory value.
• You can see the quantity of that item on hand.
• You can Purchase a Service Item
• You can ship a Service Item on a Sales Order.

Some things you can’t do with a SERVICE item.

• Produce via a production order.
• Consume on a production order.
• Use on an Item Journal
• Perform physical inventory counts.

Let’s take a look at where you might want to use items that are identified as SERVICE.

Purchasing a Resource

Many of you are using a modification to be able to purchase a “Service”. Using service items now provides you with a tool to setup an item and purchase that service repetitively without having to reference a G/L account on a purchase order. In the past this required a modification to the purchasing system so that you could reference a “Resource”. Now, with “Service” items, you don’t need to utilize this modification. You can set the item up, identify it as TYPE = Service, and enter an item number on the PO to purchase your non-stock items.

Broker Type Sales

If you operate as a broker, you never technically take possession of the goods. Depending on how the accounting transaction is required, you could set your item up as a Service Item. In this approach, you would never show an inventory transaction for the item. You would need to manage your posting groups to control how you recorded the purchase cost and revenue generated.

Freight Costs

Many times drop ship orders dealing with freight on both the sales and purchase order. You can use a “Service Item” to include the freight on the sales order, which will pass the freight line to the purchase order. This eliminates many headaches in previous versions of NAV where the freight line had to be dealt with manually as a G/L Account line.

Things You Should Know

• The ILE holds the “Cost” information in the Non-Inventor Cost field.
• You can’t use Service items to track supplies as you can’t deduct inventory from an item journal or Production Order.
• The purchase transaction posts to the “Purchases” G/L Account, so you will need to manage the posting group setup so that it does not flow through your “Inventory” Purchases G/L account. There is no offsetting transaction to clear it from the purchases account as is done with an Inventory transaction.
• Selling a “Service” item shows revenue, but does not have an offsetting COGS entry (since it was not an inventory cost). You will need to manage your Revenue and Purchases G/L account activity to make sure your sales and expenses make sense.

If you have any questions regarding this process or have similar questions regarding importing and exporting in any version of NAV, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Dynamics NAV 2015 Automated Banking Services Using AMC

One of the coolest new features of Dynamics NAV 2015 is a partnership with AMC-Consult A/S. As a result of this partnership, users are allowed to extend many of the day to day banking features of NAV to your bank’s services.

Some examples of these services are creating a Positive Pay file, and Importing Bank Statements into NAV for reconciliation purposes.

A complete list of services is available on AMC’s website.

How the service works

Each bank has different requirements and File structure, so maintaining all of the different methods of Importing and Exporting files becomes a maintenance nightmare. AMC-Consult maintains the formats that are compliant for a large list of global banks and is actively adding additional bank formats.

Communication from NAV to the Bank using AMC

Figure 1 – Communication from NAV to the Bank using AMC

When you ask NAV to create a payment-file, NAV automatically communicates with AMC. AMC then creates a file in the correct bank format and places it in a designated folder on your computer. The payment-file is then ready to upload into your Banks interface.

A good example of this would be to generate a Positive Pay file for the Checks printed.

Communication from the Bank to NAV using AMC

Figure 2 – Communication from the Bank to NAV using AMC

When you have downloaded a file from your Bank’s interface, you place it in a designated folder on your computer. Inside NAV, you then ask it to import the file. During the import, NAV automatically communicates with AMC’s Bank Data Conversion Service which converts the file into a language that NAV can read and automatically imports the data.

A good example of this type of transaction would be a Bank Statement which can be used to help automate your Bank reconciliations.

AMC Consult provides a list of AMC Supported Banks on their website.

Setup requirements

To use this service with NAV2015, you will need to perform some setup.

First you will need to sign up for the Service. This YouTube video describes the process for creating an account with AMC.

After registering with AMC, you need to record the registration in NAV. This is performed in the NAV Administration menu:

Figure 3 – Administration menu showing how to record the AMC registration in NAV

After setting up NAV for the Login ID, you will need to identify the Bank Accounts used in NAV on AMC’s service. This YouTube video shows how to activate a new bank account with AMC.

If you have any questions regarding using AMC, please contact ArcherPoint.

For step-by-step instructions on how to perform specific tasks in Microsoft Dynamics NAV, see our collection of How-To blogs.

Microsoft Dynamics NAV 2015: Simplified Email with a Report Attachment

Microsoft Dynamics NAV 2015 has simplified emailing documents with a report attachment feature. You can now open a Posted Sales Invoice Document and then select Print and Send to Email as an Attachment and it will automatically create an outgoing Microsoft Outlook Email with a copy of the Posted Sales Invoice as an attachment and will also populate the Subject line with the Sales Invoice Number and Sell-to Customer Name.

1. Open Microsoft Outlook
2. Open Microsoft Dynamics NAV and then Go to Departments > Departments > Sales & Marketing > Archive > History > Posted Sales Invoices
3. Select the Posted Sales Invoice you would like to email
4. Select in drop down arrow in the upper left side of screen
5. Move curser over Print and Send and then select Email as Attachment

Figure 1 – Choose Print and Send; then select Email as Attachment

6. NAV will open a new email with the following:

• Subject line as – ‘Edit – Posted Sales Invoice – XXXXXX – Customer Name’. You can remove the Edit and make any changes as needed.
• Attached – it will attach a copy of the Posted Sales Invoice as an html formatted file. This file can be Opened, Printed, or Saved to a File

7. Select or Enter the email address
8. Enter any additional email information in the body (Signature) and then select ‘Send’

Example:

Figure 2 – Example Email

If you have any questions regarding this process, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

How to Use Sales Order Dates in Microsoft Dynamics NAV

Date Fields on Microsoft Dynamics NAV sales and purchase orders can be confusing, but very beneficial if used correctly. The dates are designed to allow you to:

• Schedule a shipment in time to meet the customer’s requested delivery date.
• Schedule the delivery of a product in time to ship the order on the desired date.
• Track your delivery performance to your customer.

The Requested Delivery Date field allows you to record the date by which the customer wanted to receive the goods. This date is not recalculated in NAV, so once established it gives you a marker to measure your performance against the customer’s requested date.

The Promised Delivery Date is the date you promised the customer you would deliver the goods. NAV does not change this date either, so it allows you to set a marker to measure your delivery performance against what you promised.

With these performance dates, you now have the ability to measure yourself against what the customer requested and what you promised.

Dates are located on the sales header and sales order lines. The dates on the header are for reference, used for the convenience of updating information on the sales orders lines. The dates on the sales order lines are used for the planning and execution of the order. When executing orders, make sure you are using the information on the sales lines as NAV does not use the Sales Header dates for execution.

Let’s review the date fields, their purpose and use.

Sales Header Dates

Figure 1 – General Date fields

Order Date: This is the date the order was created. NAV populates this with the work date at the time the order is created.

Posting Date: This is the date you populate to record the date you want as the Posting Date on the Ledger Entry tables when the order is Shipped and Invoiced.

Document Date: This is the date the system uses to calculate the Due Date (Payment Due Date) when the order is posted. This date has no use or meaning until posting time. This date defaults to the same date as the Posting Date, but can be overridden if the Due Date should be calculated on a date different than the posting date.

Requested Delivery Date: This is the date the Customer has requested that the goods be delivered at their location. This date will be blank unless you populate it.

When the Requested Delivery Date is populated, NAV uses this date along with SHIPPING TIME and WAREHOUSE OUTBOUND HANDLING TIME to determine when the order must be shipped to arrive at the customer on this date.

NAV subtracts the SHIPPING TIME from the Requested Delivery date and populates the Planned Shipment Date. The WAREHOUSE OUTBOUND HANDLING TIME is subtracted from the Planned Ship Date and populates the Shipment Date on the Sales Lines.

Promised Delivery Date: This is the date you initially promised the customer that you would deliver the goods to them.

Populating this date will reset the Shipment Date based on the SHIPPING TIME and WAREHOUSE OUTBOUND HANDLING TIME. NAV backwards calculates the shipment date to make sure it arrives at the Customer by the date you promised the customer.

NAV subtracts the SHIPPING TIME from the Promised Delivery Date and populates the Planned Shipment Date. The WAREHOUSE OUTBOUND HANDLING TIME is subtracted from the Planned Ship Date and populates the Shipment Date on the Sales Lines.

Figure 2 – Invoice Date fields

Due Date: This is the date that the balance payment of the order would be due. This date is calculated be adding the payment terms date field to the Posting Date field.

Pmt. Discount Date: This is the date by which the Discount must be taken in order to earn the payment discount. This date is populated by adding the payment discount date calculation to the Posting Date.

Figure 3 – Shipping Date fields

Shipment Date: This is the date you plan to start shipping the order, described in more detail below. This date is manually populated and causes the dates on the sales line to be recalculated. It does not change the other sales header dates.

Sales Order Line Dates

The same dates that existed on the sales header exist on the sales line. They have the exact same meaning. The meaning and purpose of the fields are exactly the same. The tricky part about the date values on the Sales Order line is that most of these fields calculate each other. Only the Requested Delivery Date and the Promised Delivery Date are not recalculated whenever a sales order line field is changed.

Figure 4 – Sales Order Line Date fields

Requested Delivery Date: This is the date the Customer has requested that the goods be delivered at their location. This date will be blank unless you populate it.

When the Requested Delivery Date is populated, NAV uses this date along with SHIPPING TIME and WAREHOUSE OUTBOUND HANDLING TIME to determine when the order must be shipped to arrive at the customer on this date.

NAV subtracts the SHIPPING TIME from the Requested Delivery date and populates the Planned Shipment Date. The WAREHOUSE OUTBOUND HANDLING TIME is subtracted from the Planned Ship Date and populates the Shipment Date on the Sales Lines.

Promised Delivery Date: This is the date you initially promised the customer that you would deliver the goods to them.

Populating this date will reset the Shipment Date based on the SHIPPING TIME and WAREHOUSE OUTBOUND HANDLING TIME. NAV backwards calculates the shipment date to make sure it arrives at the Customer by the date you promised the customer.

NAV subtracts the SHIPPING TIME from the Promised Delivery Date and populates the Planned Shipment Date. The WAREHOUSE OUTBOUND HANDLING TIME is subtracted from the Planned Ship Date and populates the Shipment Date on the Sales Lines.

Planned Delivery Date: This is the date you now plan to deliver the goods to the customer. This date can be manually set, or it is calculated by adding the SHIPPING TIME to Planned Shipment date. This field is automatically calculated when any of the following sales order line fields are changed:

• Outbound Warehouse Handling
• Shipping Time
• Planned Shipment Date
• Shipment Date

If you manually set this field, then the Planned Shipment and Shipment Dates are recalculated based on the formula described for each field below.

Planned Shipment Date: This is the date you expect the order to leave your facility. It is different from the Shipment Date in that it may take the warehouse time to pack and ship orders. If this is the case, then the Shipment Date describes the date that the order is pulled to start the shipping process, and the Planned Shipment date reflects the date the packing process is completed and the goods are physically shipped out the door.

This date is either backward calculated from the Planned Delivery Date, or forward calculated from the Shipment Date. The Planned Shipment Date = Shipment Date + Outbound Handling time (Time it takes to pick and pack an order), or Planned Shipment Date = Planned DeliveryDate - Shipping Time.

Shipment Date: This date is either backward calculated from the Planned Shipment Date, or is manually populated. The Shipment Date = Planned Shipment Date – Outbound Warehouse Handling Time. If you manually set the Shipment Date, the other date fields on the line will be changed as well.

The Shipment Date is the date the planning system uses to schedule product to be available for shipment. The planning system plans the arrival of the goods to be there in time for the Shipment date.

(Note: Requested and Promised Delivery Dates are not cross calculated like the other date fields on the line).

Next Steps

As you can see, the date handling is very complex but very powerful. It allows you to establish a delivery date by setting a shipment date. It allows you to set the shipment date by establishing a delivery date (Requested, Promised, or Planned). Learning to use the dates in NAV is very powerful, as long as you can establish your shipping time. My recommendation is that you now play with these dates to see how they can best work for you.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Microsoft Dynamics NAV: Everything You Need to Know About Using the Item Card Replenishment Fast Tab

There are two fast tabs on the item card that tell the system about replenishing the item: The Replenishment fast tab and the Planning fast tab.

This blog explains what the fields on the Replenishment fast tab do.

1. Show the Replenishment fast tab.

Figure 1. The Replenishment fast tab.

2. Click the arrow in the Replenishment System field and select the method used to replenish stock of this item. If it’s a purchased item, select Purchase. If the item is replenished through a Production Order or Assembly Order, select the appropriate system.
3. Next, enter the lead time required to produce the item or for receiving the item when purchased. This will determine the Planned Receipt Date on the Purchase Line or the Ending Date for an Assembly or Production Order item. If there is a Routing assigned to the Item, the Ending Date will be determined by the Routing.
4. If there is a preferred Vendor for a purchased Item, enter the Vendor No. and Vendor Item No. Select the Purch. Unit of Measure. This can be different than the Base Unit of Measure if the Item is purchased in a different unit. If the Item is not purchased, leave these fields blank.

Figure 2. Replenishment fields filled in.

5. If the Item is replenished by production, select Make-to-Stock or Make-to-Order, depending on how you produce the Item. Use the lookup to select the Routing No., if you are using one, and the Production BOM No.
6. Set the Rounding Precision used for consumption of the item. If it’s always a whole number, enter a precision of 1. This might be set to a fractional amount, like 0.1, if you are using a Unit of Measure like square feet, where a sheet of steel is 2’-3” x 5’ and the Base Unit of Measure is each. In this case, an “each” is 11.25 square feet.
7. Select the Flushing Method. The choices are Manual, Forward, Backward, Pick + Forward, and Pick + Backward. This setting is used to set the timing of consumption of the Item if it is a Component in a parent Item. For a full explanation of the options, see the NAV help for Flushing Method Field.
8. The Scrap % field is optional. If the item is a parent, a value here indicates an amount of output that will be scrapped in the manufacturing process before any quantity is put into inventory. If the Item is a Component, this is an extra amount that will be consumed in the production process. If there is a scrap % on the Routing, this will take precedence.
9. The Lot Size field is used to determine the lot size used for standard costing purposes in conjunction with the routing. This quantity can be overridden on a Routing or a Production Order Routing Lines.
10. If an Item is produced by assembly, choose the Assembly Policy. The options are Make-to-Stock and Make-to-Order.

Figure 3. Assembly Policy field.

In this blog, you have learned how to populate the settings on the Item Card Replenishment fast tab. If you have any questions about this or similar topics, contact ArcherPoint.

Microsoft Dynamics NAV: How to Use Purchase Order Dates

Date fields on Microsoft Dynamics NAV sales and purchase orders can be confusing but very beneficial if used correctly. The dates are designed to allow you to:

• Schedule shipment in time to meet the customer’s requested delivery date.
• Schedule the receipt of product in time to ship the order on the desired date.
• Track your vendor’s delivery performance.

To learn about using sales order dates, read my recent blog, How to Use Sales Order Dates in Microsoft Dynamics NAV. Following are instructions on how to use purchase order dates.

• The Requested Receipt Date field allows you to record the date you wanted to receive the goods from the vendor. This date is not recalculated in NAV, so once it has been established, it gives you a marker to measure your vendor’s performance against the requested date.
• The Promised Receipt Date is the date your vendor promised they would deliver the goods. NAV does not change this date, so it allows you to set a marker to measure your vendor’s performance against what was promised.
• The Expected Receipt Date is the date you currently expect your vendor to deliver the order.

With these dates, you now have the ability to measure your vendor against what you requested and what the vendor promised.

There are dates on the purchase header and purchase order lines. The dates on the header are for reference, used for the convenience of updating information on the purchase orders lines. The dates on the purchase order lines are used for the planning and execution of the order. When executing orders, make sure you are using the information on the purchase lines, as NAV does not use the Purchase Header dates for execution.

Let’s review the date fields, their purpose and use:

Purchase Header Dates

Figure 1. Purchase header with Order Date, Posting Date, and Document Date highlighted.

• Order Date: This is the date the order was created. NAV populates this with the work date at the time the order is created.
• Posting Date: This is the date you populate to record the date you want as the Posting Date on the Ledger Entry tables when the order is Shipped and Invoiced.
• Document Date: This is the date the system uses to calculate the Due Date (Payment Due Date) when the order is posted. This date has no use or meaning until posting time. This date defaults to the same date as the Posting Date, but can be overridden if the Due Date should be calculated on a date different than the posting date.

Figure 2. Due Date and Payment Discount Date fields highlighted.

• Due Date: This is the date that the balance payment of the order would be due. This date is calculated be adding the payment terms date field to the Posting Date field.
• Pmt. Discount Date: This is the date the Discount must be taken by to earn the payment discount. This date is populated by adding the payment discount date calculation to the Posting Date.

Figure 3. Requested Receipt Date, Promised Receipt Date, and Expected Receipt Date fields highlighted.

• Requested Receipt Date: This is the date you have requested that the goods be delivered to your location. This date will be blank unless you populate it. When the Requested Receipt Date is populated, NAV uses this date to populate the Planned Receipt Date. The Planned Receipt Date is the date the order is expected to arrive at the warehouse location.
• Promised Receipt Date: This is the date your vendor initially promised that you would receive the goods. Populating this date will reset the receipt date information on the line.

NAV adds the INBOUND WAREHOUSE HANDLING TIME to the Promised Receipt Date to set the Expected Receipt Date, which is the date the goods are available for orders.

• Expected Receipt Date: This is the date you expect the goods to be available in the storage location. When this date is populated, NAV recalculates the Planned Receipt Date.

Purchase Order Line Dates

The same dates that exist on the purchase header exist on the purchase line, and they have the exact same meaning and purpose. The tricky part about the date values on the Purchase Order line is that most of these fields calculate each other. Only the Requested Receipt Date and the Promised Receipt Date are not recalculated when a purchase order line date field is changed.

Figure 4. Purchase Order Line with date fields highlighted.

• Requested Receipt Date: This is the date you have requested that the goods be delivered to your location. This date will be blank unless you populate it. When the Requested Receipt Date is populated, NAV uses this date to populate the Planned Receipt Date. The Planned Receipt Date is the date the order is expected to arrive at the warehouse location.
• Promised Receipt Date: This is the date your vendor initially promised that you would receive the goods. Populating this date will reset the receipt date information on the line.

NAV adds the INBOUND WAREHOUSE HANDLING TIME to the Promised Receipt Date to set the Expected Receipt Date, which is the date the goods are available for orders.

• Expected Receipt Date: This is the date you expect the goods to be available in the storage location. When this date is populated, it recalculates the Planned Receipt Date. This is the date NAV uses to plan when inventory will be available for use in the system.
• Planned Receipt Date: This is the date you expect the order to arrive at your facility. It is different from the Expected Receipt Date in that it may take the warehouse time to receive and inspect the inbound purchase orders.

As with sales order date handling, purchase order date handling is very powerful. My recommendation is that you now play with these dates to see how they can best work for you.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

How to Apply Purchase Invoices and Credit Memos in Microsoft Dynamics NAV 2015

NAV gives you the ability to apply Purchase Invoices and Credit Memos together for a Vendor.

1. Go to Departments > Financial Management > Payables > Vendors

2. Select Vendor – Select the Vendor you are wanting to apply one or more entries together. You can open Vendor Card or highlight the Vendor in the list and then select the Balance under Vendor Statistics.

Figure 1 – Select the desired Vendor

3. Balance – Select the Vendor Balance

Figure 2 – Select the Vendor Balance

4. View – Vendor Ledger Entries – Select the Vendor Ledger Entry you would like to apply entries to.

Figure 3 – Select the Vendor Ledge Entry you will apply entries to

5. Apply Vendor Entries– Select ‘Apply Entries’ in the Tool Bar above.

Figure 4 – Select Apply Entries

Select the line that you want to Apply and then select the ‘Set Applies-to ID’ in the tool bar at the top. NAV will populate the Login Users ID. Repeat process until all items are applied.

Figure 5 – Select ‘Set Applies-to ID’

6. Review entries– After selecting all lines that are being applied, notice that the ‘Amount to Apply’ should equal to the amount you are Applying.

Figure 6 – The ‘Amount to Apply’ should equal the amount you are applying

7. Post – Select the Post Application in the Tool Bar above.

Figure 7 – Select ‘Post Application’ in the Tool Bar

8. Edit – Post Application – NAV will prompt you with a ‘Document No.’ and ‘Posting Date’. The Document No. is the Purchase Invoice you are appling the entry to and the Posting Date of the entry.

Figure 8 – Complete or accept the fields in Edit – Post Application

9. After you select OK it will pop up a window to show ‘The application was successfully posted’.

Figure 9 – Success window after completing the task

10. View Applied Entries – Select the Vendor Ledger Entries and then select the ‘Applied Entries’ in the Tool Bar above for review.

NOTE: Notice that the Credit Memo is no longer in the list.

Figure 10 – View of the Vendor Ledger Entries window

Figure 11 – Select ‘Applied Entries’ in the Tool Bar

Figure 12 – Review the Applied Vendor Entries

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

How to Run the Close Year End Process in Microsoft Dynamics NAV 2015

In Microsoft Dynamics NAV 2015, the Close Income Statement batch job transfers the year’s results to a Retained Earning account in the balance sheet and closes all of the income statement accounts. This process creates a journal, which is posted manually. When an additional reporting currency is used, the system will post the additional currency directly to the ledger when the “home” currency batch is posted.

In NAV, you have the ability to run the Close Income statement several times. You can also post to the previous fiscal year, even if the year has been closed, if you rerun the batch job. When the journal is created, it posts with a “C” in front of the date, for example: C12312015

1. Go to Departments > Financial Management > Periodic Activities > Fiscal Year, or in the Search box, enter Fiscal Year, and then choose the related link. NOTE: The fiscal year must be closed before you can run the close income statement.

2. In the Fiscal Year window, select Accounting Periods, on the ribbon select Close Year.

Figure 1. Accounting Periods.

Once you have selected Close Year, a message will pop up asking if you want to close the fiscal year listed (all of the prior years should have already been closed). Select YES.

Figure 2. Pop-up confirming close of fiscal year.

3. Go to Departments > Financial Management > Periodic Activities > Fiscal Year, or In the Search box, enter Fiscal Year, and then choose the related link.

4. In the Fiscal Year window, select Close Income Statement. In the Options box that pops up, complete each line as necessary:

5. When all of the above boxes have been filled in as necessary, click OK. The process to close the income statement will proceed.

Figure 3. Close Income Statement.

6. Go to Departments > Financial Management > General Ledger > (Tasks) General Journals, or In the Search box, enter General Journals, and then choose the related link.

7. In the General Journals window, select the Batch Name used when closing the income statement.

Figure 4. Batch Name.

8. Once you select the correct batch name, you will see a completed journal with a “C” in front of each line for the closing date. The retained earnings has been closed out as you can see from the last line in the journal. The Total Balance on the bottom right of the journal should be zero.

Figure 5. YE General Journal.

If you have any questions about this process or other accounting processes in Dynamics NAV, contact the experts at ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Microsoft Dynamics NAV 2009 Classic Client – How to Set Up the Job Queue

I’m often asked to schedule processes in Microsoft Dynamics NAV. This blog explains how to do so in the Classic Client.

From MSDN:

Job Queues in Dynamics NAV enable you to specify, request, and control when certain processes are run, such as the processing of a report or executing a codeunit. You enter your requests for the execution of a report or a codeunit in the Job Queue Entries window.

Setting up the Job Queue

The Job Queue can be set from the Application Setup under the Administration Menu as shown below.

Figure 1. Administration menu with Job Queue options highlighted.

Let’s navigate all the items under the Job Queue Menu and see how to use all of them.

Job Queue setup

This Job Queue setup is a master form which is used to activate or deactivate all jobs that are being setup to execute automatically via the NAV Application Server (NAS).

Figure 2. Job Queue Setup Form - Activate / Deactivate Job Queue.

Job Queue processes

The Job Queue Processes Form lists all NAS that are configured and running for the selected company in the database. If any object (report/codeunit) is being executed with the NAS Session, that object will also be available on the same window.

Figure 3. Job Queue Processes Form – List all Active NAS Sessions.

NOTE: A customer NAV license procured from Microsoft contains only one free NAS Session. As per Microsoft standard, ArcherPoint can only configure one company per NAS Session. If the customer requires a NAS on multiple companies, they must buy the NAS license from Microsoft.

Job Queue entries

The Job Queue Entries Form is used to set up objects (reports/codeunits) to run automatically. In the Job Queue entries (General tab) window, we can specify:

• Object IDs that need to be scheduled to be run automatically via NAS
• Parameters required (if any) to execute objects that are scheduled
• Start date/time, End date/time

Figure 4. Job Queue Entry – Configure Job to execute automatically.

For the Recurrence Sequence, we can set up the parameters in Recurrence Windows:

• Days on which the job should recur
• Start and End Time of the job
• Minutes in between the job should recur

Figure 5. Job Queue Entry – Configure Job Recurrence Schedule.

Once all parameters are set up, we need to set the Change Status of Job as Ready. Any Job having a Status other than Ready will not be considered to run automatically via NAS.

Job Queue log entries

The Job Queue Log Entries Form contains the log of all the objects scheduled to run. This window is used to check the running status of the job and for the error messages (if any) occurred during job execution.

Figure 6. Job Queue Log Entries – List of all job queue Execution Results.

If you have any further questions about bank reconciliations in NAV 2015 or other versions of NAV, contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

NAV 2013 R2: How to Back up a Live Database and Refresh a Test Database

If you have a test database, at some point in time you will be asked to refresh this with the current live data, especially when testing. I am often asked how to copy the live database into the test database so accurate testing of a development request can be done.

In this blog, you will learn how to make a backup of the live database and restore this data to an existing test database.

The following steps take you through the Backup and Restore process step by step.

Stopping the Test Database Service

1. Go to your Service Tier computer.

2. Open the “Microsoft Dynamics NAV 2013 R2 Administration” tool.

Figure 1. View from Start button on tool bar

3. You should see a screen similar to the following:

Figure 2. Microsoft Dynamics NAV 2013 R2 Administration

4. Click the + next to the Microsoft Dynamics NAV (local).

5. You should now see the option to stop the service in the left hand panel.

Figure 3. Microsoft Dynamics NAV 2013 R2 Administrations Action Bar

6. Stop the service

Creating a SQL Backup

NOTE: If you already have a backup, skip these steps.

1. Go to the NAV2013 SQL Server.

2. Open SQL Server Management Studio.

Figure 4. View from Start button on tool bar

3. You should see a screen similar to the following:

Figure 5. SQL Menu

4. Click the + next to the Databases.

Figure 6. SQL Menu

5. You now see a list of all available databases.

6. Right-click the database if you want to make a backup.

7. Select Tasks and Backup.

Figure 7. SQL Database List

8. You will see a screen similar to the following:

Figure 8. SQL Backup Tool

9. Make sure you select the options you see in Figure 8: Backup type = full, Destination = Disk

10. Click Add.

11. Select the location to which you want to save your backup. Remember, you need to have enough space to complete this task.

NOTE: If you are backing up your live database, this will cause table locking errors until the backup is completed.

12. Click the options tab and verify that the following settings are selected:

Figure 9. SQL Backup Tool

Restoring the Backup

1. Go to the NAV2013 Server.

2. Open SQL Server Management Studio.

Figure 10. View from Start button on tool bar

3. You should see a screen similar to the following:

Figure 11. SQL Menu

4. Click the + next to the Databases.

Figure 12. SQL Menu

5. You now see a list of all available databases.

6. Right-click the database you want to restore.

7. Select Tasks and Restore and Files and File groups.

Figure 13. SQL Menu

8. You should see a screen similar to the following:

Figure 14. SQL Restore Tool

9. Verify that the To Database is the Test Database.

10. Select the From Device Radio Button.

11. Hit the Ellipsis.

12. Select the location of the backup file you want to restore.

Figure 15. File Location tool

13. Click OK

14. You should now see a screen similar to the following:

Figure 16. SQL Restore Tool

15. Check the box in the Select the backup sets to restore.

16. Click the Options tab.

17. Verify that the Restore Database Files are named the same as your test Database and test log names; if needed, correct he names.

Figure 17. SQL Restore Tool File Names

18. Click the Overwrite the existing database (WITH REPLACE).

19. Click OK, and the backup will restore over your existing test Database with the new data.

Starting the Test Database Service

1. Go to your test computer.

2. Open the “Microsoft Dynamics NAV 2013 R2 Administration” tool.

Figure 18. View from Start button on tool bar

3. You should see a screen similar to the following:

Figure 19. Microsoft Dynamics NAV 2013 R2 Administration

4. Click the + next to the Microsoft Dynamics NAV (local).

5. You should now see the option to Start the service in the left hand panel.

Figure 20. Microsoft Dynamics NAV 2013 R2 Administration’s Action Bar

6. Start the service.

7. You should now be able to run your test Database.

If you have any questions about this process or other technical questions about Dynamics NAV, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

How to Revalue an Output Journal Entry in Microsoft Dynamics NAV

There are times that you need to revalue an Output Journal entry due to an error in processing. If the Output Journal entry is left with the incorrect cost, Inventory and COGS entries for future (or already processed) sales shipments will be stated incorrectly if the processing error is not corrected.

Follow the steps below to revalue that Output Journal Entry:

1. Find the Item Ledger Entry that needs to be corrected. This can be done several ways, but one way is to filter on the Item Ledger entry records using the following criteria:

• Item Number
• Entry Type = Output
• Document No = Production Order No.

Figure 1. Example of filtering.

2. Open the Revaluation Journal by following the links: Warehouse > Inventory > Revaluation Journal.

Figure 2. Example of Link to Revaluation Journal

3. Populate the Revaluation Journal by entering the following fields:

• Document No.– This may automatically assign a number, or you may manually assign a document number
• Item Number– Item No. of the item being revalued.
• Applies to Entry– Item Ledger entry of the output journal being corrected. This can be entered manually, or can be found by drilling into this field and selecting the correct Item Ledger Entry.

Figure 3. Example of the Journal Line with Applies-to Entry field populated.

4. NAV will populate the balance of the fields.

Figure 4. Example of Revaluation Journal line populated.

5. Populate the Unit Cost (Revalued) field with the correct Unit Cost for this transaction. Populating this field will:

• Recalculate the Inventory Value (Revalued) to equal the new inventory value of the transaction.
• Calculate the Amount field to equal the amount of the revaluation journal (the correcting amount).

Figure 5. Example of the Revaluation Journal with the Unit Cost Changed.

6. After reviewing this transaction to make sure the new Unit Cost revalued field is correct, you can post the journal.

7. This will now correct the inbound cost of the item ledger entry. The entries that will be created are:

• Inventory account associated with this item’s Inventory Posting group code (at that location).
• Inventory adjustment account associated with that Gen. Prod. Posting group code for that item.

8. Be sure to run the Adjust Cost Item Entries report after posting this journal. The adjust cost item entries report would find any transactions that have consumed this inbound transaction, and adjust the cost of those entries to match the new unit cost. This means all the COGS entries that were created for this item at the wrong cost will be corrected.

If you have any questions about this process or other technical questions about Dynamics NAV, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Dynamics NAV 2015: RDLC Report Heading Won’t Print

Have you ever had the problem in Dynamics NAV where column headings do not print on all pages?

Often, the fix is not that hard.

In this blog, ArcherPoint’s Denise Blaisdell shows you one way this issue can be resolved in Dynamics NAV 2015. As her example, she starts by running the Accounts Receivable Aging report.

NOTE: A transcript of the video follows below.

Have you ever tried to run a report in NAV 2015 and found that the headers or the column headings on all the pages do not print?

I’m going to show you what I mean by running the Accounts Receivable Aging report.

When I preview this report, page one has headings at the top, then it has filter headings, and then it has some column headings.

If I go to page two, all those headings are gone.

I’m going to show you where you can go to see if the issues can be resolved

If you go to the development environment…

Find your report …

Go into Design mode…

Then you go to View, Layout, to go into Visual Studio.

In Visual Studio there are lines in the Tablix.

For this particular report, the first two lines are for printing a summary version of the report.

In the bottom two headers lines, print the details of the report is printing.

When you look over to the right, you’ll see properties for each of the lines, but none of the properties in this section have anything to do with printing on every page.

What you have to do is come down to the column group section.

Click on the down arrow and go into Advanced Mode.

Once you do that you will see all these static lines come up.

But you need to look at the static lines for the row groups.

Once I click on one of these lines, you will see that up at the top, the line that matches it is highlighted.

If I click on the next one, the next line is highlighted up above.

What you will also see is you will have a different property box over on the right, with different properties that you didn’t have on the lines earlier.

The two fields that you are interested in to make the headings print on every page are KeepTogether and RepeatOnNewPage.

They should both be True.

So I’m going to start at the top and change these all to True.

Go to the next one.

Change this to true, and the third one, and the fourth one.

Now if I don’t get them all and I use the Build function to compile the Visual Studio report, I get an error concerning that Tablix.

That just tells me that I missed one of them.

And I did, I missed this last one.

Then I set that to True and recompile.

Now if you look down at the bottom, I have successfully compiled the Visual studio report.

Now I can close this.

That brings me back to Report Designer and I say “Yes” that I want to save the layout change.

Then I compile the report in Object Designer.

And when I go back to RTC to run that report again.

The same report, preview…

Page one has its headings and page two also has its headings.

Microsoft Dynamics NAV 2016 New Feature – User Group and Group Permissions

With a new project implementation, after mapping customer gaps in the standard database, importing opening balances, and importing master data, we all have had issues in previous versions of Microsoft Dynamics NAV assigning permissions to users. For every user, we need to map the Permission Set they require to access the system.

In this blog post, we will discuss a few features in Microsoft Dynamics NAV 2016 that will make that task easy.

Consider this scenario, where I have three types of Warehouse Users Groups:

• Warehouse Administrator  – Takes care of set-ups related to the warehouse
• Warehouse Operator – Creates receipts and shipments
• Warehouse Viewer – Can check the status of shipments and receipts

With previous versions of NAV up through 2015, we would have needed to map permissions created for all these users, one by one, to everyone’s Windows accounts. With Microsoft Dynamics NAV 2016, however, we can actually group users who share the same permission sets and assign permissions to the Group instead having to assign it to each user. Following is how to do this:

Navigate to user Menu from Department > Administration > IT Administration > General > Users as shown below. Select User Group as highlighted in Figure 1.

Figure 1 – User Menu with User Groups highlighted.

Add Groups as per your business requirements as shown in Figure 2. I have added WHSE ADMIN, WHSE OPERA, and WHSE VIEW.

Select the User Group Membership as Shown Below.

Figure 2 – User Group with groups added.

In the Window, you can add an existing user in the group or add a new user in the database. You can also filter the company, as shown in Figure 3.

Figure 3 – User Group Members.

Once you have completed this, go back to the User Group Menu and select User Group Permission Sets, as shown in Figure 4. Select the permissions you want to assign to all members of the Group.

Figure 4 – User Group Permission Sets.

With Microsoft Dynamics NAV 2016, there is an easy way to assign or remove permissions. There is also a matrix of User Group vs Role ID where we can select or remove permission to the User Group as shown in Figure 5.

Figure 5 – Permission Set by User Group.

One of the best features of this new functionality is that you can set permissions up in a test environment. Once all setup and testing is complete, you can move them to the production environment using Export User Group and Import User Group, shown in Figure 6.

If you are planning to create a new user Group that will be a subset or superset of any existing group, you can use Copy User Group, also shown in Figure 6.

Figure 6 – Export Import User Group Menu

How cool is that!

Figure 7 shows what it looks like when we export the user group. NAV takes the user group and the permissions assigned to that group.

Figure 7 – Exported User Group.

From there, you can simply import it into your production and assign users in the group.

I hope you found this blog helpful and will like the feature... I love it!

If you have any questions on this or other new features in Microsoft Dynamics NAV 2016, contact the NAV experts at ArcherPoint.

If you would like to learn more about NAV 2016, visit our website or contact us for a demonstration.

How to Embed a YouTube Video in Microsoft Dynamics NAV 2015 Help

Aren’t learning videos great? They provide step-by-step instructions using the mouse and keyboard to teach end users how to accomplish difficult tasks. Wouldn’t it also be great if you could create our own YouTube videos and embed them in the web pages provided in the Microsoft Dynamics NAV 2015 help engine? Well, you can! The steps below will show you how to do this.

Step 1: Install the Microsoft Dynamics NAV 2015 Help Server

Refer to How to: Install the Web Server Components for detailed instructions.

Step 2: Open Microsoft Dynamics NAV 2015

From within the Microsoft Dynamics NAV Windows Client, press F1 to access the help engine. The default Internet web browser will open and display the web page. The image below shows the help page for the Customer Card; notice the filename “N_21.htm” has been highlighted in the Address Bar.

Figure 1. Help page for the Customer Card.

Step 3: Navigate to the help file

By default, the help files will be installed to the path:

C:\inetpub\wwwroot\DynamicsNAV80Help\help\en-US

Notice the file “N_21.htm” was duplicated by this author so that the original file can be restored if the need arises.

Figure 2. Navigation to the HTML help files.

Step 4: Edit the help file

Edit the file in Notepad or a favorite text editor. Here is the original file as shown in Notepad++ :

Figure 3. View of Customer Card Help HTML File open in Notepad.

Choose an appropriate place to embed the YouTube link, an example of which is shown below:

<iframe width="420" height="315"src="http://www.youtube.com/embed/FIU7gJrRR1M?autohide=1&autoplay=0&controls=2&loop=0"></iframe>

Refer to HTML YouTube Videos for more information on the parameters of the hyperlink.

Save the file.  NOTE: The author had to open Notepad++ in Administrator mode in order to save (overwrite) the file.

Here the file is shown with the YouTube link embedded:

Figure 4. Adding an iFrame in the HTML code.

Step 5: Reload the web page

The web page must be reloaded to show the embedded video by pressing F5. Or, close the web browser window, press F1 from within NAV 2015 and navigate to the Customer Card help file again.

Notice how the YouTube video is now embedded in the web page:

Figure 5. YouTube video embedded in web page through an iFrame.

That concludes this tutorial! Hopefully these steps will prove very useful to you.

If you have any questions about this process or other technical questions about Dynamics NAV, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Microsoft Dynamics NAV Role Tailored Client – Master Template for Report Layouts (Applies to NAV 2013, NAV 2013 R2, NAV 2015, and NAV 2016)

When you are designing a Custom Report Layout, the Visual Studio/Report Builder opens up with a Blank page.

During implementation of a new project, customers are often looking for custom layouts which have similar structures. This master Layout can be used to set all the common properties and objects that the developer needs to develop reports for a project.

For example, I am building a report, and the layout requires the following:

• A page header with four text boxes which can grow and be set to False
• A page footer
• A table in the body with, for example, 5 columns

In NAV, when you create and open a layout, you find some functions by default, including BlankZero, BlankPos, etc. However, if you attempt to create an SSRS Report directly by opening the Report Builder, these functions are not available.

In NAV 2016, using the default installation path, the Master Template in the NAV RTC report is located at: C:\Program Files (x86)\Microsoft Dynamics NAV\80\RoleTailored Client\ReportLayout

Figure 1 – Microsoft Standard Report Layout Location

You will need to simply overwrite the template according to your requirements.

NOTE: For this demonstration, I am using Report Builder. The steps remain same if you are using Visual Studio.

Create the customized layout

Open the NAV Client and create a new report.

Navigate to Tools > Layout to open the default layout, as shown below.

Figure 2 – RDLC layout.

Now, add all the elements discussed above and set all the properties listed above. The layout appears as shown below.

Figure 3 – Master layout components.

Save the customized layout

This step is important to do when you create a new report layout.

Figure 4 – Save Menu.

Save the Layout with Name Report.rdlc (By default, the system will suggest a .rdl extension; change the Item to All and save it with exact name as highlighted).

Figure 5 – Save Window.

Close the Report Builder/Visual Studio after saving the file and Close NAV.

Replace the customized layout

Copy the file from the path you have saved and replace the file in the ReportLayout folder of the respective RTC. I am using NAV 2016, so I will replace the file at C:\Program Files (x86)\Microsoft Dynamics NAV\90\RoleTailored Client\ReportLayout:

Figure 6 – Replacing the standard layout with a custom layout.

Our customized layout is now ready to be used.

Now, when you start creating a new report, as you navigate to the layout, you will see the custom layout you created instead of blank page.

If you have any questions about this process or other technical questions about Dynamics NAV, please contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Microsoft Dynamics NAV Time Saver – Using Standard Journal Entries

EDITOR'S NOTE: It's Veteran's Day! ArcherPoint salutes the brave men and women who serve and have served in the US Armed Forces defending our great country. Your service is very much appreciated.

If I could save hours and reduce some of the headaches every accountant goes through every month end, you would consider me a genius. 

Sadly, I am not a genius, but I would like to introduce you to a Microsoft Dynamics NAV tool that may make some of the repetitive tasks accountants do each month to prepare their financial statements a little easier.  The tool is called Standard Journals and was introduced in Dynamics NAV version 5.0.  (I will show how this works in Dynamics NAV 2015, but the feature is available in older versions.) 

Standard Journals are basically a template for the journals you perform each month. It allows you the ability to create a journal entry and save the G/L Accounts, with the option to save the amounts as well.  Standard Journals can also be used as any other NAV journal entry (including Purchase and Sales Journals for standard transactions if using these tools). 

Standard Journals differ from Recurring Journals in the following ways:

• Recurring Journals can be set up as reversing; Standard Journals cannot.
• Recurring Journals cannot be posted into the future.  If the recurrence date is in the future, then you cannot post the transactions.
• Recurring Journals require a unique batch per journal.  Standard Journals can use the same Journal batch as all journal entries.
• Recurring Journals allow you to allocate the balance of an entire G/L Account, over other G/L Accounts based on a fixed rate or distribution percentage. Standard Journals do not provide this feature.
• Recurring Journals are recorded as a periodic activity, while Standard Journals are recorded in the same journal entry pages as other journal entries.

Before using standard journals, I recommend making a list of the journal entries prepared each month.  From this list you can prepare a checklist to ensure you perform all of the journals before preparing your financials. 

Creating Standard Journal Entries

From the CRONUS USA, Inc./Departments/Financial Management/General Ledger Menu, select Tasks, General Journals.

Figure 1. General Ledger menu with Tasks highlighted.

Enter the journal entry as you would normally enter the transactions. After entering the Journal entry, select the Save as Standard Journal on the Ribbon.

Figure 2. Ribbon with “Save as Standard Journal” highlighted.

Assign the Standard Journal a Code and Description.  You can also choose to save the amounts by placing a checkmark in the Save Amount: Field.

Figure 3. Save as Standard Gen. Journal with Options highlighted.

After saving the standard journal, you can post this journal entry to record the values in your General Ledger. 

Using Standard Journal entries

From the CRONUS USA, Inc./Departments/Financial Management/General Ledger Menu in Dynamics NAV, Select Tasks, General Journals.

Figure 4. General Ledger menu with Tasks/General Journal option highlighted.

Enter the Journal Entry as you would normally enter the transactions. Select the Get Standard Journals function on the ribbon.

Figure 5. General Journal – Default Journal Batch with Get Standard Journals highlighted.

Select the standard Journal you wish to use and hit the OK button.

Figure 6. Standard Journal list with a journal selected.

Review the journal entry that was populated and adjust as needed; then hit the ‘b’ or Post and Print Button to post this journal.

Figure 7. Choose Post or Post and Print to post the journal.

Use of Standard Journals can save some keystrokes when performing your month end processes.  They can also help you standardize some repetitive tasks and help maintain more control each month end.  They may or may not save you hours or reduce your headaches significantly, but every bit helps. 

For further information on how the Standard Journal Entries can benefit your organization, please contact the Experts in Microsoft Dynamics NAV at Archerpoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

How to Create Drop Shipments in Microsoft Dynamics NAV 2015

Need to ship an item directly from the Vendor to the Customer? Let’s walk through how to set up NAV 2015 to be able to handle this process.

A drop shipment is a shipment of an item or a consignment of items from one of your vendors directly to one of your customers. Before you can use this feature, you must first set up the customer, vendor, and item cards necessary for the order.

Set up your Purchasing Codes

First you will need to set up your Purchasing Codes with Drop Shipment field checked.

Go to File Departments > Purchase > Administration > Order Processing > Setup > Purchase Codes

Figure 1. Setup Purchasing Codes with Drop Shipment field checked.

Second, you will need to set up your Sales Order Lines to show Purchasing Code and Drop Shipment field. If you do not see Purchasing Code and Drop Shipment field, right click the mouse to show a list of options. Select the option to Choose Columns.

Figure 2. Show Purchasing Code and Drop Shipment fields.

The Customize Lines window will appear, as shown below. Select the “Purchasing Code” and “Drop Shipment” from the Available Columns on the left side. Once you have the field you want highlighted select the Add button.

Figure 3. Highlight the “Purchasing Code” and “Drop Shipment” and select the Add button.

To Create a Drop Shipment

Create a Sales Order: Go to File Departments > Sales & Marketing > Order Processing > Sales Orders

On the sales line, in the Purchasing Code field, select a purchasing code that has a check mark in the Drop Shipment field.

Figure 4. Select the purchasing code for the Drop Shipment.

Create a purchase order to order the corresponding items from your vendor: Go to File Departments > Purchase > Planning > Requisition Worksheets

On the Actions tab, in the Functions group, choose Drop Shipment, and then choose Get Sales Orders.

Figure 5. Choose Get Sales Orders on the Actions tab.

In the Get Sales Order window, fill in the filters to find the relevant sales order.

Figure 6. Fill in the filters in the Get Sales Order window.

Choose the OK button.

Figure 7. Specify an action to take to rebalance the current demand-supply situation.

On the requisition worksheet line, in the Action Message field, NAV defaults to New. Specify an action to take to rebalance the current demand-supply situation. The value in the field may change after you have calculated a plan and when you edit the quantity or date fields on the planning line. The following action messages exist.

Action Message Options:

• New – Create a new order
• Change Qty – Change the quantity on an existing order
• Reschedule – Reschedule the due date on an existing order
• Resched. & Chg. Qty. – Reschedule the due date and change the quantity on an existing order
• Cancel – Cancel an existing order

Figure 8. Action Message Options.

You can define what is included in the batch job by placing a check mark in the Accept Action Message field for the relevant lines. You can also remove the check mark if you want to. The program includes only those lines that have accepted action messages in the batch job.

In the Req. Worksheet window, on the Actions tab, in the Functions group, choose Carry Out Action Message. You can choose to print the order. Choose the OK button.

Figure 9. Select Carry Out Action Message to choose to print the order.

This will carry out the action message that it proposed for the selected line in the Requisition Worksheet window. When the batch job is run, the program carries out the proposed action and changes the existing replenishment plan accordingly. This could result in any or all of the following:

• The program changes existing replenishment orders according to the action message proposal. This could change the quantity or rescheduling the due date.
• The program deletes any existing replenishment orders that carry the action message Cancel.
• The program makes new replenishment orders from proposals that carry the action message New. Note that these orders will not be posted, and you can view them in the relevant application area. You can make changes in the orders.
• The batch job deletes the lines in the requisition worksheet after it has performed the action message. The other lines remain in the requisition worksheet until they are either accepted at a later date or else deleted. You can also delete the lines manually.

Select the Print Orders field to print the replenishment orders that are created.

Note: If item tracking was assigned on the corresponding sales order, the Get Sales Order function will also copy the item tracking lines to the newly-created purchase order. You can view them from the Lines FastTab by clicking Actions, pointing to Line, and then clicking Item Tracking Lines. You cannot invoice the purchase order before the sales order is invoiced. You cannot post a drop shipment order that has item tracking unless item tracking is synchronized – serial numbers and lot numbers must be the same – between the two orders.

Now that the Purchase Order and the Sales Order are linked, the Purchase Order auto populates the Sell-to Customer No., Ship to Name, Address and Shipment Method Code.

After you have released the purchase order, you must wait until the vendor informs you that the items have been shipped to the customer. You can then post the sales order and thereby post the drop shipment. When you set up the purchase order, use the function Drop Shipment, Get Sales Order to link to the relevant sales order. The sales order lines will be copied to the newly-created purchase order.

Figure 10. Use the function Drop Shipment, Get Sales Order to link to the relevant sales order.

Figure 11. Drop Shipment, Sales Order.

Figure 12. Drop Shipment, Purchase Order.

To Post a Drop Shipment

In the Sales Order window, on the Actions tab, in the Posting group, choose Post, and then choose either Ship to invoice it later, or Ship and Invoice to invoice it immediately. After you have posted the sales order as shipped, you can also post the purchase order as received. If the sales order has been invoiced, you can also invoice the purchase order. It is recommended that you print a Test Report before you post the invoice.

Note: When you receive the Items in on the Sales Order it will auto receive the Purchase Order Items.

Figure 13. Purchase Order Items are auto received.

To Post a Purchase Invoice

Select the Purchase Order (106037).

From the Purchase Order filled in all the information on the purchase invoice.

It is recommended that you print a Rest Report before you post the invoice.

Choose Post or Post and Print.

Choose Invoice and then choose OK.

For more information on how to create drop shipments in Microsoft Dynamics NAV, please contact the Experts in Microsoft Dynamics NAV at Archerpoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

Microsoft Dynamics NAV Role Tailored Client – Add a Factbox in a Document Page

(Applies to NAV 2013, NAV 2013 R2, NAV 2015 and NAV 2016)

Suppose we want an Item Image to be displayed in the Sales Order When Selected in Sales Order Sub form.

Let’s create a FactBox for displaying the item Image that we will attach to the Sales Order Page.

For this demo I am Using NAV 2016 and Page No. 50000 using the Page Properties below:

Table 1 – Page Properties.

The Page has one Global Variable of Table Item, as shown below:

Figure 1 – Global Variables.

The Page Designer is shown below:

Figure 2 – Page Designer.

There is a line of code that we write to get the Item Image:

Figure 3 – C/AL Code to get Item Image.

Now let’s add the FactBox in the Sales Order Page:

1. Design Page 42.
2. Navigate to Last Page Group that is FactBox Area.
3. Insert a New Line and of Type Part using the Properties below in the same order.

Table 2 – FactBox Properties.

** ProviderID is not static to 58. Actually, the ProviderID is linked to Factbox to the Sales Line Part.

** To get the Actual ProviderID, you need to see the ID of SalesLines Part, as shown below.

Figure 4 – Provider ID for Sales Line Part.

Run the Sales Order page and add an Item in the Sales Line that has Item Picture.

Figure 5 – Sales Order Page with Item Image Factbox.

If you have any questions about this function or other Dynamics NAV questions for any version, contact ArcherPoint.

Read more "How To" blogs from ArcherPoint for practical advice on using Microsoft Dynamics NAV.

If you are interested in NAV development, check out our collection of NAV Development Blogs.

Read more Dynamics NAV blogs by Saurav Dhyani.

Dynamics NAV 2016: Unrealized Sales Tax for Cash Based Companies

In a recent implementation I was involved with, ArcherPoint was tasked with combining two separate entities, one cash based and one accrual based, into one NAV company (not one database) while still being able to run financials separately for each entity within the company.

Easy, right?

No! An incredible challenge is a bit more accurate way to describe this, but given the incredible talent pool we have at ArcherPoint, we were up for the challenge. As the lead consultant on this account, I got my hands dirty in every aspect of the project (and I’m still trying to clean them). One task I had to overcome was finding a way to handle the client’s sales tax reporting requirements.

All of their sales tax reporting was done through the cash based company so they paid taxes based on cash received from their customers. Being my first cash based company implementation (only having worked with accrual based reporting before), I thought that we were going to have to modify the Sales Taxes Collected report to show the payments and calculate the tax due. In an effort not to duplicate work, I turned to our internal Yammer site and posted a question to my Tribe to find out who might have done a modification like this before. Lo and behold, I was advised by one of our Tribal leaders, Dan “The Medicine Man” Sass, to take a look at the Unrealized Sales Tax functionality that NAV offers out of the box. I am calling Dan “The Medicine Man” because he cured a future ailment of endless hours of wasted design and development before it even happened with a mere one sentence reply. Thanks again Dan!

So here I am, amazed at the fact that I can work with a system for almost one and half decades and still learn something new on an almost weekly basis. I guess I have to finally admit that I don’t know everything… kind of like admitting that I am never wrong. Actually, one time I thought I was wrong, however I was mistaken, but that is beside the point. Let’s get our hands dirty and take a look at this fantastic functionality that is incredibly easy to setup and use…and requires no modification whatsoever!

First step is to turn the functionality on in General Ledger Setup by setting the field “Unrealized Tax” to True:

Figure 1.General Ledger Setup General FastTab.

Next, for each tax jurisdiction that you would like to track the Unrealized Tax in, you need to setup two additional fields. The first is the G/L Account to use for the Unreal. Tax Acc. (Sales) and the second is the Unrealized Tax Type. Note that these fields are not shown as columns by default.

Figure 2.Tax Jurisdictions.

The NAV Help topic for the Unrealized Tax Type field provides the following descriptions:

In my example, I have chosen to post the unrealized sales tax to a new G/L Account - 22650 – “Unrealized Sales Taxes Payable” and I have chosen my Unrealized Tax Type to be “Percentage”.

OK, so that is it for the setup. Pretty easy right? Let’s now see how this works using an example. First I am going to post a sales invoice using the Tax Jurisdiction FLMIAMI. Below are the General Ledger Entries that were created during posting. As you can see the $30.00 of tax posted to our Unrealized Sales Tax Payable account:

Figure 3.General Ledger Entries of the Posted Invoice.

When we run the Sales Taxes Collected report for this Jurisdiction, you can see that the invoice shows up on the report however no tax is due. This is because we haven’t received any payments against this invoice as of yet:

Figure 4.Sales Taxes Collected Report prior to payment received.

Next, I will post a partial payment against the invoice to demonstrate how the Unrealized Tax Type of “Percentage” prorates the sales taxes due. Upon posting the payment and applying it against the invoice through the normal course of business, the General Ledger Entries that are created are the following:

Figure 5.General Ledger Entries of the Posted Payment.

As you can see, the system prorated the tax amount due based on the partial payment and moved that amount from the Unrealized Sales Tax Payable account to the Sales Tax Payable account.

When we re-run the Sales Taxes Collected report, we now see the payment below the posted invoice along with the calculated sales tax that is now due:

Figure 6.Sales Taxes Collected Report after payment is received.

That’s it, the whole kit and caboodle! Amazingly simple, effective, and out of the box. So the moral of this blog is that despite the fact that I don’t know everything, I can say with utmost certainty that this is something that I will never forget, allowing me to claim that I do know everything about this, until somebody tells me I am wrong, in which case I will remember that time I thought I was wrong but was mistaken, and tell them to ask Dan “The Medicine Man” because he has all the answers.

For more information on how to manage cash based sales tax reporting in Microsoft Dynamics NAV, please contact the Experts in Microsoft Dynamics NAV at Archerpoint.

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