Microsoft Dynamics® NAV 2009 - Application Setup

MICROSOFT DYNAMICS ® NAV 2009 APPLICATION SETUP Microsoft Official Training Materials for Microsoft Dynamics ® Your us...

Author: Microsoft Corporation

64 downloads 946 Views 7MB Size Report

This content was uploaded by our users and we assume good faith they have the permission to share this book. If you own the copyright to this book and it is wrongfully on our website, we offer a simple DMCA procedure to remove your content from our site. Start by pressing the button below!

Report copyright / DMCA form

DOWNLOAD PDF

MICROSOFT DYNAMICS ® NAV 2009

APPLICATION SETUP

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Last Revision: November 2008 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.

© 2008 Microsoft Corporation. All rights reserved. Microsoft Dynamics®, Microsoft® PowerPoint® Microsoft® SQL Server® and Microsoft Dynamics® NAV MorphX® are trademarks or registered trademarks of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. This course content is designed for Microsoft Dynamics® NAV 2009.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Table of Contents Introduction

0-1

Welcome ............................................................................................................ 0-1 Microsoft Dynamics Courseware Contents ........................................................ 0-2 Documentation Conventions .............................................................................. 0-3 Student Objectives ............................................................................................. 0-4

Chapter 1: Set Up a Company with the RIM Toolkit

1-1

Objectives ........................................................................................................... 1-1 Introduction ......................................................................................................... 1-1 Manual Setup vs. RIM ........................................................................................ 1-2 RIM Toolkit Overview ......................................................................................... 1-3 Using the RIM Toolkit ....................................................................................... 1-13 Demonstration: Create a Setup Questionnaire................................................. 1-13 Lab 1.1 - Create a Setup Questionnaire ........................................................... 1-17 Demonstration: Initialize a New Company Based on the Setup Questionnaire 1-18 Lab 1.2 - Import and Apply a Setup Questionnaire .......................................... 1-22 Use Data Templates ......................................................................................... 1-23 Lab 1.3 - Create a New Contact Data Template .............................................. 1-27 Migrate Data ..................................................................................................... 1-28 Lab 1.4 - Create and Export the Vendor Data Migration File ........................... 1-35 Lab 1.5 - Complete the Migration of Vendor Data ............................................ 1-37 Summary .......................................................................................................... 1-38 Test Your Knowledge ....................................................................................... 1-39 Quick Interaction: Lessons Learned ................................................................. 1-40 Solutions ........................................................................................................... 1-41

Chapter 2: Set Up Number Series

2-1

Objectives ........................................................................................................... 2-1 Introduction ......................................................................................................... 2-1 Number Series ................................................................................................... 2-2 Lab 2.1 - Create a Number Series ..................................................................... 2-7 Summary ............................................................................................................ 2-8 Test Your Knowledge ......................................................................................... 2-9 Quick Interaction: Lessons Learned ................................................................. 2-10 Solutions ........................................................................................................... 2-11

Chapter 3: Set Up Journal Templates and Batches

3-1

Objectives ........................................................................................................... 3-1 Introduction ......................................................................................................... 3-1 Journal Templates, Batches, and Lines ............................................................. 3-2 Create Journal Templates and Batches ............................................................. 3-5 Summary ............................................................................................................ 3-9 Test Your Knowledge ....................................................................................... 3-10 Quick Interaction: Lessons Learned ................................................................. 3-11 Solutions ........................................................................................................... 3-12

Chapter 4: Set Up Posting Groups

4-1

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

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

i

Application Setup in Microsoft Dynamics® NAV 2009 Specific Posting Groups ..................................................................................... 4-3 Lab 4.1 - Set Up an Inventory Posting Group................................................... 4-11 General Posting Groups ................................................................................... 4-12 Lab 4.2 - Create a Product Posting Group ....................................................... 4-16 General Posting Setup ..................................................................................... 4-17 Lab 4.3 - Copy a General Posting Setup Line .................................................. 4-21 VAT Posting Groups ......................................................................................... 4-22 Lab 4.4 – Create a VAT Posting Group ............................................................ 4-26 VAT Posting Setup ........................................................................................... 4-27 Lab 4.5 – Copy a VAT Posting Setup ............................................................... 4-32 Additional VAT Posting Setup .......................................................................... 4-34 Procedure: Determine Posting Groups ............................................................ 4-39 Demonstration: Post and Review a Sales Transaction .................................... 4-41 Summary .......................................................................................................... 4-48 Quick Interaction: Lessons Learned ................................................................. 4-51 Solutions ........................................................................................................... 4-52

Chapter 5: Set Up Dimensions

5-1

Objectives ........................................................................................................... 5-1 Introduction ......................................................................................................... 5-1 Dimensions and Dimension Values .................................................................... 5-2 Lab 5.1 - Set Up a Dimension with Dimension Values ....................................... 5-7 Dimension Types ................................................................................................ 5-8 Dimension Combinations ................................................................................. 5-10 Lab 5.2 - Set Up a Dimension Combination ..................................................... 5-14 Default Dimensions .......................................................................................... 5-15 Lab 5.3 - Assign Default Dimensions to a Single Account ............................... 5-24 Lab 5.4 - Assign Default Dimensions to Multiple Accounts .............................. 5-25 Lab 5.5 - Assign Vendor Account Type Default Dimensions ............................ 5-27 Default Dimension Priority ................................................................................ 5-28 Demonstration: Work with Default Dimension Priorities ................................... 5-29 Summary .......................................................................................................... 5-34 Test Your Knowledge ....................................................................................... 5-35 Quick Interaction: Lessons Learned ................................................................. 5-37 Solutions ........................................................................................................... 5-38

Chapter 6: Manage User Rights and Profiles

6-1

Objectives ........................................................................................................... 6-1 Introduction ......................................................................................................... 6-1 Authentication ..................................................................................................... 6-2 Security Setup Overview .................................................................................... 6-4 Security Setup for RoleTailored Client ............................................................. 6-10 Lab 6.1 - Create a Windows Login and Assign Roles ...................................... 6-16 User Profile Setup for the RoleTailored Client.................................................. 6-17 Lab 6.2 - Assign a Profile ................................................................................. 6-20 Demonstration: Create a New Role .................................................................. 6-21 Demonstration: Apply SQL Server Security Filters........................................... 6-24 Security Setup for Classic Client ...................................................................... 6-27 User-Specific Setup .......................................................................................... 6-29 Active Directory Security .................................................................................. 6-33

ii

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Table of Contents Summary .......................................................................................................... 6-35 Test Your Knowledge ....................................................................................... 6-36 Quick Interaction: Lessons Learned ................................................................. 6-37 Solutions ........................................................................................................... 6-38

Chapter 7: Set Up and Manage Document Approvals

7-1

Objectives ........................................................................................................... 7-1 Introduction ......................................................................................................... 7-1 Set Up Document Approvals .............................................................................. 7-2 Demonstration: Set Up User Logins for Document Approvals ........................... 7-8 Demonstration: Set Up Approval Users in a Hierarchy ...................................... 7-9 Lab 7.1 - Set Up Document Approvals ............................................................. 7-12 Set Up the Notification System ......................................................................... 7-14 Send Overdue Notifications .............................................................................. 7-16 Delegating Substitute Approvers ...................................................................... 7-17 Summary .......................................................................................................... 7-17 Test Your Knowledge ....................................................................................... 7-18 Quick Interaction: Lessons Learned ................................................................. 7-20 Solutions ........................................................................................................... 7-21

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

iii

Application Setup in Microsoft Dynamics® NAV 2009

iv

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Introduction

INTRODUCTION Welcome We know training is a vital component of retaining the value of your Microsoft Dynamics® NAV 2009 investment. Our quality training from industry experts keeps you up-to-date on your solution and helps you develop the skills necessary for fully maximizing the value of your solution. Whether you choose Online Training, Classroom Training, or Training Materials; there is a type of training to meet everyone's needs. Choose the training type that best suits you so you can stay ahead of the competition.

Online Training Online Training delivers convenient, in-depth training to you in the comfort of your own home or office. Online training provides immediate access to training 24 hours-a-day. It is perfect for the customer who does not have the time or budget to travel. Our newest online training option, eCourses, combine the efficiency of online training with the in-depth product coverage of classroom training, with at least two weeks to complete each course.

Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you receive hands-on experience with instruction from our certified staff of experts. Regularly scheduled throughout North America, you can be sure you will find a class convenient for you.

Training Materials Training Materials enable you to learn at your own pace, on your own time with information-packed training manuals. Our wide variety of training manuals feature an abundance of tips, tricks, and insights you can refer to again and again:

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

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

0-1

Application Setup in Microsoft Dynamics® NAV 2009

Microsoft Dynamics Courseware Contents Test Your Skills Within the Microsoft Dynamics Training Materials you find a variety of different exercises. These exercises are offered in three levels to accommodate the variety of knowledge and expertise of each student. We suggest you try the level three exercises first, if you need help completing the task look to the information in the level two exercises. If you need further assistance each step of the task is outlined in the level one exercise.

Challenge Yourself! Level 3 exercises are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task.

Need a Little Help? Level 2 exercises are designed to challenge students, while providing some assistance. These exercises do not provide step by step instructions, however, do provide you with helpful hints and more information to complete the exercise.

Step by Step Level 1 exercises are geared towards new users who require detailed instructions and explanations to complete the exercise. Level 1 exercises guide you through the task, step by step, including navigation.

Quick Interaction: Lessons Learned At the end of each chapter within the Microsoft Dynamics Training Material, you find a Quick Interaction: Lessons Learned page. This interaction is designed to provide the student with a moment to reflect on the material they have learned. By outlining three key points from the chapter, the student is maximizing knowledge retention, and providing themselves with an excellent resource for reviewing key points after class.

0-2

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Introduction

Documentation Conventions The following conventions and icons are used throughout this documentation to help you quickly and effectively navigate through the information. CAUTION: Cautions are found throughout the training manual and are preceded by the word CAUTION in bold. Cautions are used to remind you of a specific result of a specific action which may be undesirable. HINT: Hints are found throughout the training manual and are preceded by the word HINT in bold. Hints are used to suggest time-saving features or alternative methods for accomplishing a specific task. NOTE: Notes are found throughout the training manual and are preceded by the word NOTE in bold. Notes are used to provide information which, while not critical, may be valuable to an end user. BEYOND THE BASICS: Advanced information found throughout the training manual is preceded by the words BEYOND THE BASICS in bold. Beyond the Basics provides additional detail, outside of standard functionality, that may help you to more optimally use the application. EXAMPLE: Examples are found throughout the training manual and are preceded by the word EXAMPLE in bold. Examples bring to light business scenarios that may better explain how an application can be used to address a business problem.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

0-3

Application Setup in Microsoft Dynamics® NAV 2009

Student Objectives What do you hope to learn by participating in this course? List three main objectives below. 1.

2.

3.

0-4

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

CHAPTER 1: SET UP A COMPANY WITH THE RIM TOOLKIT Objectives The objectives are: •

Explain the dependencies between RIM and manual setup work

•

Introduce the different components and processes of the RIM toolkit

•

Explain and demonstrate all tasks in a RIM process

•

Create a setup questionnaire

•

Initialize a new company with a new setup questionnaire

•

Create data templates

•

Migrate customer data

Introduction The Microsoft Dynamics® NAV Rapid Implementation Methodology (RIM) Toolkit helps to meet the needs of Microsoft partners responsible for creating, setting up, and initializing new installations of Microsoft Dynamics NAV. The RIM toolkit increases the speed and quality of those implementation steps and complements the Microsoft Dynamics Sure Step methodology efforts towards quick-to-market offerings. Those in charge of application setup are provided with the the tools to set up a new company using the RIM toolkit in addition to creating new records based on RIM data templates. The RIM toolkit helps users set up a new company with setup values and master data records, not transaction entries. Any transaction entries that the customer wants to carry to the new database must be posted with the relevant journals.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-1

Application Setup in Microsoft Dynamics® NAV 2009

Manual Setup vs. RIM The RIM toolkit is an integral part of Microsoft Dynamics NAV and is recommended as the quickest and most stable way to create and initialize a new installation. However, some setup is not made by the RIM tool and most setup work is performed as ongoing maintenance of a running application by an internal or external administrator or super user. Application Setup training therefore covers both RIM and selected manual setup tasks. The RIM toolkit helps to prepare a new Microsoft Dynamics NAV company with default setup data before the customer's legacy data is migrated into the database. This preset default setup is based on typical needs of the industry type selected upon import, and as such, the default setup data may not fully meet the customer's needs. This will vary with the complexity and maturity of the company where the product is being implemented. For example, an advanced manufacturing company with ten years in business will require more manual setup in addition to the default RIM data, whereas a small and young company can perhaps use the default setup exactly as prepared by the RIM tool. Some categories of setup data are not included in the RIM toolkit because they are too specialized to justify a default. Such setup data must be created manually. Examples of setup data that is not created by the RIM toolkit include: •

Journal templates

•

Dimensions

•

Location codes and salespeople codes

•

City, post code, and territory

•

Users

Note that the list of non-RIM areas that must be set up manually are not necessarily complex and therefore may not be included in the Application Setup training.

1-2

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

RIM Toolkit Overview The purpose of the RIM toolkit is to reduce implementation time by: •

Following the project schedule template

•

Importing industry-specific datasets

•

Defining system setup in an industry-specific setup questionnaire (Microsoft® Office Excel®) and importing it into Microsoft Dynamics NAV

•

Simplifying the import and creation of data with data templates

•

Migrating customer data by importing from XML or Excel

•

Validating migration data prior to applying them to the database

•

Reducing the need for high-skilled users in the initial implementation phase

The components of the RIM toolkit are the following: •

Project schedule

•

Setup questionnaire

•

Industry-specific setup data

•

Data templates

•

Data migration

FIGURE 1.1 IMPLEMENTATION ELEMENTS OF RIM

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-3

Application Setup in Microsoft Dynamics® NAV 2009 Project Schedule The RIM toolkit contains a default project schedule for a Microsoft Dynamics NAV implementation. This project schedule draws on the extensive experience of Microsoft Dynamics NAV partners to help ensure that every step in the process is clearly understood before the implementation begins.

FIGURE 1.2 PROJECT SCHEDULE TEMPLATE SHOWING THE 2-5-2 DEPLOY PHASE

The template, which is in the product CD, is a starting point to develop a real plan based on the specifics of a particular implementation. While tasks can be added and deleted, users must review the template in detail because it covers the key areas across a wide range of functions. The template plan is geared toward having the system up and running in nine working days: •

Two days of preparation o o

•

Five days of implementation (in cooperation with super user and end users) o o o o o

1-4

Day One - Knowledge transfer from the sales process Day Two - First meeting with customer

Day Three - Kickoff Day Four - Customers and vendors Day Five - Inventory Day Six - General Ledger Day Seven - Sales/Receivables and Purchases/Payables

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit •

Two days of deployment and follow-up o o

Day Eight - Internal follow-up Day Nine - External follow-up at the customer site (with all users)

Setup Questionnaire In addition to the project schedule template, the RIM toolkit includes the setup questionnaire. The setup questionnaire helps reduce the implementation workload by streamlining the task of setting up the new system.

FIGURE 1.3 SETUP QUESTIONNAIRE PROCESS FLOW

The setup questionnaire is generated in Microsoft Dynamics NAV by the consultant and then provided to the customer as an Excel or XML file. There is one questionnaire for each industry segment. Each questionnaire covers the same ten setup tables, but the default values in the questionnaires vary with the industry type. Note that all default values can be changed in a questionnaire to match customer needs more specifically. When the user has finished answering the questions, the questionnaire file is imported into the customer's new Microsoft Dynamics NAV company, which is created based on industry-specific data templates matching the questionnaire (refer to the "Use Data Templates" lesson in this course for more details). The consultant and the customer validate the questionnaire answers before they are applied to the database. After a few hours, the system is set up without the user working directly in the database and with only a minimum of consultancy assistance. The following is an example of how the setup questionnaire works. On the General Ledger Setup sheet of the setup questionnaire in Excel, the following statement appears: "If you wish to limit the date interval in which posting is allowed, please enter the from date here."

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-5

Application Setup in Microsoft Dynamics® NAV 2009 The customer will enter a date in the Answer field, and when the import and review process is complete in Microsoft Dynamics NAV, this date will be applied in the Allow Posting From field in the General Ledger Setup page.

FIGURE 1.4 GENERAL LEDGER SETUP TABLE FILLED IN VIA QUESTIONNAIRE

Notice that the Excel file has a sheet for each included setup table. If your implementation project requires special system setup, you can build your own partner-specific setup questionnaires to apply exactly to your type of customers.

Test Your Knowledge: RIM Toolkit Overview 1. The project schedule is geared toward having the system up and running in how many days? ( ) 12 ()9 ()7 ( ) 15

1-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit 2. The project schedule and the setup questionnaire use which of the following Microsoft Office products? (Select all that apply) ( ) Microsoft Office Access ( ) Microsoft Office Excel ( ) Microsoft Office Project ( ) Microsoft Office Word 3. How many setup tables are contained in each questionnaire? ()8 ( ) 12 ()9 ( ) 10

Industry-Specific Setup Data Every time a new Microsoft Dynamics NAV solution is implemented, the company's employees must learn and understand how to enter data. This requires both end user training and the time necessary to enter new data. To save implementation time and cost, five sets of industry-specific setup data exists as XML files in the client installation. When a new company is created, one of the five company types is selected and all basic setup data and matching data templates are imported to the database.

FIGURE 1.5 LIST OF INDUSTRY-SPECIFIC XML FILES WITH SETUP DATA

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-7

Application Setup in Microsoft Dynamics® NAV 2009 For example, during the creation of a new company, table 308, No. Series, and table 309, No. Series Line, will be filled with number series and starting numbers for all documents relevant to the eight covered setup tables. The corresponding No. Series fields on the setup tables will also be filled automatically. This means that the tedious work of typing number series and other basic setup data is not necessary. Note that all default data created during RIM processes can be changed manually. The RIM toolkit contains the following industry-specific xml files (company types): •

Food.xml

•

Furniture.xml

•

HighTech.xml

•

Machinery.xml

•

WholeSale.xml

Each file contains data that is imported into the Microsoft Dynamics NAV company during the creation of a new company. The data in each file are: •

A set of industry-specific setup questionnaires (to capture basic setup)

•

A set of industry-specific data (to be selected as setup values)

•

A set of industry-specific data templates (to structure migration data)

FIGURE 1.6 FOOD-SPECIFIC DATA TEMPLATE

1-8

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit The image shows an imported data template specific to a type 2 item in the Food industry. Notice that the general product posting group for this particular item template is Cheese. That posting group code is selected from default posting group datasets for different food categories. These general product posting groups are imported with the selection of the Food company type. If your implementation project requires special datasets, you can build your own partner-specific data to apply exactly to your type of customers.

Data Templates When a new master data record, such as an item card, is created in Microsoft Dynamics NAV, some of the fields are mandatory and must be filled in. Most mandatory fields, such as posting groups and payment terms, can be grouped in typical types to ease and stabilize the creation of master data records. For example, mandatory fields for table 18, Customer, can be grouped as Domestic, Foreign, or Export types. Whether created manually or through migration with a RIM process, core master data records can be created based on data templates. Data templates are designed to support the customer's business processes to optimally use the functionality of Microsoft Dynamics NAV and to make it simpler for users to create records in their daily work.

FIGURE 1.7 MASTER DATA TEMPLATES FROM THE FOOD INDUSTRY IMPORT

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-9

Application Setup in Microsoft Dynamics® NAV 2009 In the standard product, data templates exist for the following master data tables: •

Contact

•

Customer

•

Item

•

Vendor

•

G/L Account

However, with little customization, the template structure can be applied to any relevant master data table in Microsoft Dynamics NAV. Data templates are an integral part of migrating data into Microsoft Dynamics NAV. However, data templates can also be used in daily operations to create new records based on templates (for the supported master data tables only). For example, when creating a new customer card, the user can click Apply Template on the Action Pane and then select the appropriate template from the list.

FIGURE 1.8 CREATING A NEW CUSTOMER CARD BASED ON A DATA TEMPLATE

The data templates support the following two business scenarios:

1-10

•

Migration from a legacy system (using the RIM processes)

•

Daily operation (using the Apply Template function in selected cards)

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit When migration data, such as item number and description, is imported in a migration file, which is linked to a data template, the outstanding mandatory field data is collected from the data template. When users create a new item, they only have to enter general information such as item number and description and then collect the rest of the mandatory field data from a selected data template.

Data Migration Most Microsoft Dynamics NAV implementations face the task of getting the customer legacy data moved from the old system into Microsoft Dynamics NAV. This can be done automatically through dataports or manually by entering data.

FIGURE 1.9 DEFINING CUSTOMER TABLE FIELDS TO BE MIGRATED

The Migration Overview page provides an overview of all tables and fields that exist or will exist in the new database, in addition to functions and views to perform all the final RIM tasks relating to data migration. The tasks are as follows: •

Prepare and export migration files

•

Import and validate migration data

•

Apply migration data to the database

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-11

Application Setup in Microsoft Dynamics® NAV 2009 Prepare the needed tables and fields in the Migration Overview page and then export these to an Excel or XML file in which the customer captures legacy data, either by manual entry or transfer. The structured migration data is then imported back into the Microsoft Dynamics NAV company where it is validated before being applied to the new database.

Partner-Specific Datasets If you often use the RIM toolkit and feel that the included standard XML files are lacking specific (for example, vertical) datasets, you can create your own specific XML files to be used with the RIM toolkit. Follow these steps to create partner-specific datasets to be used with RIM: 1. 2. 3. 4. 5. 6. 7.

Use a blank Microsoft Dynamics NAV database. Create a new company for each vertical dataset. Import the standard datasets into each company. Edit/Change/Add the Setup questionnaire. Edit/Change/Add data (post codes, data templates, tables). Define the new datasets in the Migration Overview page. Create (export) your partner-specific datasets as XML files.

Test Your Knowledge: RIM Toolkit Overview Fill in the blanks to test your knowledge of this section. 1. The industry-specific setup data file is a _________ of basic data. 2. Data _________ are designed to apply to any table in the Microsoft Dynamics NAV database. 3. The Migration Overview page allows you to ________ data before applying it to the Microsoft Dynamics tables. 4. All data migration files can be opened in _____. 5. _____ is also available as a data container in the RIM toolkit.

1-12

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Using the RIM Toolkit The steps that may be involved in using the RIM toolkit include: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.

Import an industry-specific XML file to create a setup questionnaire View questionnaire questions Create questionnaire files Export questionnaire to Excel or XML Fill out the setup questionnaire with the customer Create the new company Import the setup questionnaire Validate the setup questionnaire Apply answers from the setup questionnaire Choose a data template Create a data template header and lines Create a record from a data template Migrate data Export migration files Enter data in the migration file Import data Validate data Apply data

Demonstrations and exercises in practical use of these components are provided in the following lessons.

Demonstration: Create a Setup Questionnaire The initial three tasks in the RIM process relate to preparing the setup questionnaire, which the customer will later fill with basic setup data. You can create the setup questionnaire prior to visiting the customer since it can be done from any Microsoft Dynamics NAV database. This work involves the following tasks: 1. Select a company setup (industry-specific XML file) 2. Review the questions 3. Export the setup questionnaire to a file (typically Excel) Scenario: A foods wholesaler has just purchased Microsoft Dynamics NAV as their ERP system. As the implementer of the new system, Simon's first task is to generate a setup questionnaire, which he will bring to the customer site.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-13

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: Since the import of an industry-specific XML file must be performed in the Classic client, the other steps in this lesson are performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client as well.

Steps: Import an Industry-Specific XML File Five industry-specific XML files are included in the Company Settings folder under a standard Microsoft Dynamics NAV installation for the purpose of creating setup questionnaires that are based on default setup fields relevant to the industry. Within the application, the XML files are referred to as Company Types. Follow these steps to select the Food company type (import the XML file): 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. On the Tools menu, click Object Designer. 3. Click Form and then locate and select object ID 8622, Company Setup. 4. Click Run. 5. In the Company Type field, click the look-up arrow. 6. On the Food line, select the Select check box and then click OK. 7. In the Company Setup window, click OK. 8. Click OK when the import is complete. 9. Close the Object Designer window. During the import process, 67 tables are populated with industry-specific data. The data is created from knowledge of the industries. Most of the data is similar from industry to industry.

Steps: Review the Questions Now that the Food XML file is imported to the database, the Food-specific setup questionnaire is ready to be exported to Excel so that the customer can manually fill in the setup values. First you may want to verify that the relevant questions are in place. Follow these steps to view the questionnaire questions in Microsoft Dynamics NAV: 1. In the navigation pane, click the Administration button. 2. Click Application Setup, then Company Setup, and then click Setup Questionnaire.

1-14

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit 3. To view the questions, click Questionnaire and then click Show Questions; the Question Area window for questions related to table 79, Company Information, appears.

FIGURE 1.10 SETUP QUESTIONS FOR TABLE 79, COMPANY INFORMATION

Each line refers to a specific field in the related table. The Answer column contains the value that can be imported to the related table. 4. To view the list of different question areas, click Question and then click List. 5. Select the relevant area and then click OK; the questions specific to that setup display. You can add new or change the default questions to match, for example, customizations in the database.

Steps: Export the Questionnaire File In the Setup Questionnaire window, the Questionnaire button contains the following export choices: •

Export to Excel

•

Export to XML

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-15

Application Setup in Microsoft Dynamics® NAV 2009 When you are working with data that has to be edited manually before importation, the Excel file format is recommended, whereas when you are working with data that you move between companies or between Microsoft Dynamics NAV databases, the XML file format is preferred. Regardless of which option used, the data can be shown and edited in Excel and imported into Microsoft Dynamics NAV. Follow these steps to export a setup questionnaire to Excel: 1. In the Setup Questionnaire window, click Questionnaire and then click Export to Excel. 2. In the Save as Excel Workbook dialog box, enter a file name (for example, "New Food Company"), and then click Save. 3. Once the questionnaire has been successfully exported, click OK. 4. Locate and open the Excel file you just created. 5. Review the various tabs on the spreadsheet.

1-16

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Lab 1.1 - Create a Setup Questionnaire The purpose of this lab is to reinforce your understanding of the process required to create a setup questionnaire. Scenario A computer hardware reseller has just purchased Microsoft Dynamics NAV as their ERP system. As the implementer of the new system, your first task is to generate a setup questionnaire that you will bring on your first visit to the customer site. HINT: You do not need to review the questionnaire before export.

Challenge Yourself! Create a "New HighTech Company" setup questionnaire in Excel based on the High Tech company type.

Need a Little Help? 1. 2. 3. 4. 5.

Open the Object Designer window. Import the HighTech company type XML file. Open the Setup Questionnaire window. Export the setup questionnaire to Excel. Save the export as "New HighTech Company."

Step by Step 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server. 2. On the Tools menu, click Object Designer. 3. Click Form, and then locate and select object ID 8622, Company Setup. 4. Click Run. 5. In the Company Type field, click the look-up arrow. 6. On the High Tech line, select the Select check box and then click OK. 7. In the Company Setup window, click OK. 8. Click OK when the import is complete. 9. Close the Object Designer window. 10. In the navigation pane, click the Administration button. 11. Click Application Setup, then Company Setup, and then click Setup Questionnaire.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-17

Application Setup in Microsoft Dynamics® NAV 2009 12. Select the HighTech questionnaire, click Questionnaire, and then select Export to Excel. 13. In the File Name field, type New HighTech Company. 14. Click Save to complete the export. 15. Once the questionnaire has been successfully exported, click OK.

Demonstration: Initialize a New Company Based on the Setup Questionnaire When the industry-specific setup questionnaire is created, you are ready to meet with the customer to have the questionnaire filled out. When all needed setup data is captured, the setup questionnaire (in Excel or XML) is used to initialize a new customer database with basic application setup. This work involves the following tasks: 1. 2. 3. 4. 5.

Fill out the setup questionnaire with the customer. Create the new company. Import the setup questionnaire. Validate the setup questionnaire. Apply answers from the setup questionnaire.

Scenario: During the customer visit, the setup questionnaire is filled out. When Simon returns to his office, he creates a new company for the customer and then imports the setup questionnaire. Afterwards, he validates and then applies the answers. NOTE: Since the new company creation must be performed in the Classic client, the other steps in this lesson are also performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

Steps: Complete the Setup Questionnaire with the Customer Normally, your customer will complete the whole setup questionnaire you have provided to them before any data is imported into the new database. For the purpose of this demonstration, fill in a few answer cells to see how data captured in the spreadsheet is applied in Microsoft Dynamics NAV. Follow these steps to fill out the Excel setup questionnaire: 1. Open the "New Food Company.xls" setup questionnaire you exported in the "Create a Setup Questionnaire" demonstration. 2. Click the General Ledger Setup tab. 3. Type 010110 in the Answer column of the first question line (100): "If you wish to limit the date interval in which posting is allowed, please enter the from date here."

1-18

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit 4. In question line number 200, type 013110 in the Answer column. 5. In question line number 300, type No. (All system defaults are populated in the spreadsheet but they can be changed.) 6. Save and close the setup questionnaire.

Steps: Create the New Company Follow these steps to create a new company based on the Foods default data: 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. On the File menu, point to Company and then click New. 3. In the Company Name field, type New Food Company and then click OK. 4. In the Company Setup window (opens automatically), look up in the Company Type field, select the Food company type, and then click OK. 5. Once the company has been successfully created, click OK. 6. If necessary, click the Main Menu icon to display the navigation pane. A new company, New Food Company, is now created with the industry-specific setup fields for the Food company type preset.

Steps: Import the Setup Questionnaire Follow these steps to import the setup questionnaire: 1. In the navigation pane, click the Administration button. 2. Click Application Setup, then Company Setup, and then click Setup Questionnaire. 3. Click Questionnaire and then click Show Questions. 4. Click Question and then click List. 5. Click the General Ledger Setup question area and then click OK. 6. In the Question Area window for General Ledger Setup, review the Answer field for the first three lines: lines one and two are blank, and line three displays Yes. 7. Close the window. 8. In the Setup Questionnaire window, click Questionnaire and then click Import from Excel. 9. In the Save as Excel Workbook dialog box, select the Excel file (New Food Company.xls) in which you entered three answers earlier, and then click Open.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-19

Application Setup in Microsoft Dynamics® NAV 2009 10. Once the questionnaire has been successfully imported, click OK. 11. Click Questionnaire and then click Show Questions. 12. Open the Question Area window for General Ledger Setup and review the first three lines; they are now populated with the data you previously entered in the setup questionnaire.

FIGURE 1.11 THREE NEW SETUP VALUES ARE IMPORTED

Steps: Validate the Setup Questionnaire Validating the setup questionnaire is a manual review process to ensure that the fields have been entered in the proper Microsoft Dynamics NAV format. A common validation task is to check that text strings are not entered into date fields. This review process is necessary because the system does not validate the format of the answer in the questionnaire to the corresponding Microsoft Dynamics NAV field when the Apply Answers process is run. Follow these steps to validate the setup questionnaire: 1. In the Setup Questionnaire window, click Questionnaire and then click Show Questions. 2. For each line of each question area, review the value in the Answer column in relation to the specified option in the Answer Option column. 3. On the Tools menu, click Zoom to verify specific field information, as needed.

1-20

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit Steps: Apply Answers from the Setup Questionnaire Now that the setup questionnaire with setup data is imported and validated, it is time to apply the setup data (answers in the questionnaire) to the related tables. Begin the task of applying setup data by confirming that the General Ledger Setup table is empty: 1. On the Tools menu, click Object Designer and then click Table. 2. Locate and select table 98, General Ledger Setup, and then click Run. 3. Notice that the Allow Posting To, Allow Posting From, and Register Time fields are blank. 4. Close the General Ledger Setup - Table window and the Object Designer. Follow these steps to apply the setup data: 1. Open the Question Area window for General Ledger Setup. 2. Click Question and then click Apply Answers. Alternatively (if a complete questionnaire was imported), click Questionnaire and click Apply Answers in the Setup Questionnaire window. 3. Open the Object Designer and run the General Ledger Setup table to review the result.

FIGURE 1.12 APPLIED GENERAL LEDGER SETUP SETUP DATA

Notice that the Allow Posting To and Allow Posting From fields are populated with the dates in question and that the Register Time field is blank because No was entered as the answer.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-21

Application Setup in Microsoft Dynamics® NAV 2009

Lab 1.2 - Import and Apply a Setup Questionnaire The purpose of this lab is to reinforce your understanding of the process required to import and apply a setup questionnaire. Scenario Your customer, the computer reseller, has completed the setup questionnaire, New HighTech Company.xls, and you are ready to continue the RIM process. NOTE: To complete this lab, open the New HighTech Company.xls and type the following in the first four Answer cells: Name, Name2, Address, and Address 2.

Challenge Yourself! Initialize a new company named "New HighTech Company," based on the new company information data captured in the setup questionnaire.

Need a Little Help? 1. Enter the two company names and two addresses on the Company Information tab of the New HighTech Company.xls setup questionnaire. 2. Create a new company named New HighTech Company. 3. Import the New HighTech Company.xls file. 4. Apply the Company Information answers. 5. Verify that the Company Information table holds the two company names and two addresses.

Step by Step 1. Open the New HighTech Company.xls file and then enter the following in the first four Answer fields: a. "Name" b. "Name2" c. "Address" d. "Address2" 2. Save and close the Excel file. 3. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 4. On the File menu, click Company, and then click New.

1-22

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit 5. In the Company Name field, type New HighTech Company and then click OK. 6. In the Company Setup window, look up in the Company Type field, select the High Tech company type, and then click OK. 7. Once the company has been successfully created, click OK. 8. In the Company Setup folder, click Setup Questionnaire. 9. Click Questionnaire and then click Import from Excel. 10. Select the New HighTech Company.xls file and then click Open. 11. When the questionnaire has been successfully imported, click OK. 12. Click Questionnaire and then click Show Questions. 13. Open the Question Area window for Company Information. 14. Click Question and then click Apply Answers. 15. On the Tools menu, click Object Designer. 16. Run the Company Information table to verify that the Name, Name2, Address, and Address2 fields are filled in.

Use Data Templates Once the setup data is imported and applied in the customer's database, you are ready to start migrating the customer's existing master data, such as item and customer numbers and names. To ensure that this data is created quickly and accurately in the new company, you must first create templates to structure the data. Such data templates can be applied to any Microsoft Dynamics NAV table. This work involves the following tasks: 1. 2. 3. 4.

Choose a data template Create a data template header Create a data template line Create a record from a data template

The last task is the actual use of the data template. A set of data templates are imported, along with the industry-specific default data, when you select a company type prior to creating a new company. NOTE: The procedures in this lesson can be performed in both the Classic and the RoleTailored client. For this training, they are performed in the RoleTailored client. In addition, all procedures are performed in the New Food Company created in the "Initialize a New Company Based on the Setup Questionnaire" demonstration.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-23

Application Setup in Microsoft Dynamics® NAV 2009 Procedure: Select an Existing Data Template The first step in selecting an existing data template is to evaluate if the default master data templates are sufficient for your customer. Review the fields and values of each template and reach an agreement with your customer of which templates can be used, for example, for their customer types: •

If the default templates are not sufficient, you can create new templates.

•

If the default templates are sufficient, you will use them to create records based on master data templates.

Follow these steps to choose an existing data template and review the setup lines: 1. Open the RoleTailored client. 2. On the status bar, click CRONUS International, Ltd. 3. In the Company field, click the drop-down arrow, select New Food Company and then click OK. 4. In the navigation pane, click Departments. 5. Click Administration and then click Application Setup. 6. On the Application Setup page, click Company Setup and then click Setup Master Templates. 7. Locate and double-click the relevant data template.

FIGURE 1.13 EXISTING DATA TEMPLATE FOR DOMESTIC CUSTOMERS

1-24

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit Procedure: Create a Data Template Header Follow these steps to create a new data template header: 1. On the Application Setup page, click Company Setup and then click Setup Master Templates. 2. Click New. 3. In the Code field, type a unique ID for a template. It is useful to apply some logic when specifying the IDs (CUS001, CUS002, ITEM001, ITEM002, and so on). 4. In the Description field, type a description of the template. 5. In the TableID field, enter the table this template will apply to. The Table Name field will be automatically populated when the TableID field is populated.

Procedure: Create a Data Template Line Follow these steps to create a new data template line: 1. In the Data Template Header page, on the first line, click the Field Name field, select from fields in the table, and then click OK. The Field Caption field is automatically populated with the field name. 2. In the Default Value field, type the value of the field. 3. Select the Mandatory check box if the field must be filled out for the Microsoft Dynamics NAV application to work. For example, if posting groups are not filled out, an order cannot be invoiced. It is therefore mandatory to set up posting groups. 4. Type information regarding this field into the Comment field as needed. 5. Click OK to close the Data Template Header page.

Procedure: Create a Record from a Data Template Data that is contained in the data templates can be converted into records in the database, one-by-one, using the Create Instance function in the Data Template Header page. This is a miniature version of the data migration process and may be useful for smaller data creation tasks. Follow these steps to create the item card record for the existing Item01 data template: 1. In the Setup Master Templates page, locate and then double-click the template for ITEM01. 2. Notice the values in the posting groups, BREAD and HIGH. 3. On the Actions menu, point to Functions and then click Create Instance; the item card is now created. 4. Click OK and then close the Data Template Header page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-25

Application Setup in Microsoft Dynamics® NAV 2009 5. To verify the new item card, in the navigation pane, click the Purchase department. 6. Click Planning and then click Items. 7. Open the new item card, No. 1. 8. Expand the Invoicing tab and then verify that it has the posting groups defined on the data template from which this record was created. When the required master data templates are created, you can proceed with the actual migration of the customer's data into the new Microsoft Dynamics NAV database.

1-26

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Lab 1.3 - Create a New Contact Data Template The purpose of this lab is to reinforce your understanding of the process required to create a new master data template. Scenario The HighTech customer wants a more generic master data template for some company contacts. Create a new data template as follows: •

Code: Contact05

•

Name: Company Contact

•

Based on table 5050, with these mandatory fields: o o o o

•

Territory Code Salesperson Code Type Salutation Code

None of the lines need to have a value in the Default Value field.

Challenge Yourself! 1. Create the header for Company Contact based on table 5050. 2. Create the four lines by looking up to the field list.

Need a Little Help? 1. 2. 3. 4. 5.

Open the New HighTech Company. Open the Setup Master Templates page. Insert a new template. Fill in the header as stated in the scenario. Fill in the lines as stated in the scenario.

Step by Step Follow these steps to create the new Contact Data Template: 1. Open the RoleTailored client. 2. On the status bar, click New Food Company. 3. In the Company field, click the drop-down arrow, select New HighTech Company and then click OK. 4. In the navigation pane, click Departments. 5. Click Administration and then click Application Setup. 6. On the Application Setup page, click Company Setup and then click Setup Master Templates.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-27

Application Setup in Microsoft Dynamics® NAV 2009 7. 8. 9. 10. 11. 12. 13. 14. 15.

Click New. In the Code field, Contact05. In the Description field, type Company Contact. In the TableID field, enter 5050. On the first line, click the Field Name field, select Territory Code, and then click OK. Select the Mandatory check box. Repeat steps 11 and 12 for the Salesperson Code, Type, and Salutation Code field values. Click OK to close the Data Template Header page. Re-open the New Food Company.

Migrate Data Data migration is the process where the customer's existing data is transferred from the customer's existing system to Microsoft Dynamics NAV using Excel or XML files as data carriers. This work involves the following tasks: 1. 2. 3. 4. 5. 6. 7.

Assess the default data migration files. Create a new data migration file. Export data migration files Enter data. Import data. Validate data. Apply data.

When you select a company type prior to creating a new company, a set of data migration files are imported along with the industry-specific default data. The imported dataset contains a data migration setup for: •

Data tables

•

Setup tables

NOTE: The procedures in this lesson can be performed in both the Classic and the RoleTailored client. For this training, they are performed in the RoleTailored client. In addition, all procedures are performed in the New Food Company created in the "Initialize a New Company Based on the Setup Questionnaire" demonstration.

1-28

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit Assess Default Data Migration Files The first task in data migration is to evaluate if the default data migration files are sufficient for the customer. If the default data migration files are sufficient, you can proceed to export the data migration files to XML or Excel using either of the default migration files. If the default migration files are not sufficient, you must create one or more new data migration files (lines in the Migration Overview page).

FIGURE 1.14 OVERVIEW OF DEFAULT MIGRATION FILES

The Customer table is not included in the list of default migration files, and you must therefore create this to migrate your customer's existing customer information.

Demonstration: Create New Data Migration Files Scenario: The New Food Company has customer information that must be migrated to the new company. As their consultant, Simon must create the Customer migration file to export it and then capture the customer information.

Steps: Create New Data Migration Files Follow these steps to create a new data migration file: 1. On the Application Setup page, click Company Setup and then click Data Migration.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-29

Application Setup in Microsoft Dynamics® NAV 2009 2. Click New to create a new data migration line. 3. In the TableID field, enter table 18, Customer; the Table Name field is automatically populated. 4. In the Form ID field, enter form 21, Customer Card. 5. On the Related Information menu, point to Migration and then click Migration Fields. 6. On the Actions menu, click Edit List. 7. Select the Include check boxes for the following field numbers (to keep the demonstration simple): o 2, Name o 5, Address o 29, Salesperson Code 8. Click OK. A new data migration file is now created for migration table 18, Customer.

Demonstration: Export, Enter Data, and Import Migration Files Scenario: In the New Food Company, the basic setup is complete (with three values imported with a setup questionnaire). Simon has not created new data templates, but he has created a new data migration file for customer information. He is now ready to export the data migration file in which the company's information about its customers will be captured before they are migrated to the new company. The customer prefers to work with Excel. He explains how to enter the data in the exported file and then imports the file into the New Food Company.

Steps: Export Data Migration Files Follow these steps to export the Customer data migration file to Excel: 1. In the Migration Overview page, select the line with table 18. 2. On the Actions menu, point to Functions and then click Export to Excel. 3. In the information dialog box, click the proper server access option and then click OK. 4. In the File Name field, type New Food Company Migration Customer. 5. Click Save. 6. In the information dialog box, click the proper server access to Excel option and then click OK. 7. When the setup data is successfully exported, click OK.

1-30

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit The Excel file is created at the specified position. It contains empty cells for the selected four fields in the Customer table, ready to be filled by the customer.

Steps: Enter Migration Data Follow these steps to enter the customer information in the Excel file: 1. Open the New Food Company Migration Customer.xls file. 2. Explain to the customer how to fill out the worksheets. The following methods can be used: o Method 1: Enter all customer data by filling out the fields cell by cell. o Method 2: Copy all customer information to Sheet1, and then make an Excel formula (=Sheet1!A1') between the fields in the Customer sheet and the fields in Sheet1. Since customer legacy data is probably not organized like in Microsoft Dynamics NAV, this is the recommended method. 3. For the purpose of this demonstration, type values manually in the dedicated cells in the Customer sheet of the Excel file as follows: o o

On row 4: 1, Elkhorn Airport, 105 Buffalo Dr., 2 On row 5: 2, Selangorian Ltd., 153 Thomas Drive, 3

FIGURE 1.15 TWO LINES OF CUSTOMER DATA ENTERED IN THE EXPORTED DATA MIGRATION FILE (EIGHT FIELDS ONLY)

4. Save and close Excel. CAUTION: Do not change the columns in the Customer sheet. If they are moved, deleted, or changed, the sheet cannot be imported.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-31

Application Setup in Microsoft Dynamics® NAV 2009 Steps: Import Migration Data Follow these steps to import the customer migration data that you have captured in the Excel file: 1. In the Migration Overview page, select the line for table 18, Customer. 2. On the Actions menu, point to Functions and then click Import from Excel. 3. In the information dialog box, click the proper access option and then click OK. 4. Click the New Food Company Migration Customer.xls file and then click Open. 5. In the information dialog boxes, click the proper server access option and then click OK. 6. When the setup data is successfully imported, click OK. Data from the migration file is now imported into migration table 18, Customer. In the Migration Overview page, the No. of Migration Errors field shows that two imported records have errors. These must be resolved in the validation task.

Demonstration: Validate and Apply Migration Data Scenario: The imported migration file contains two errors. Simon investigates the errors and discovers that the Salesperson codes, 2 and 3, cannot be migrated to the customer card because they are not part of a list of salesperson codes already in the database. Salesperson codes must first be migrated into the database in a similar process. This applies to most setup data of type Code. Simon discusses this with the customer, who decides not to import the codes at this time because they are in the process of changing those codes. Simon deletes the codes from the Migration Record page and then completes the migration process by applying the imported data.

Steps: Validate Migration Data If imported migration records have errors, resolve them before applying the invalid records to the database. Note that in most cases, the invalid data is simply not created in the database, but in some cases, the application is blocked if a migration record has errors. Migration records with errors are "quarantined," indicated by the check mark in the Invalid field in the Migration Records page.

1-32

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit Follow these steps to validate and resolve the imported customer information: 1. In the Migration Overview page, click the No. of Migration Errors field on the line with table 18, Customer. (Alternatively, click the Related Information menu, point to Migration, and then click Migration Errors.) 2. Note that the Invalid check box is selected on both lines. 3. To review the error for the first line, click the Related Information menu, point to Migration, and then click Show Error.

FIGURE 1.16 VALIDATING MIGRATION DATA WITH ERRORS

4. 5. 6. 7.

Close the Migration Data Errors page. On the Actions menu, click Edit List. Delete the value in the Salesperson Code field on each line. Click OK to close the Migration Records page.

NOTE: To remove the erroneous values, you may need to click the next line and then click the Salesperson Code field again.

Steps: Apply Migration Data Follow these steps to apply the migration records: 1. In the Migration Overview page, select the line for table 18, Customer.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-33

Application Setup in Microsoft Dynamics® NAV 2009 2. On the Related Information menu, point to Migration and then click Apply Migration Data. 3. Notice that the No. of Database Records field indicates that two database records have been created.

FIGURE 1.17 MIGRATION DATA APPLIED AS DATABASE RECORDS

4. Click the No. of Database Records field to verify that the customer card fields are filled. The migration of customer setup data and master data records is complete. NOTE: Any transaction entries that the customer wants to carry to the new database must be posted with the relevant journals. Menu links to these are in the Company Setup page. The company database is now set up and basic data has been imported. The next tasks in the implementation project include the following:

1-34

•

Train users

•

Follow up on company setup

•

Create additional data, such as transaction entries

•

Customize reports, and so on

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Lab 1.4 - Create and Export the Vendor Data Migration File The purpose of this lab is to reinforce your understanding of the process required to create and export a data migration file. Scenario Your customer, New HighTech Company, is now ready to capture information for one of their vendors, American Wood Exports, in an Excel migration file for import to the new company. It is your responsibility to create a new vendor migration file including the following field numbers: •

Vendor information o o

•

Table ID: 23 Form ID: 26

Field numbers: o o o

2, Name 5, Address 7, City

After setup, export the data migration file to Excel named New HighTech Company Migration Vendor. NOTE: The migration process continues in the next lab, Complete the Migration of Vendor Data.

Challenge Yourself! 1. In the New HighTech Company, create a new vendor migration file specified in the scenario. 2. Export the data migration file to Excel.

Need a Little Help? 1. 2. 3. 4.

Open the New HighTech Company. Open the Data Migration page. Insert a new data migration line. Enter the vendor table and form information as specified in the scenario. 5. Add the following Migration Fields: o 2, Name o 5, Address o 7, City

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-35

Application Setup in Microsoft Dynamics® NAV 2009 6. Export the Vendor line to Excel. 7. Save the file as New HighTech Company Migration Vendor.

Step by Step Follow these steps to create the Vendor data migration file and then export it to an XML file: 1. Open the New HighTech Company. 2. On the Application Setup page, click Company Setup, and then click Data Migration. 3. Click New to create a new data migration line. 4. In the TableID field, enter table 23, Vendor. 5. In the FormID field, enter form 26, Vendor Card. 6. On the Related Information menu, point to Migration and then click Migration Fields. 7. On the Actions menu, click Edit List. 8. Select the Include check boxes on the following fields: 2, Name 5, Address 7, City 9. Click OK. 10. On the Actions menu, point to Functions and then click Export to Excel. 11. In the information dialog box, click the proper server access option and then click OK. 12. In the File Name field, type New HighTech Company Migration Vendor. 13. Click Save. 14. In the information dialog box, click the proper server access to Excel option and then click OK. 15. When the setup data is successfully exported, click OK.

1-36

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Lab 1.5 - Complete the Migration of Vendor Data The purpose of this lab is to reinforce your understanding of the process required to create and export a data migration file. Scenario Your customer has returned the vendor data migration file. It is your responsibility to import and review the file for errors and then apply the migration data to the database. For this purposes of this lab, add the following information the data migration file: •

No.: 1

•

Name: American Wood Exports

•

Address: 723 North Hampton Drive

•

City: New York

Challenge Yourself! 1. Add the field information to the New HighTech Company Migration Vendor file. 2. Import the file. 3. Confirm there were no data errors. 4. Apply the migration data.

Need a Little Help? 1. Add the vendor information to the New HighTech Company Migration Vendor.xls file as noted in the scenario. 2. Open the Migration Overview page and select the vendor line. 3. Import the New HighTech Company Migration Vendor.xls. 4. Confirm that there are no errors. 5. Apply the migration data and then review the new vendor record.

Step by Step Follow these steps to migrate the vendor information to the database as a new vendor card record: 1. Open the New HighTech Company Migration Vendor.xls file. 2. Under the No. cell, type 1. 3. Under the Name cell, type American Wood Exports.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-37

Application Setup in Microsoft Dynamics® NAV 2009 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17.

Under the Address cell, type 723 North Hampton Drive. Under the City cell, type New York. Save and close the Excel file. On the Application Setup page, click Company Setup and then click Data Migration. Double-click the line with table 23, Vendor. On the Actions menu, point to Functions and then click Import from Excel. In the information dialog box, click the proper access option and then click OK. Click the New HighTech Company Migration Vendor.xls file and then click Open. In the information dialog boxes, click the proper server access option and then click OK. When the setup data is successfully imported, click OK. Confirm that there are no errors. On the Related Information menu, point to Migration and then click Apply Migration Data. Notice that the No. of Database Records field indicates that one database record has been created. Click the No. of Database Records field to verify that the vendor card fields are filled.

Summary The RIM toolkit helps to reduce the time it takes to implement Microsoft Dynamics NAV by presetting the new database with default setup data specific to the industry and preparing the database to import and apply legacy data in a structured way. With the RIM toolkit, companies can utilize the project schedule as a bestpractice template for implementation projects, and the setup questionnaire to capture and import customers' business setup. New companies are created on the basis of industry-specific default data and templates to ensure that imported data supplements predefined setup tables. Using the RIM toolkit as intended enables companies to have a new Microsoft Dynamics NAV system up and running in nine days, and the cost is greatly reduced because automation replaces manual consultancy tasks. Refer to the RIM White Paper on PartnerSource for more strategic information about this methodology and how it relates to the Microsoft Sure Step initiative. NOTE: To ensure a clean demonstration environment, close (without saving changes) and re-open the image prior to starting other chapters in this course.

1-38

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Test Your Knowledge Test your knowledge with the following questions. 1. Put the following steps in the sequence of the recommended RIM process. Step: _____: Generate setup questionnaire _____: Import industry XML file _____: Import, validate, and apply migration data _____: Help customer fill in the questionnaire _____: Import, validate, and apply questionnaire answers _____: Review and/or create data templates _____: Create, export, and fill in data migration files _____: Create new company 2. Match the items on the right with the items on the left. Place your answers in the blank boxes provided in the middle. _____ 1. Helps consultants rapidly define the scope of their specific implementation project so that it runs smoothly and efficiently _____ 2. Contains data imported into Microsoft Dynamics NAV when creating the new company _____ 3. Where you edit and apply migration data _____ 4. Used to transfer data from the company's existing system to Microsoft Dynamics NAV using Excel or XML files _____ 5. Because of this, automated data migration is now an option _____ 6. Helps reduce the implementation workload by streamlining certain tasks that every implementation requires _____ 7. Groups mandatory fields together for simpler and quicker record creation _____ 8. Is generated in Microsoft Dynamics NAV and exported in either an Excel or XML file

a. Industry-specific setup data b. Data migration c. Project schedule d. Migration Overview page e. Setup questionnaire f. Setup questionnaire and data migration file g. XML file Import/Export h. Data templates

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-39

Application Setup in Microsoft Dynamics® NAV 2009

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

1-40

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 1: Set Up a Company with the RIM Toolkit

Solutions RIM Toolkit Overview Test Your Knowledge: RIM Toolkit Overview 1. The project schedule is geared toward having the system up and running in how many days? ( ) 12 (•) 9 ()7 ( ) 15 2. The project schedule and the setup questionnaire use which of the following Microsoft Office products? (Select all that apply) ( ) Microsoft Office Access (√) Microsoft Office Excel (√) Microsoft Office Project ( ) Microsoft Office Word 3. How many setup tables are contained in each questionnaire? ()8 ( ) 12 ()9 (•) 10

Test Your Knowledge: RIM Toolkit Overview Fill in the blanks to test your knowledge of this section. 1. The industry-specific setup data file is a container of basic data. 2. Data templates are designed to apply to any table in the Microsoft Dynamics NAV database. 3. The Migration Overview page allows you to validate data before applying it to the Microsoft Dynamics tables. 4. All data migration files can be opened in Excel . 5.

XML is also available as a data container in the RIM toolkit.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

1-41

Application Setup in Microsoft Dynamics® NAV 2009 Test Your Knowledge 1. Put the following steps in the sequence of the recommended RIM process. Step: 2

: Generate setup questionnaire

1

: Import industry XML file

8

: Import, validate, and apply migration data

3

: Help customer fill in the questionnaire

5

: Import, validate, and apply questionnaire answers

6

: Review and/or create data templates

7

: Create, export, and fill in data migration files

4

: Create new company

2. Match the items on the right with the items on the left. Place your answers in the blank boxes provided in the middle. c 1. Helps consultants rapidly define the scope of their specific implementation project so that it runs smoothly and efficiently a 2. Contains data imported into Microsoft Dynamics NAV when creating the new company d 3. Where you edit and apply migration data b 4. Used to transfer data from the company's existing system to Microsoft Dynamics NAV using Excel or XML files g 5. Because of this, automated data migration is now an option e 6. Helps reduce the implementation workload by streamlining certain tasks that every implementation requires h 7. Groups mandatory fields together for simpler and quicker record creation f 8. Is generated in Microsoft Dynamics NAV and exported in either an Excel or XML file

1-42

a. Industry-specific setup data b. Data migration c. Project schedule d. Migration Overview page e. Setup questionnaire f. Setup questionnaire and data migration file g. XML file Import/Export h. Data templates

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series

CHAPTER 2: SET UP NUMBER SERIES Objectives The objectives are: •

Explain the purpose of companywide number series

•

Set up number series

•

Create number series relations

Introduction Before the end users in your company can begin to process business documents in Microsoft Dynamics® NAV, you must set up a number series so that every new record gets a unique identification number by which it can be organized and tracked. Manual Setup vs. RIM Using the RIM toolkit, most basic setup data is created automatically with the industry-specific XML import when you create a new company. This includes number series setup. Manually setting up number series is relevant when: •

During the RIM process, more or different number series are needed.

•

In a running installation, new records or documents are introduced.

•

You are creating number series relations.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-1

Application Setup in Microsoft Dynamics® NAV 2009

Number Series In Microsoft Dynamics NAV, number series are used to create unique identification numbers for the following types of records: •

Master tables, such as: o o o

•

Sales and Purchase Documents, such as: o o o o o

•

Customers Vendors Items

Orders Invoices Shipments and Receipts Credit Memos Posted documents

Journals o o

Batches Journal Lines

The numbering system can: •

Consist of an unlimited amount of number series for all types of basic information (except G/L accounts) and documents.

•

Combine automatic with manual numbering for specific areas.

•

Use manual numbering entirely.

Number series are first set up in the No. Series page and then specified in the setup page for each application area and in the journal templates. Once a number series is set up for customers, the number series code is entered in the Customer Nos. field on the Numbering FastTab of the Sales & Receivables Setup page. Then, each time a new customer is created, the program uses the information associated with the code to assign the next customer number.

Procedure: Set Up Number Series Number series are first set up to define the code and type of numbering and then the numbers and date ranges are defined. Follow these steps to set up a number series: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup.

2-2

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series 3. On the Application Setup page, click General and then click No. Series. 4. Click New to insert a new line.

FIGURE 2.1 NO. SERIES PAGE TO ENTER A NEW NUMBER SERIES

5. In the Code field, type a unique identifier for this number series. 6. In the Description field, type a short description of the number series. 7. Place a check mark in the Default Nos. check box if this number series uses automatic numbering. If the Default Nos. field is unchecked, users must manually look up from the No. field and select from number series. 8. Place a check mark in the Manual Nos. check box if this number series allows manual numbering instead of always using automatic numbering. 9. Place a check mark in the Date Order check box if the numbers from this range are assigned chronologically. The following fields are automatically updated in the No. Series page after No. Series line information is entered: •

Starting No.

•

Ending No.

•

Last Date Used

•

Last No. Used

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-3

Application Setup in Microsoft Dynamics® NAV 2009 Follow these steps to establish the numbers for the number series, including starting and ending numbers: 1. On the Related Information menu, point to Series and then click Lines. 2. In the Starting Date field, enter the date when this number series can be used. 3. In the Starting No. field, type the first number in the series. 4. In the Ending No. field, type the last number in the series. 5. In the Warning No. field, type the number that, once reached, will generate a warning that the number series is coming to an end. 6. In the Increment-by No. field, type the size of the interval the numbering is to increase. For example, if the number is B010 and the Increment-by No. is set to 10, the next number assigned is B020. The other fields on this page are updated automatically: o The Last Date Used and Last No. Used fields are updated automatically when the number series is used and display the last date a number is assigned and the last number in the series used. o The Open field is non-editable and is unchecked automatically when the last number in the number series is used. 7. Click OK to close the No. Series Lines page. 8. On the Actions menu, click Refresh. 9. Notice that the Starting No. and Ending No. fields on the new number series are populated with the numbers entered on the No. Series Lines page.

Procedure: Set Up Number Series Relationships It may be necessary to assign more than one No. Series Code to a single No. Series for the same kind of basic information or transactions. If this occurs, you can create relationships between the related codes. Number series relationships offer the ability to use one of the related number series where another related number series is normally used. Follow these steps to review the existing number relationships for items: 1. On the No. Series page, locate the five codes for the following items: ITEM1, ITEM2, ITEM3, ITEM4, and ITEM5. Each number series has: o Different numbers o Varying automatic and manual numbering capabilities 2. Click the line for ITEM1.

2-4

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series 3. On the Related Information menu, point to Series and then click Relationships.

FIGURE 2.2 NUMBER SERIES RELATIONS BETWEEN NUMBER SERIES FOR DIFFERENT ITEM TYPES

4. In the No. Series Relationships page, notice that ITEM2, ITEM3, ITEM4, and ITEM5 have been set up to relate to ITEM1. 5. Close the No. Series Relationships page. The number series ITEM1 is assigned in the Inventory Setup page as the number series code for item numbers. Follow these steps to review this setup: 1. On the Application Setup page, under Warehouse, click Inventory and then click Inventory Setup. 2. Expand the Numbering FastTab. 3. Notice that the ITEM1 number series is assigned to the Item Nos. field. 4. Close the Inventory Setup page. Follow these steps to review how the assignment of default numbers works: 1. In the navigation pane, click the Warehouse department. 2. Click Planning & Execution and then click Items. 3. Click New and then click the Description field. The No. field is populated with the next available number from the ITEM1 number series. This is because ITEM1 is the default. 4. Close the New - Item Card page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-5

Application Setup in Microsoft Dynamics® NAV 2009 Follow these steps to use a number other than the default: 1. Click New to insert a new item. 2. In the No. field, click the Edit button. Notice that all five number series are available. 3. Click the appropriate number series for this item and then click OK. The next number in the series for this number series appears in the No. field. 4. Close the New - Item Card page.

2-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series

Lab 2.1 - Create a Number Series The purpose of this lab is to reinforce your understanding of the process required to create a number series. Scenario As the controller for CRONUS International Ltd., you have decided to use number series to distinguish sales orders entered for retail customers. Use the following criteria to set up the number series: •

The new number series is S-ORD-R, with a description of Sales Order (Retail).

•

The first number in the number series is R-SO-1001.

•

The first date the number series is to be used is 01/01/10.

•

The new number series is related to the S-ORD-1 number series.

Challenge Yourself! 1. Add the number series as specified in the scenario. 2. Set up the relationship as specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the No. Series page. Add the new number series as specified in the scenario. Open the No. Series Lines page. Enter the line information as specified in the scenario. Link the new number series to S-ORD-1 in the No. Series Relationships page.

Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, click General and then click No. Series. 4. Click New. 5. In the Code field, type S-ORD-R. 6. In the Description field, type Sales Order (Retail). 7. On the Related Information menu, point to Series and then click Lines. 8. In the Starting Date field, enter 01/01/10. 9. In the Starting No. field, type R-SO-1001.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-7

Application Setup in Microsoft Dynamics® NAV 2009 10. Click OK to close the No. Series Lines page. 11. Locate and click the line for S-ORD-1. 12. On the Related Information menu, point to Series and then click Relationships. 13. Click New. 14. In Series Code field, enter S-ORD-R. 15. Click OK to close the No. Series Relationships page. 16. Click OK to close the No. Series page.

Summary Assign number series to accounts, invoices, and other documents to enable the identification of records, make the entire company more manageable and easy to analyze, and reduce the number of errors that occur in data entry. While number series are typically created with the RIM toolkit, it is important that the administrator masters the functionality for number series setup so that additional number series can be created as new document types are introduced.

2-8

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series

Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following record types use number series? (Select all that apply) ( ) Documents ( ) Master Tables ( ) G/L Accounts ( ) Journals Fill in the blanks to test your knowledge of this section. 2. The Increment-by No. field is used to enter the size of the __________ that the numbering is to increase by. 3. The numbering system can combine automatic with ________ numbering for specific areas. 4. On the No. Series page, place a check mark in the ________ No. field to use automatic numbering. 5. No. Series Relationships allow you to use a ____ No. Series where another ______ No. Series is usually used. 6. On the No. Series page, place a check mark in the Date ___field if the numbers are assigned chronologically.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-9

Application Setup in Microsoft Dynamics® NAV 2009

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

2-10

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 2: Set Up Number Series

Solutions Test Your Knowledge 1. Which of the following record types use number series? (Select all that apply) (√) Documents (√) Master Tables ( ) G/L Accounts (√) Journals Fill in the blanks to test your knowledge of this section. 2. The Increment-by No. field is used to enter the size of the interval that the numbering is to increase by. 3. The numbering system can combine automatic with manual numbering for specific areas. 4. On the No. Series page, place a check mark in the Default No. field to use automatic numbering. 5. No. Series Relationships allow you to use a related No. Series where another related No. Series is usually used. 6. On the No. Series page, place a check mark in the Date Order field if the numbers are assigned chronologically.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

2-11

Application Setup in Microsoft Dynamics® NAV 2009

2-12

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches

CHAPTER 3: SET UP JOURNAL TEMPLATES AND BATCHES Objectives The objectives are: •

Explain the purpose and organization of journal templates and journal batches.

•

Create general journal templates and general journal batches.

Introduction General journals enable users to enter data into general ledger accounts and other accounts, such as customer accounts, vendor accounts, and bank accounts. There are several general journal templates, such as the Cash Receipt Journal and the Fixed Assets G/L Journal. Each journal template has a separate page with particular functions, and the fields that are needed to support those functions. If necessary, users can set up multiple journal batches (individual journals) for each journal template. For example, each employee in the accounts receivable department can have their own cash receipt journal. Manual Setup vs. RIM The RIM toolkit does not create any setup data for journal templates; therefore, setting up journal templates and batches is an entirely manual process.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-1

Application Setup in Microsoft Dynamics® NAV 2009

Journal Templates, Batches, and Lines The three layers of the journal entry system are: •

Journal templates

•

Journal batches

•

Journal lines

FIGURE 3.1 RELATIONSHIP BETWEEN JOURNAL TEMPLATES, BATCHES, AND LINES

Journal Templates Journals are used for different types or groups of entries, such as purchases, payments, sales, and receivables. Each journal type is set up with its own journal template. Journal templates provide the basic journal structure where users can specify default information for all batches created using the template.

Journal Batches Journal batches are created based on the journal templates. All journal batches created from a specific template have the same structure, default settings, and information defined in the template. However, since these settings are defaults, users can change them for a specific journal batch. Batches are typically used to separate one user's entries from another. For example, Phyllis and Cassie both work on general journal entries. Phyllis typically makes entries and posts them at a later time when they are approved. To keep Cassie's entries from becoming mixed with Phyllis' entries, separate batches can be assigned to the two users.

3-2

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches Journal Lines Journal lines hold the values that users want to post as journal entries, including account number, posting date, and amount.

Journal Template Fields The General Journal Templates page contains the standard journal templates set up for a company.

FIGURE 3.2 LIST OF GENERAL JOURNAL TEMPLATES

The fields shown in the following table are included in the General Journal Templates page. Field

Description

Name and Description

Unique identifier and short description for the template.

Type

Determines the structure of the journal page.

Recurring

Determines if the journal is to be used to make recurring journals. If this field is selected, the No. Series field must be blank as it will always be replaced with the posting number series.

Bal. Account Type and Bal. Account No.

Identifies the default balancing account for all journal lines in all batches created under this template.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-3

Application Setup in Microsoft Dynamics® NAV 2009

3-4

Field

Description

No. Series

Identifies the default number series used to assign document numbers to journal lines in journal batches created using this template. If this field is left blank, document numbers must be manually entered in the journal lines. This is used, for example, with temporary journal postings that are not important to track.

Posting No. Series

Select the number series to assign document numbers to ledger entries posted from this journal batch. You may want to only assign document numbers when you post journals. Do this by leaving the No. Series field blank and filling in the Posting No. Series field. Alternatively, enter journal lines using one number series and use a different number series for posted journal lines. To do that, fill in the No. Series field and Posting No. Series field with different number series codes. When you post the journal, the program replaces the document number on the journal line with the next number in the series. This is used, for example, with important journal postings that must be traceable.

Source Code

Select the source code to assign to all journal batches created from this template. A source code is an extra dimension by which transaction entries can be tracked, for example, in audit trails.

Reason Code

Select the default reason code to assign to all journal batches created from this template. A reason code is a text field where you can make a note about why the entry is changed. This is also useful in analysis because you can filter on a reason code to see problem patterns.

Force Doc. Balance

Specify whether documents posted in this general journal template must balance by document number and document type. If this field is empty, the program balances the journal by date only.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches

Field

Description

Copy VAT Setup to Jnl. Lines

If selected, the program automatically fills in the general posting type and VAT posting groups for accounts and balancing accounts on the journal lines of the selected journal template. When the check mark is inserted or removed from this field, a message appears asking if the journal batches must be updated. Click Yes or No, as applicable.

Allow VAT Difference

If selected, the manual adjustment of VAT amounts in journals is allowed. When the check mark is inserted or removed from this field, a message appears asking if the journal batches must be updated. Click Yes or No, as applicable.

You may want to have two versions of one journal template, such as one for daily postings and one for opening processes. There are additional hidden fields on the General Journal Templates page. Use the Choose Columns function to display these fields and press F1 to access online help for more information.

Create Journal Templates and Batches A number of standard journal templates are set up by default, but you can create new journal templates. If you need multiple journals of a certain type, you can create multiple journal batches for a journal template.

Procedure: Create a Journal Template Follow these steps to create a new general journal template: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 4. Click New to insert a journal template. 5. In the Name field, type a unique identifier for the template. 6. In the Description field, type a short description of the template. 7. In the Type field, enter the relevant journal type. 8. Place a check mark in the Recurring check box if this is a recurring journal. 9. In the Bal. Account Type and Bal. Account No. fields, enter the default balancing account. 10. In No. Series field, enter the default number series for this template.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-5

Application Setup in Microsoft Dynamics® NAV 2009 11. In the Posting No. Series field, enter the relevant number series if this is a recurring journal. 12. In the Source Code field, enter the relevant source code. 13. In the Reason Code field, enter the relevant default reason code. 14. Place a check mark in the Force Doc. Balance check box to ensure that documents balance by Document No. and Document Type. 15. Place a check mark in the Copy VAT Setup to Jnl. Lines check box to automatically fill in the Gen. Posting Type and VAT posting groups. 16. If checked, click Yes or No as necessary to update the batches. 17. Place a check mark in the Allow VAT Difference check box to allow the manual adjustment of VAT amounts in journals. 18. If checked, click Yes or No as necessary to update the batches. 19. Click OK to close the New - General Journal Templates page.

Demonstration: Create Two Journal Batches Scenario: Phyllis, the accounting manager at CRONUS International Ltd., has decided to set up two general journal batches based on the GENERAL journal template: •

General Journal Name and Description: Phyllis, Phyllis' Journal Batch

•

General Journal Name and Description: Cassie, Cassie's Journal Batch

Follow these steps to open the General Journal Batches page for the GENERAL template: 1. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 2. Click the line for the GENERAL template. Notice the fields that are populated for this template: o No. Series o Source Code o Force Doc. Balance o Copy VAT Setup to Jnl. Lines 3. On the Related Information menu, point to Template and then click Batches. NOTE: The Force Doc. Balance check box is specific to templates and therefore not defaulted into the batches.

3-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches Follow these steps to create the user batches: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Click New. In the Name field, type Phyllis. In the Description field, type Phyllis' Journal Batch. Move to the next field. Click New. In the Name field, type Cassie. In the Description field, type Cassie's Journal Batch. Move to the next field. Review the default values from the GENERAL journal template on both batches. Remember that these are default settings and can be changed on each batch. 10. Click OK to close the General Journal Batches page.

BEST PRACTICES: It is advisable to have extra versions of journal templates to distinguish between processes and extra versions of journal batches to distinguish between users.

Procedure: Open General Journal Batches from a General Journal The General Journal Batches page can also be accessed from the General Journal page as follows: 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger and then click General Journals. 3. In the Batch Name field, click the drop-down arrow. 4. Click OK to close the General Journal Batches page.

NOTE: If the General Journal Template List page opens, select GENERAL and click OK.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-7

Application Setup in Microsoft Dynamics® NAV 2009

Lab 3.1 - Create a Journal Batch The purpose of this lab is to reinforce your understanding of the process required to create a journal batch. Scenario As the accounting manager at CRONUS, you want to create a new journal batch for yourself. This batch must be created from the GENERAL journal template and none of the defaults need to be changed. Close the open pages when finished.

Challenge Yourself! 1. Access the GENERAL journal template. 2. Create a new general journal batch using your name. 3. Close the open pages.

Need a Little Help? 1. Open the General Journal Templates page. 2. Access the GENERAL template and open the General Journal Batches page. 3. Insert a line. 4. Enter your name as the name and enter a description. 5. Close the open page.

Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click General and then click Journal Templates. 4. Click the line for the GENERAL template. 5. On the Related Information menu, point to Template and then click Batches. 6. Click New. 7. In the Name field, type your name. 8. In the Description field, type a brief description. 9. Click OK to close the General Journal Batches page.

3-8

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches

Summary Journal templates allow you to work in a journal page that is designed for a specific purpose. That is, the fields contained in each journal template are exactly the ones needed for a particular part of the program. For example, you do not need to use the same fields when you post a sales invoice as when you post a payment. You can create multiple journal batches under each journal template. That is, several journals, each with its own name, can display the same page. This can be practical, for example, if every user needs to have his or her own journal.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-9

Application Setup in Microsoft Dynamics® NAV 2009

Test Your Knowledge Test your knowledge with the following questions. 1. Which of the following are the layers of the journal entry system? (Select all that apply) ( ) Journal Headers ( ) Journal Templates ( ) Journal Batches ( ) Journal Lines 2. On the General Journal Templates page, which of the following fields must be blank when the Recurring check box is selected? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series 3. Which of the following fields is specific to templates and therefore not defaulted into the batches? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series

3-10

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 3: Set Up Journal Templates and Batches

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

3-11

Application Setup in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge 1. Which of the following are the layers of the journal entry system? (Select all that apply) ( ) Journal Headers (√) Journal Templates (√) Journal Batches (√) Journal Lines 2. On the General Journal Templates page, which of the following fields must be blank when the Recurring check box is selected? ( ) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code (•) No. Series 3. Which of the following fields is specific to templates and therefore not defaulted into the batches? (•) Force Doc. Balance ( ) Posting No. Series ( ) Reason Code ( ) No. Series

3-12

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

CHAPTER 4: SET UP POSTING GROUPS Objectives The objectives are: •

Explain and set up specific posting groups

•

Explain and set up general posting groups

•

Create a general posting setup

•

Create an inventory posting setup

•

Explain and set up VAT posting groups

•

Create a VAT posting setup

•

Review additional VAT posting setup

•

Review posting setups based on the chart of accounts

•

Demonstrate how posting groups direct a sales transaction

Introduction Companies use posting groups to create links between accounts in the different application areas and the G/L accounts in the General Ledger application area. When users record and post sales, purchases, and other transactions where a specific G/L account is not directly specified, posting groups provide the mapping to the correct accounts. As a result, users must set up the chart of accounts before setting up posting groups. The three types of posting groups that companies use when selling inventory and resources to customers and buying inventory from vendors are: •

Specific Posting Groups

•

General Posting Groups

•

VAT Posting Groups

In addition to knowing the three types of posting groups, companies must be able to set them up. This involves becoming familiar with the functions of a posting group structure using a posted sales invoice.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-1

Application Setup in Microsoft Dynamics® NAV 2009 Manual Setup vs. RIM As demonstrated in the "Set Up a Company with the RIM Toolkit" training in this courseware, most basic setup data is automatically created with the industryspecific XML import when you create a new company. This includes posting groups. Manually setting up posting groups is relevant when:

4-2

•

During the RIM process, additional or different posting groups are needed.

•

If running an installation, new posting groups must be set up.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Specific Posting Groups The primary purpose of specific posting groups is to identify the balance sheet account for each subsidiary, or supporting ledger. For example, the total outstanding accounts receivable balance of all customers must correspond to the total balance of the Accounts Receivable accounts in the balance sheet. Specific posting groups are assigned to: •

Customers

•

Vendors

•

Items

•

Bank Accounts

•

Fixed Assets

These posting groups create the direct link to the primary balance sheet account for each master item. NOTE: Posting groups are not necessary in companies that only use the General Ledger application area and only record regular journal entries to G/L accounts. The following table provides further descriptions of specific posting groups. Specific Posting Group

Description

Customer Posting Group

Maps the accounts receivable account, payment discount accounts, invoice and application rounding accounts, and interest and fee accounts relating to customers.

Vendor Posting Group

Maps the accounts payable account, payment discount accounts, invoice and application rounding accounts, and interest and fee accounts relating to vendors.

Inventory Posting Group/Inventory Posting Setup

Inventory posting groups specify the type of inventory and are then combined with location codes in the Inventory Posting Setup page. Each combination is then mapped to the inventory accounts, WIP account, and other variance accounts relating to inventory in the chart of accounts.

Bank Account Posting Group

Maps a bank account to a bank G/L account.

Fixed Asset Posting Group

Specifies the accounts to which transactions involving fixed assets are posted.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-3

Application Setup in Microsoft Dynamics® NAV 2009 Set Up and Assign Specific Posting Groups There are two steps in creating specific posting groups: 1. Set up the specific posting group. 2. Assign the specific posting group to the corresponding master item: o o o o o

Customer Vendor Item Bank Account Fixed Asset

NOTE: Fixed Asset posting groups and their setup are described in the Fixed Assets in Microsoft Dynamics NAV 2009 course.

Procedure: Set Up Customer Posting Groups Follow these steps to set up customer posting groups: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click Posting Groups and then click Customer Posting Groups. 4. Click New.

FIGURE 4.1 CUSTOMER POSTING GROUPS

5. In the Code field, type a unique identifier.

4-4

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 6. In each relevant account field, enter the G/L accounts used to post transactions for: o Receivables o Service charges o Payment discounts o Additional fees o Interest o Invoice rounding o Payment tolerances 7. Repeat steps 4-6 to set up additional customer posting groups. 8. Click OK to close the Customer Posting Groups page.

Procedure: Assign Customer Posting Groups Follow these steps to assign a customer posting group to a customer account: 1. In the navigation pane, click the Financial Management department. 2. Click Receivables and then click Customers. 3. Locate the customer and open the Customer Card. 4. Expand the Invoicing FastTab. 5. In the Customer Posting Group field, enter the appropriate posting group. 6. Click OK to close the Customer Card. When customer-related transactions, such as orders, invoices, credit memos, and payments are posted, Microsoft Dynamics NAV uses the customer posting group code to locate and post to the specified accounts.

Procedure: Set Up Vendor Posting Groups Setting up vendor posting groups is the same process as setting up customer posting groups and a similar page is used. Follow these steps to set up vendor posting groups: 1. On the Application Setup page, click Posting Groups and then click Vendor Posting Groups.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-5

Application Setup in Microsoft Dynamics® NAV 2009 2. Click New.

FIGURE 4.2 VENDOR POSTING GROUPS

3. In the Code field, type a unique identifier. 4. In each relevant account field, enter the G/L accounts used to post transactions for: o Payables o Service charges o Payment discounts o Invoice rounding o Payment tolerances 5. Repeat steps 2-4 to set up additional vendor posting groups. 6. Click OK to close the Vendor Posting Groups page.

Procedure: Assign Vendor Posting Groups Follow these steps to assign a vendor posting group to a vendor account: 1. In the navigation pane, click the Financial Management department. 2. Click Payables and then click Vendors. 3. Locate the vendor, open the Vendor Card. 4. Expand the Invoicing FastTab. 5. In the Vendor Posting Group field, enter the appropriate posting group. 6. Click OK to close the Vendor Card.

4-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups When vendor-related transactions, such as orders, invoices, credit memos, and payments are posted, Microsoft Dynamics NAV uses the vendor posting group code to locate and post to the specified accounts.

Inventory Posting Groups and Inventory Posting Setup Inventory posting groups are used to group items for statistical purposes. Reports, such as the Inventory Valuation, and batch jobs, such as the Post Inventory Cost to G/L, use inventory posting groups to list the results. The inventory posting group setup is slightly different than the setup of customer and vendor posting groups because two pages are used: •

Inventory Posting Groups

•

Inventory Posting Setup

In the Inventory Posting Groups page, inventory item groups are specified. This setup allows users to link G/L accounts to item groups rather than to specific items. The Inventory Posting Setup page holds the links between the inventory posting group, inventory locations, and G/L accounts. NOTE: It is common to set up inventory posting groups without locations to allow for items not tracked in the warehouse. Once the inventory posting group is assigned to an item, when item entries are posted, Microsoft Dynamics NAV posts to the G/L account specified for the combination of inventory posting group and location code linked to the item line entry.

Procedure: Set up Inventory Posting Groups Follow these steps to set up an inventory posting group: 1. On the Application Setup page, click Posting Groups and then click Inventory Posting Groups.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-7

Application Setup in Microsoft Dynamics® NAV 2009 2. Click New.

FIGURE 4.3 INVENTORY POSTING GROUPS

3. In the Code field, type a unique, descriptive identifier. This code is used on reports. 4. In the Description field, type a short description of the inventory posting group.

Procedure: Set Up Inventory Posting To access the Inventory Posting Setup page to set up the inventory accounts, use one of the following methods: •

On the Inventory Posting Groups page, click Setup.

•

On the Application Setup page, click Posting Groups and then click Inventory Posting Setup.

FIGURE 4.4 INVENTORY POSTING SETUP

4-8

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups Follow these steps to complete the Inventory Posting Setup page: 1. Access the Inventory Posting Setup page. 2. Right-click the column heading and then select New Line. 3. In the Location Code field, enter the relevant location to combine with the Inventory Posting Group. 4. In the Inventory Posting Group field, enter the relevant posting group. 5. In each relevant account field, enter the G/L accounts that will be used to post transactions to: o Inventory accounts o WIP accounts o Manufacturing accounts 6. Repeat steps 2-5 to set up additional inventory posting groups. 7. Close the open pages. For each combination of inventory posting group and location code, use the same or different G/L account numbers. NOTE: The only two accounts initially required are Inventory Account and Inventory Account (Interim). The other accounts pertain to specific application areas that may or may not be used.

Procedure: Assign Inventory Posting Groups Follow these steps to assign inventory posting groups to items: 1. 2. 3. 4. 5.

In the navigation pane, click the Warehouse department. Click Planning & Execution and then click Items. Locate the item and open the Item Card. Expand the Invoicing FastTab. In the Inventory Posting Group field, enter the appropriate posting group. 6. Click OK to close the Item Card.

Procedure: Set Up Bank Account Posting Groups Bank account posting groups are used to link bank accounts to the general ledger. To simplify tracing transactions and bank reconciliations, it is recommended to: •

Set up unique G/L accounts for all bank accounts.

•

Create bank account posting groups for each G/L account.

•

Assign each bank account with the unique posting group.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-9

Application Setup in Microsoft Dynamics® NAV 2009 Follow these steps to set up a bank account posting group: 1. On the Application Setup page, click Posting Groups and then click Bank Account Posting Groups. 2. Click New.

FIGURE 4.5 BANK ACCOUNT POSTING GROUPS

3. In the Code field, type a unique identifier, corresponding to one of the bank accounts set up in the program. 4. In the G/L Bank Account No. field, enter the account number corresponding to the bank account set up in the program. 5. Click OK to close the Bank Account Posting Groups page.

Procedure: Assign Bank Account Posting Groups Follow these steps to assign a bank account posting group to a bank account: 1. In the navigation pane, click the Financial Management department. 2. Click Cash Management and then click Bank Accounts. 3. Open the Bank Account Card. 4. Expand the Posting FastTab. 5. In the Bank Acc. Posting Group field, enter the appropriate posting group. 6. Click OK to close the Bank Account Card. When bank transactions are posted, Microsoft Dynamics NAV uses the bank account posting group code to locate and post to the specified account.

4-10

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Lab 4.1 - Set Up an Inventory Posting Group The purpose of this lab is to reinforce your understanding of the process required to set up an Inventory Posting Group. Scenario CRONUS International, Ltd. currently has three inventory posting groups: •

Finished

•

Raw Materials

•

Retail

Management has decided to add a Wholesale inventory posting group to accommodate a new Home and Garden wholesale business. As the accounting manager, it is your responsibility to set up a Wholesale posting group, with the description of Wholesale Home and Garden. HINT: Since this inventory will only be stored in the RED warehouse, only two setup lines need to be entered. Currently, only inventory account 2110 and inventory interim account 2111 need to be set up for this posting group.

Challenge Yourself 1. Create a new posting group as specified in the scenario. 2. Enter the two combinations as specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the Inventory Posting Group page. Enter the new posting group, as specified in the scenario. Open the Inventory Posting Setup page. Enter a line for the location and posting group combination. Enter a line for the blank location.

Step by Step 1. On the Application Setup page, click Posting Groups, and then click Inventory Posting Groups. 2. Click New. 3. In the Code field, type Wholesale. 4. In the Description field, type Wholesale Home and Garden.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-11

Application Setup in Microsoft Dynamics® NAV 2009 5. 6. 7. 8. 9. 10.

Click Setup. In the Location Code field, enter RED. In the Inventory Account field, enter 2110. In the Inventory Account (Interim) field, enter 2111. Right-click the column heading and then select New Line. Leave the Location Code field empty, and in the Inventory Account field, enter 2110. 11. In the Inventory Account (Interim) field, enter 2111. 12. Close the Inventory Posting Setup and Inventory Posting Groups pages.

General Posting Groups The primary purpose for general posting groups is to identify the Income Statement account for each subsidiary, or supporting ledger. General posting groups are added to customers, vendors, items, and resources to link the following to the general ledger: •

Item and/or resource transactions from purchases and sales documents

•

Item journals and job journals

•

Machine centers, work centers, and item charges

The following table shows the two types of general posting groups. General Posting Group

Description

General Business Posting Group

Specifies who is sold to (customers) and who is purchased from (vendors).

General Product Posting Group

Specifies what is being sold (items and resources) and what is being purchased (items).

General Business Posting Groups General business posting groups are assigned to: •

Customers

•

Vendors

•

G/L Accounts

When setting up general business posting groups, consider how many groups are needed for breaking down:

4-12

•

Sales by customers

•

Purchases by vendors

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups For example, general business posting groups can be divided by: •

Geographical area

•

Type of business

•

Type of industry

Procedure: Set Up General Business Posting Groups Follow these steps to set up general business posting groups: 1. On the Application Setup page, click Posting Groups and then click Gen. Business Posting Groups. 2. Click New.

FIGURE 4.6 GENERAL BUSINESS POSTING GROUPS

3. In the Code field, type a unique identifier for the business group. 4. In the Description field, type a short description. 5. In the Def. VAT Bus. Posting Group field, enter the VAT Business Posting Group to be used as the default for transactions involving this business group. 6. Select the Auto Insert Default check box to automatically insert the Def. VAT Bus. Posting Group when the corresponding general business posting group is assigned to a customer, vendor, or G/L account. 7. Click OK to close the Gen. Business Posting Groups page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-13

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: Messages appear when you change the contents of the Def. VAT Bus. Posting Group field that ask you to update any G/L accounts, customers, and vendors affected by this change.

General Product Posting Groups General product posting groups are assigned to: •

Items

•

Resources

•

G/L Accounts

•

Machine centers

•

Work centers

•

Item charges

When you are setting up general product posting groups, consider how many groups are needed for breaking down: •

Sales by products (items and resources)

•

Purchases by items

For example, general product posting groups can be divided by: •

Raw Material items

•

Retail items

•

Resources

•

Capacities

General product posting groups provide the major product groups reflected in the chart of accounts. Each inventory item and resource is assigned a product posting group.

Procedure: Set Up General Product Posting Groups Follow these steps to set up general product posting groups: 1. On the Application Setup page, click Posting Groups and then click Gen. Product Posting Groups.

4-14

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 2. Click New.

FIGURE 4.7 GENERAL PRODUCT POSTING GROUPS

3. In the Code field, type a unique identifier for the product group. 4. In the Description field, type a short description. 5. In the Def. VAT Prod. Posting Group field, enter the VAT Product Posting Group to be used as the default for transactions involving this product group. 6. Select the Auto Insert Default check box to automatically insert the Def. VAT Prod. Posting Group when the corresponding general product posting group is assigned to an item, resource, or G/L account. NOTE: Messages appear when you change the contents of the Def. VAT Prod. Posting Group field that ask you to update any G/L accounts, items, resources, and item charges affected by this change.

Procedure: Assign General Posting Groups Follow these steps to assign general posting groups to G/L accounts: 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger and then click Chart of Accounts. 3. Open the relevant G/L Account Card. 4. On the Posting FastTab, in the Gen. Bus. Posting Group field, enter the relevant business group. 5. In the Gen. Prod. Posting Group field, enter the relevant product group. 6. Click OK to close the G/L Account Card.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-15

Application Setup in Microsoft Dynamics® NAV 2009

Lab 4.2 - Create a Product Posting Group The purpose of this lab is to reinforce your understanding of the process required to set up a Product Posting Group. Scenario As the accounting manager at CRONUS, it is your responsibility to set up general posting groups. A new product group is needed for the newly acquired Home and Garden division of the company. Use Home as the code and VAT25 as the default VAT posting group. Confirm all messages generated during this setup process, and ensure that the default VAT posting group is always used with this product group. HINT: Leave the Def. VAT Prod. Posting Group field by clicking another field or pressing TAB to generate the confirmation messages.

Challenge Yourself Create the product posting group as specified in the scenario.

Need a Little Help? 1. 2. 3. 4.

Open the Gen. Product Posting Groups page. Enter the Code and Description as noted in the scenario. Enter the default VAT posting group. Confirm all messages.

Step by Step 1. On the Application Setup page, click Posting Groups and then click Gen. Product Posting Groups. 2. Click New. 3. In the Code field, type Home. 4. In the Description field, type Home and Garden. 5. In the Def. VAT Prod. Posting Group, enter VAT25. 6. Leave the field by clicking another field or pressing TAB. 7. Click Yes to all requests to change all occurrences of this VAT Prod. Posting Group. 8. Ensure that the Auto Insert Default check box is checked. 9. Click OK to close the Gen. Product Posting Groups page.

4-16

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

General Posting Setup The General Posting Setup page is a matrix that combines business and product posting groups. Each combination determines the accounts that are used to post: •

Sales and purchases

•

Sales and purchase credit memos

•

Sales and purchase invoice discounts and payment discounts

•

Cost of Goods Sold and inventory adjustments

•

Direct Cost Applied and Overhead Applied

•

Purchase variances

For each combination of business and product posting groups, users can assign a different set of G/L accounts. As a result, users can post the sale of the same item to different sales accounts in the general ledger since customers are assigned different general business posting groups. Users can populate the General Posting Setup matrix in the following ways: •

On the General Posting Setup page: o o

•

Manually Using a copy feature

From the individual general posting group pages

Procedure: Manually Enter General Posting Setup Lines Follow these steps to manually fill in the General Posting Setup page: 1. On the Application Setup page, click Posting Groups and then click General Posting Setup.

FIGURE 4.8 GENERAL POSTING SETUP MATRIX

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-17

Application Setup in Microsoft Dynamics® NAV 2009 2. Right-click the column heading and then select New Line. 3. In the Gen. Bus. Posting Group field, enter the relevant business group. 4. In the Gen. Prod. Posting Group field, enter the relevant product group to complete the combination. 5. In each relevant account field, enter the G/L accounts used to post transactions for the selected general posting combination. 6. Repeat steps 2-5 to set up additional combinations. 7. Click OK to close the General Posting Setup page.

NOTE: If using inventory, in addition to entering every possible combination of general business and general product posting groups, enter a line for each general product posting group with a blank general business posting group. An instance when this combination is necessary is for posting activity from item journals when there is not a customer or vendor assigned to the transaction.

Procedure: Copy General Posting Setup Lines The more general the business and product posting groups are, the more combinations need to be set up in the General Posting Setup page. While there may be many different combinations, in many cases, the G/L account numbers are the same (or approximately the same) on several lines. To limit the amount of manual entry, Microsoft Dynamics NAV provides a copy function that fills in G/L accounts on a line with the G/L account numbers from an already completed line. NOTE: Before using the copy function, the Gen. Bus. Posting Group and Gen. Prod. Posting Group fields on the line you want to copy to must be filled in. Follow these steps to run the Copy General Posting Setup batch job: 1. On the Application Setup page, click Posting Groups and then click General Posting Setup. 2. Right-click the column heading and then select New Line. 3. Fill in the Gen. Bus. Posting Group and Gen. Prod. Posting Group fields.

4-18

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 4. Ensure the line is selected and then click Copy.

FIGURE 4.9 COPY - GENERAL POSTING SETUP FUNCTION

5. Specify the Gen. Bus. Posting Group and Gen. Prod. Posting Group of the line to copy from. 6. In the Copy field, select either All fields or Selected fields. 7. Click OK. 8. Click Yes to copy the General Posting Setup. 9. Adjust the copied account numbers as needed. 10. Click OK to close the General Posting Setup page.

Procedure: Create Posting Setup Lines from General Posting Groups Instead of setting up all general posting groups at once in the General Posting Setup page, general business and product posting groups can be set up individually from the respective pages by clicking Setup on the Action Pane. In the following example, the general business posting group is used; however, the process is the same for the general product posting group. Follow these steps to review or fill in the General Posting Setup page from the Gen. Business Posting Groups page: 1. On the Application Setup page, click Posting Groups and then click Gen. Business Posting Groups. 2. Select the general business posting group line to review or set up.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-19

Application Setup in Microsoft Dynamics® NAV 2009 3. Click Setup; the General Posting Setup page for the selected general business posting group appears. o If combinations have been set up, the posting setup lines are filtered to only show those combinations with the selected general business posting group. o If combinations have not been set up, the Gen. Bus. Posting Group field on the first empty line is automatically populated based on the selected general business posting group. 4. Complete the general product posting group fields and account fields as necessary.

4-20

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Lab 4.3 - Copy a General Posting Setup Line The purpose of this lab is to reinforce your understanding of the process required to copy a General Posting Setup line. Scenario Previously, you set up a general product posting group for the newly acquired Home and Garden division of the company. It is now time to set up the posting combination using the general business posting group NATIONAL. Since this new posting set up combination uses the same G/L accounts as the NATIONAL/RETAIL combination, use the copy function to copy all fields.

Challenge Yourself 1. Insert the new general posting setup combination line as specified in the scenario. 2. Run the Copy function as specified in the scenario.

Need a Little Help? 1. Open the General Posting Setup page. 2. Enter the new posting group combination line as specified in the scenario. 3. Use the Copy function to copy from the existing combination specified in the scenario.

Step by Step 1. On the Application Setup page, click Posting Groups and then click General Posting Setup. 2. Right-click the column heading and then select New Line. 3. In the Gen. Bus. Posting Group field, enter National. 4. In the Gen. Prod. Posting Group field, enter Home. 5. Click Copy. 6. In the Gen. Bus. Posting Group field, enter National. 7. In the Gen. Prod. Posting Group field, enter Retail. 8. Ensure that the Copy field is set to All fields and click OK. 9. Click Yes to copy the General Posting Setup. 10. Click OK to close the General Posting Setup page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-21

Application Setup in Microsoft Dynamics® NAV 2009

VAT Posting Groups Value-added tax (VAT) is a transaction tax paid by the end consumer, including businesses. VAT posting groups define how VAT is calculated and posted according to: •

Who is sold to or purchased from (customers and vendors).

•

What is sold or purchased (items and resources).

The principles for setting up VAT posting groups are similar to those for setting up general posting groups: •

VAT business posting groups are set up and assigned to customers and vendors.

•

VAT product posting groups are set up and assigned to items and resources.

•

Combinations of VAT business and product posting groups are specified in the VAT Posting Setup page.

Procedure: Set Up VAT Business Posting Groups VAT business posting groups determine the calculation and posting of VAT according to the location (country/region) of the customer or vendor involved in a transaction. When setting up VAT business posting groups, consider how many groups are needed, based on a number of factors, including: •

Local legislation

•

Trading both domestically and internationally

Follow these steps to set up VAT business posting groups: 1. On the Application Setup page, click VAT Posting Group and then click VAT Business Posting Groups.

4-22

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 2. Click New.

FIGURE 4.10 VAT BUSINESS POSTING GROUPS

3. In the Code field, type a unique identifier for the business group. 4. In the Description field, type a short description. 5. Click OK to close the VAT Business Posting Groups page.

Procedure: Set Up VAT Product Posting Groups VAT product posting groups determine the calculation and posting of VAT according to the type of: •

Item being purchased

•

Item or resource being sold

•

Costs such as item charges

When setting up VAT product posting groups, consider how many groups are needed, based on the tax liability for items and resources. For example, VAT product posting groups can be set up to group items into food items that require 10 percent VAT, and non-food items that require 15 percent VAT. Follow these steps to set up VAT product posting groups: 1. On the Application Setup page, click VAT Posting Group and then click VAT Product Posting Groups.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-23

Application Setup in Microsoft Dynamics® NAV 2009 2. Click New.

FIGURE 4.11 VAT PRODUCT POSTING GROUPS

3. In the Code field, type a unique identifier for the product group. 4. In the Description field, type a short description. 5. Click OK to close the VAT Product Posting Groups page.

Assign Default VAT Posting Groups Once the VAT posting groups are set up, they must be assigned to: •

Customers and vendors

•

Items and resources

•

G/L accounts (where applicable)

Instead of manually assigning these groups to accounts, assign: •

Default VAT business posting groups to general business posting groups

•

Default VAT product posting groups to general product posting groups

Microsoft Dynamics NAV then automatically inserts the relevant code as the VAT business or product posting group when the relevant general business or product posting group is assigned to a customer, vendor, item, resource, or G/L account.

4-24

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups Procedure: Manually Assign VAT Posting Groups If the default feature is not used, manually assign VAT posting groups to customers, vendors, items, resources and G/L accounts. Follow these steps to assign VAT business posting groups to customers and vendors: 1. Open a customer or vendor card. 2. Expand the Invoicing FastTab. 3. In the VAT Bus. Posting Group field, enter the relevant business group. 4. Click OK to close the customer or vendor card. Follow these steps to assign VAT product posting groups to items and resources: 1. Open an item or resource card. 2. Expand the Invoicing FastTab. 3. In the VAT Prod. Posting Group field, enter the relevant product group. 4. Click OK to close the item or resource card. Follow these steps to assign VAT posting groups to G/L accounts: 1. Open a G/L Account Card. 2. On the Posting FastTab, in the VAT Bus. Posting Group field, enter the relevant business group. 3. In the VAT Prod. Posting Group field, enter the relevant product group. 4. Click OK to close the G/L Account Card.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-25

Application Setup in Microsoft Dynamics® NAV 2009

Lab 4.4 – Create a VAT Posting Group The purpose of this lab is to reinforce your understanding of the process required to create a VAT Posting Group. Scenario The EU has announced a percent change in VAT, from 25 percent to 26 percent. As the accounting manager at CRONUS, it is your responsibility to create a new VAT Product Posting Group called VAT26. Use a similar description as used for the VAT25 line.

Challenge Yourself Set up the new VAT posting group as specified in the scenario.

Need a Little Help? 1. Open the VAT Product Posting Groups page. 2. Enter the new VAT posting group as specified in the scenario.

Step by Step 1. On the Application Setup page, click VAT Posting Group and then click VAT Product Posting Groups. 2. Click New. 3. In the Code field, type VAT26. 4. In the Description field, type "Miscellaneous with 26 % VAT". 5. Click OK to close the VAT Product Posting Groups page.

4-26

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

VAT Posting Setup The VAT Posting Setup page is a matrix that combines VAT business and product posting groups, similar to the General Posting Setup page. However, the VAT Posting Setup page contains additional fields specific to VAT recording and posting.

FIGURE 4.12 VAT POSTING SETUP

For each combination in the VAT Posting Setup page, specify: •

VAT percentage

•

VAT calculation type

•

G/L account numbers for VAT posting relating to: o o o

Sales Purchases Reverse charge VAT

Each combination can also be set up to: •

Record unrealized VAT

•

Adjust VAT for payment discounts

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-27

Application Setup in Microsoft Dynamics® NAV 2009 Setting up VAT posting includes: •

VAT calculation types

•

Entering lines: o o o

Manually Copying from existing lines From the individual VAT posting group page

VAT Calculation Type Microsoft Dynamics NAV has four methods of calculating VAT, as shown in the following table.

4-28

Option

Description

Normal VAT

Use this option to calculate VAT for items sold or purchased with this particular combination of business posting group and product posting group code. With this option, the seller of the item calculates and withholds the VAT.

Reverse Charge VAT

Use this option when you are trading with other countries/regions within the European Union (EU), where the purchaser must calculate and settle VAT accounts with the tax authorities. If this option is used, the Reverse Chrg. VAT Acc. field must be filled in. When you are selling goods with reverse charge VAT, VAT is neither calculated nor withheld. When you are purchasing goods, the program: Calculates the VAT amount. Debits the Purchase VAT Account. Credits the Reverse Chrg. VAT Account.

Full VAT

Use this option when the amount to post—with this particular combination of VAT business posting group and VAT product posting group—consists entirely of VAT. This option is useful, for example, when you are: Recording import VAT. Making a corrective entry to correct a VAT calculation error. If a corrective entry is made using Full VAT, the original VAT entries are not referenced. This may make the preparation of the VAT Statement more difficult.

Sales Tax

Use this option only if U.S. sales tax is recorded instead of VAT.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups VAT Posting Setup Options The VAT Posting Setup matrix can be populated in the following ways: •

In the VAT Posting Setup page: o o

•

Manually Using the copy feature

From the individual VAT posting group page

NOTE: This lesson does not address unrealized VAT, adjusting VAT for payment discounts, or reverse charge VAT for trading between EU countries/regions. These areas are explained in the "Additional VAT Posting Setup" lesson in this course.

Procedure: Manually Enter VAT Posting Setup Lines Follow these steps to manually fill in the VAT Posting Setup page: 1. On the Application Setup page, click VAT Posting Group and then click VAT Posting Setup. 2. Right-click the column heading and then select New Line. 3. In the VAT Bus. Posting Group field, enter the relevant business group. 4. In the VAT Prod. Posting Group field, enter the relevant product group to complete the combination. 5. In the VAT Identifier field, type a VAT grouping identifier. 6. In the VAT % field, type the relevant VAT rate. Do not enter the percentage sign (%). 7. In the VAT Calculation Type field, enter the relevant calculation method. 8. In each account field, specify the G/L accounts used to post transactions for the selected VAT posting combination. 9. Repeat steps 2-8 to set up additional VAT posting combinations. 10. Click OK to close the VAT Posting Setup page.

NOTE: If you are using inventory, in addition to entering every possible combination of VAT business and VAT product posting groups, enter a line for each VAT product posting group with a blank VAT business posting group. This is relevant when you post a purchase/sale from a journal and the vendor/customer is not defined.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-29

Application Setup in Microsoft Dynamics® NAV 2009 Copy VAT Posting Setup Lines The more VAT business and product posting groups, the more combinations need to be set up in the VAT Posting Setup page. To limit the amount of manual entry, use the Copy - VAT Posting Setup function to populate new VAT posting combinations with all fields or selected fields from an already completed line. NOTE: Before using the copy function, you must fill in the VAT Bus. Posting Group and VAT Prod. Posting Group fields on the line you want to copy to.

Procedure: Copy VAT Posting Setup Lines Follow these steps to run the Copy - VAT Posting Setup batch job: 1. On the Application Setup page, click VAT Posting Group and then click VAT Posting Setup. 2. Right-click the column heading and then select New Line. 3. Fill in the VAT Bus. Posting Group and VAT Prod. Posting Group fields. 4. Ensure that the line is selected, and then click Copy; the Copy VAT Posting Setup batch job appears. 5. Specify the VAT Bus. Posting Group and VAT Prod. Posting Group of the line to copy from. 6. In the Copy field, select either All fields or Selected fields. The following table shows the fields copied. Option

Includes

VAT % etc.

VAT %, VAT Calculation Type, Unrealized VAT Type, and Adjust for Payment Discount fields.

Sales Accounts

All sales account information.

Purchase Accounts

Purchases and Reverse Charge account information.

7. 8. 9. 10.

4-30

Click OK. Click Yes to copy the VAT Posting Setup. Adjust the copied information as needed. Click OK to close the VAT Posting Setup page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups Procedure: Create Posting Setup Lines from VAT Posting Groups Instead of setting up all VAT posting groups at once in the VAT Posting Setup page, users can set up VAT business and product posting groups individually from the respective pages by clicking Setup on the Action Pane. In the following example, the VAT business posting group is used; however, the process is the same for the VAT product posting group. Follow these steps to review or fill in the VAT Posting Setup page from the VAT Business Posting Groups page: 1. On the Application Setup page, click VAT Posting Group and then click VAT Business Posting Groups. 2. Select the VAT business posting group line to review or set up. 3. Click Setup; the VAT Posting Setup page for the selected VAT business posting group appears. o If combinations have been set up, the posting setup lines are filtered to only show those combinations with the selected VAT business posting group. o If combinations have not been set up, the VAT Bus. Posting Group field on the first empty line is automatically populated based on the selected VAT business posting group. 4. Complete the posting combination fields as needed.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-31

Application Setup in Microsoft Dynamics® NAV 2009

Lab 4.5 – Copy a VAT Posting Setup The purpose of this lab is to reinforce your understanding of the process required to copy a VAT Posting Setup. Scenario Previously, you set up a VAT product posting group for the new EU percentage change in VAT, from 25 percent to 26 percent. As the accounting manager at CRONUS, it is your responsibility to: •

Create a posting combination of the new VAT product posting group with the existing VAT business posting group for the EU.

•

Ensure that the new combination uses the same information and G/L accounts as the VAT25 posting group.

NOTE: Normally, new G/L accounts are created to post the G/L entries with the new VAT percentage to separate accounts. However, setting up new accounts is not the focus of this exercise.

Challenge Yourself 1. Create the VAT posting combination as specified in the scenario. 2. Run the Copy function.

HINT: Reset the VAT % after the copy function runs.

Need a Little Help? 1. Open the VAT Posting Setup page. 2. Insert a new line and set up the VAT posting combination, as stated in the scenario. 3. Use a VAT Identifier similar to the one used for VAT25. 4. Run the Copy function for the EU / VAT25 combination for all fields. 5. Update the VAT % field to 26.

4-32

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups Step by Step 1. On the Application Setup page, click VAT Posting Group and then click VAT Posting Setup. 2. Right-click the column heading and then select New Line. 3. In the VAT Bus. Posting Group field, enter EU. 4. In the VAT Prod. Posting Group field, enter VAT26. 5. In the VAT Identifier field, type VAT26. 6. With this new line selected, click Copy. 7. In the VAT Bus. Posting Group field, enter EU. 8. In the VAT Prod. Posting Group field, enter VAT25. 9. Click OK to run the copy function. 10. Click Yes to copy the VAT posting setup. 11. In the VAT % field, type 26. 12. Click OK to close the VAT Posting Setup page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-33

Application Setup in Microsoft Dynamics® NAV 2009

Additional VAT Posting Setup Setup details for additional VAT features include: •

Unrealized VAT

•

Adjusting for payment discounts

•

Reverse charge VAT for trade between EU countries

NOTE: These fields are hidden on the VAT Posting Setup page. Use the Choose Columns function to access these fields.

Unrealized VAT VAT is typically calculated when the invoice is created but is not due or realized until the invoice is paid. Microsoft Dynamics NAV provides an option to record VAT as unrealized until the invoice is paid. To process unrealized VAT, the Unrealized VAT check box must be checked in the General Ledger Setup page. Define how and when VAT is realized in the Unrealized VAT Type field in the VAT Posting Setup page:

4-34

•

The default value is blank, indicating that unrealized VAT is not calculated for the combination of VAT business and VAT product posting groups.

•

If unrealized VAT needs to be calculated, five options—shown in the following table—are available.

Option

Description

Percentage

Each payment covers both VAT and invoice amount in proportion to the payment's percentage of the remaining invoice amount. The paid VAT amount is transferred from the unrealized VAT account to the VAT account.

First

Payments cover VAT first and then invoice amounts. The amount transferred from the unrealized VAT account to the VAT account equals the amount of the payment until the total VAT is paid.

Last

Payments cover the invoice amount first and then VAT. No amount is transferred from the unrealized VAT account to the VAT account until the total amount of the invoice, exclusive of VAT, is paid.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Option

Description

First (Fully Paid)

Payments cover VAT first (as in the First option), but no amount is transferred to the VAT account until the full amount of VAT is paid.

Last (Fully Paid)

Payments cover the invoice amount first (as in the Last option), but no amount is transferred to the VAT account until the full amount of VAT is paid.

Once the Unrealized VAT Type is selected, enter the accounts that unrealized VAT posts to in the following fields: •

Sales VAT Unreal. Account

•

Purch. VAT Unreal. Account

•

Reverse Chrg. VAT Unreal. Acc.

Adjust VAT for Payment Discounts Set the program to recalculate VAT amounts when you post payments that trigger payment discounts. For example, if a customer receives a payment discount for a timely payment, the VAT amount is recalculated using the same VAT % as when you originally posted the sales invoice for this customer. To include VAT in the payment discount calculation: •

In the General Ledger Setup page, select the Adjust for Payment Disc. check box.

•

In the VAT Posting Setup page, select the Adjust for Payment Discount check box for each applicable VAT posting combination.

With this method, if an invoice is paid in time to receive the payment discount, Microsoft Dynamics NAV adjusts both the VAT entry and customer ledger entry to reflect the payment discount. NOTE: To exclude VAT from payment discount calculations, select the Payment Disc. Excl. VAT check box in the General Ledger Setup page. The Payment Disc. Excl. VAT and the Adjust for Payment Disc. fields are mutually exclusive.

Purchases from EU Countries/Regions When you are posting a purchase from a vendor in another EU country/region: •

VAT must be calculated using the rate applicable for the country/region making the purchase.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-35

Application Setup in Microsoft Dynamics® NAV 2009 •

On the VAT statement, the VAT amount is added to the domestic sales VAT and to the domestic purchase VAT, meaning the calculated VAT does not affect the VAT payable.

•

The value of purchases from EU countries/regions (base amount used to calculate purchase VAT) must be reported separately on the VAT statement.

To have VAT on purchases from EU countries/regions treated correctly in Microsoft Dynamics NAV, the following must be set up: •

In the VAT Posting Setup page: o

o

•

Set up VAT Bus. Posting Group and VAT Prod. Posting Group combinations with Reverse Charge VAT in the VAT Calculation Type field. In the Reverse Chrg. VAT Account field, type the G/L account where reverse charge VAT is posted.

In the Vendor Card of each EU vendor: o o

On the Invoicing FastTab, in the VAT Bus. Posting Group field, assign the VAT Bus. Posting Group. On the Foreign Trade FastTab, in the VAT Registration No. field, type the vendor's VAT registration number.

Sales to EU Countries/Regions VAT is not calculated on sales to VAT-liable companies in other EU countries/regions. The value of such sales to EU countries/regions must be reported separately on the VAT statement. To have VAT on sales to EU countries/regions treated correctly in Microsoft Dynamics NAV, the following must be set up: •

In the VAT Posting Setup page: o

o

•

In the Customer Card of each EU customer: o o

4-36

If posting combinations have been set up for purchases from EU countries/regions, use the copy feature to create identical combinations for sales to EU countries/regions. If posting combinations have not been set up for purchases from the EU, set up posting combinations identical to those set up for sales to EU countries/regions.

On the Invoicing FastTab, in the VAT Bus. Posting Group field, assign the VAT Bus. Posting Group. On the Foreign Trade FastTab, in the VAT Registration No. field, type the customer's VAT registration number.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups Based on this setup, when posting a sale to a customer in another EU country/region, Microsoft Dynamics NAV: •

Calculates the VAT amount.

•

Creates a VAT entry containing the: o o

•

Reverse Charge VAT. VAT base (the amount used to calculate the VAT amount).

Does not post entries to the VAT accounts in the general ledger.

Test Your Knowledge: Additional VAT Posting Setup 1. What must be set up to use unrealized VAT? (Select all that apply) ( ) The Unrealized VAT check box must be checked in the VAT Posting Setup page ( ) The Unrealized VAT check box must be checked in the General Ledger Setup page ( ) An Unrealized VAT Type, other than blank, must be selected ( ) The Unrealized VAT sales, purchase, and reverse charge accounts must be specified 2. What must be set up to exclude VAT in payment discount calculations? ( ) In the General Ledger Setup page, the Adjust for Payment Disc. check box must be checked ( ) In the VAT Posting Setup page, the Payment Disc. Excl. VAT check box must be checked for each applicable VAT posting combination ( ) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be checked for each applicable VAT posting combination ( ) In the General Ledger Setup page, the Payment Disc. Excl. VAT check box must be checked

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-37

Application Setup in Microsoft Dynamics® NAV 2009 3. What must be set up to include VAT in payment discount calculations? (Select all that apply) ( ) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be empty for each applicable VAT posting combination ( ) In the General Ledger Setup page, the Adjust for Payment Disc. check box must be checked ( ) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be checked for each applicable VAT posting combination ( ) In the General Ledger Setup page, the Payment Disc. Excl. VAT check box must be checked 4. When is VAT not calculated to VAT-liable companies in other EU countries/regions? ( ) On purchases ( ) On both sales and purchases ( ) On sales ( ) None, VAT is always calculated 5. What VAT Calculation Type must be used if an EU company trades with other EU countries/regions? ( ) Normal VAT ( ) Reverse Charge VAT ( ) Full VAT ( ) Full Charge VAT

4-38

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Procedure: Determine Posting Groups The posting group structure is set up using the chart of accounts as a guide. To provide further explanation of posting group setup decisions, this lesson discusses how general posting groups were established in CRONUS. One of the first considerations is the segregation of products. For CRONUS, the primary categories of products are: •

Retail

•

Raw Materials

•

Resources (Services)

•

Capacities

These categories are set up as general product posting groups. The next consideration is the division of customers and vendors. The following primary classifications of customers and vendors are used in CRONUS: •

Domestic (or National)

•

EU

•

Export for the Sales accounts and the Purchases accounts

These categories are set up as general business posting groups. In the CRONUS company, the names used in the general posting groups correspond with account names used in the chart of accounts. Follow these steps to compare the chart of accounts with the general business posting groups, as set up in CRONUS: 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger, and then click Chart of Accounts. 3. Locate account 6100, Revenue in the list of accounts (do not set a filter). 4. Note the account classifications of Revenue: o 6105, Sales of Retail o 6205, Sales of Raw Material o 6405, Sales of Resources These chart of account classifications correspond with the general product posting groups.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-39

Application Setup in Microsoft Dynamics® NAV 2009 Each revenue classification has subcategories including: •

Dom.

•

EU

•

Export

These chart of accounts sub-classifications correspond with the general business posting groups. Follow these steps to compare the general posting groups with the chart of accounts as set up in CRONUS: 1. On the Application Setup page, click Posting Groups and then click Gen. Product Posting Groups. Notice that the general product posting group names are similar to the chart of account names attached to the product classifications. 2. On the address bar, click Posting Groups to re-open the Posting Groups page. 3. Click Gen. Business Posting Groups. Notice that general business posting group names are similar to the chart of account names attached to the sub-categories of the product classifications. 4. Re-open the Posting Groups page. The following reviews how the chart of accounts is mapped to posting groups in the General Posting Setup page in CRONUS for: •

The combination of Export general business posting group and Retail general product posting group.

•

The sales account posting.

Follow these steps to review the mapping: 1. On the Posting Groups page, click General Posting Setup. 2. Locate the EXPORT general business posting group and RETAIL general product posting group combination. 3. Review the account in the Sales Account field. Based on this setup, when a sales transaction is posted using this posting group combination, the amount is posted to G/L Account 6130, the Sales, Retail - Export account. 4. Close the General Posting Setup page.

4-40

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Demonstration: Post and Review a Sales Transaction This demonstration uses an analysis of a posted sales transaction to review the effect of posting on the chart of accounts and the impact of the posting setup. Scenario: Arnie, the Accounts Receivable Administrator at CRONUS, creates a sales invoice to customer 10000 for items 1964-W and 70011. He reviews the posting groups for the customer and items to compare them to the posted G/L entries.

Steps: Review Customer Posting Setup from the Sales Invoice Header Follow these steps to create the sales invoice header and review the customer posting setup: 1. In the navigation pane, click the Sales & Marketing department. 2. On the Sales & Marketing page, click Order Processing and then click Sales Invoices. 3. Click New and press ENTER. 4. In the Sell-to Customer No. field, enter 10000. 5. Leave the field by clicking another field or pressing TAB. The sales invoice header is populated. 6. In the Customer Details FactBox, click Customer No. 10000 to open the Customer Card. 7. Expand the Invoicing FastTab. This customer is set up with the following posting setup: o Gen. Bus. Posting Group: NATIONAL o VAT Bus. Posting Group: NATIONAL o Customer Posting Group: DOMESTIC 8. In the Customer Posting Group field, click the drop-down arrow and then click Advanced to review the posting setup for Domestic customers.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-41

Application Setup in Microsoft Dynamics® NAV 2009 Account 2310 appears in the Receivables Account field. This is the account to which Microsoft Dynamics NAV posts the receivables amount (sales amount including VAT) for this sales invoice.

FIGURE 4.13 POSTING GROUPS AND G/L ACCOUNTS ASSIGNED TO CUSTOMER 10000

9. Close the Customer Posting Groups and Customer Card pages. 10. In the Posting Date field, type 01/01/10 and then press ENTER.

Steps: Review Item Posting Setup from the Sales Invoice Line Follow these steps to create the sales invoice lines and review the posting setup for two items: 1. 2. 3. 4.

4-42

Click in the lines of the new sales invoice. In the Type field, enter Item. In the No. field, type 1964-W, and then press TAB. In the Item Details - Invoicing FactBox, click Item No. 1964-W to open the Item Card.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 5. Expand the Invoicing FastTab. This item is set up with the following posting setup: o o o

Gen. Prod. Posting Group: RETAIL VAT Prod. Posting Group: VAT25 Inventory Posting Group: FINISHED

FIGURE 4.14 POSTING GROUPS ASSIGNED TO ITEM 1964-W

6. 7. 8. 9. 10. 11.

Close the Item Card page. In the Quantity field, type 10 and then press ENTER. Click the next line. In the No. field, type 70011 and then press ENTER. In the Item Details - Invoicing FactBox, click Item No. 70011. Review the Invoicing FastTab. This item is set up with the following posting setup: o Gen. Prod. Posting Group: RAW MAT o VAT Prod. Posting Group: VAT25 o Inventory Posting Group: RAW MAT

12. Close the Item Card page. 13. In the Quantity field, type 10 and then press ENTER.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-43

Application Setup in Microsoft Dynamics® NAV 2009 The following table shows that based on the customer and item posting setup, the following general and VAT posting group combinations are used when you post this invoice. Gen. Bus. Posting Group

Gen. Prod. Posting Group

VAT Bus. Posting Group

VAT Prod. Posting Group

Sale of Item 1964-W

NATIONAL

RETAIL

NATIONAL

VAT 25

Sale of Item 70011

NATIONAL

RAW MAT

NATIONAL

VAT 25

Steps: Review the General Posting Setup Follow these steps to review the general posting combinations in the General Posting Setup page: 1. On the Application Setup page, click Posting Groups and then click General Posting Setup. 2. Review the posting combinations: o o

For the item 1964-W combination, National and Retail, account 6110 appears in the Sales Account field. For the item 70011 combination, National and Raw Mat, account 6210 appears in the Sales Account field.

FIGURE 4.15 G/L ACCOUNTS RELATED TO THE POSTING GROUP COMBINATIONS OF THE TWO ITEMS

3. Close the General Posting Setup page.

4-44

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups By combining the posting groups of customer 10000 and items 1964-W and 70011, Microsoft Dynamics NAV will post the following amounts when the sales invoice is posted: •

2920.00 to account 6110 for item 1964-W.

•

723.00 to account 6210 for item 70011.

Steps: Review the VAT Posting Setup Follow these steps to review the VAT posting combinations in the VAT Posting Setup page: 1. On the Application Setup page, click VAT Posting Group and then click VAT Posting Setup. 2. Review the posting combination of National and VAT25: o o

Account 5610 appears in the Sales VAT Account field. The VAT % field contains 25, so VAT for the sale of each item is as follows: -

For item 1964-W, 2920 x 25% = 730.00 For item 70011, 723 x 25% = 180.75

FIGURE 4.16 VAT POSTING SETUP OF BOTH ITEMS

3. Close the VAT Posting Setup page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-45

Application Setup in Microsoft Dynamics® NAV 2009 By combining the posting groups of customer 10000 and items 1964-W and 70011, Microsoft Dynamics NAV will perform the following when the sales invoice is posted: •

Determine the sales VAT account and VAT percentage.

•

Calculate VAT on the sale.

•

Post two separate VAT entries (730.00 and 180.75) for account 5610.

Steps: Post the Sales Invoice The table below shows the expected results of posting the sales invoice: Account

Debit

Credit

6210 Sales, Raw Materials - Domestic

Sale Amount (723.00)

6110 Sales, Retail Domestic

Sale Amount (2920.00)

5610 Sales VAT 25% Account

VAT (180.75+730.00)

2310 Customers, Domestic

Sale Amount (723.00+2920.00) + VAT (180.75+730.00) = 4,553.75

Follow these steps to post the sales invoice: 1. Open the Sales Invoice for the new invoice to customer 10000. 2. Click Post. 3. Click Yes to post the invoice.

Steps: Review a Sales Transactions in G/L Follow these steps to review the posted G/L entries: 1. In the navigation pane, click the Posted Documents button and then click Posted Sales Invoices. 2. Locate and select the sales invoice posted to customer 10000, The Cannon Group PLC, in the amount of 3,643.00 or 4,553.75, including VAT.

4-46

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 3. Click Navigate to review the list of all documents and ledger entries related to this posted invoice. When the sales invoice posted, Microsoft Dynamics NAV also created and posted: o o o o o

G/L entries VAT entries Customer ledger entries Detailed customer ledger entries Value entries for the items

4. Click the G/L Entry line and then click Show; the General Ledger Entries page appears. 5. Verify that the amounts match the expected amounts listed in the table in the "Post the Sales Invoice" lesson. (Any slight differences are due to Rounding setup in CRONUS.) 6. Close the open pages.

Short Answer Question: Vendor Transaction Posting Results 1. Based on existing entries in CRONUS, but without posting a purchase invoice, determine the amounts and G/L accounts that are posted to when a purchase invoice is posted for Vendor 40000, Lewis Home Furniture, for the following items: Item

Quantity

1100

40

1120

800

HINT: Remember that you are looking for information on purchase entries. Therefore, the Direct Unit Cost, found on the Invoicing FastTab, is used to determine cost. Use the following table to document the expected results. Account

Debit

Credit

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-47

Application Setup in Microsoft Dynamics® NAV 2009

Summary The three types of posting groups that are used when selling inventory and resources to customers, in addition to buying inventory from vendors are: •

Specific posting groups

•

General posting groups

•

VAT posting groups

Using the chart of accounts as a guide, posting groups provide the link between the general ledger and the other application areas in Microsoft Dynamics NAV. To ensure that posting groups are set up correctly and support the defined business strategy, the person in charge of application setup must understand how posting groups are used in Microsoft Dynamics NAV.

4-48

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Test Your Knowledge Test your knowledge with the following questions. 1. Which type of posting group is used to identify balance sheet accounts for each subsidiary or supporting ledger? ( ) All posting groups ( ) Specific posting groups ( ) General posting groups ( ) VAT posting groups 2. Which type of posting group is used to identify Income Statement accounts for each subsidiary or supporting ledger? ( ) All posting groups ( ) Specific posting groups ( ) General posting groups ( ) VAT posting groups 3. What is VAT? (Select all that apply) ( ) Tax paid by the end consumer, including businesses ( ) Value added tax ( ) A transaction tax ( ) Value assessment tax 4. Which of the following are specific posting groups? (Select all that apply) ( ) Item ( ) Customer ( ) Resource ( ) Fixed Asset

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-49

Application Setup in Microsoft Dynamics® NAV 2009 5. Which of the following are assigned general posting groups? (Select all that apply) ( ) Fixed Asset ( ) Resource ( ) Customer ( ) Item 6. Which of the following are assigned VAT posting groups? (Select all that apply) ( ) Item ( ) Vendor ( ) Resource ( ) Bank Account

4-50

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-51

Application Setup in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge: Additional VAT Posting Setup 1. What must be set up to use unrealized VAT? (Select all that apply) ( ) The Unrealized VAT check box must be checked in the VAT Posting Setup page (√) The Unrealized VAT check box must be checked in the General Ledger Setup page (√) An Unrealized VAT Type, other than blank, must be selected (√) The Unrealized VAT sales, purchase, and reverse charge accounts must be specified 2. What must be set up to exclude VAT in payment discount calculations? ( ) In the General Ledger Setup page, the Adjust for Payment Disc. check box must be checked ( ) In the VAT Posting Setup page, the Payment Disc. Excl. VAT check box must be checked for each applicable VAT posting combination ( ) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be checked for each applicable VAT posting combination (•) In the General Ledger Setup page, the Payment Disc. Excl. VAT check box must be checked 3. What must be set up to include VAT in payment discount calculations? (Select all that apply) ( ) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be empty for each applicable VAT posting combination (√) In the General Ledger Setup page, the Adjust for Payment Disc. check box must be checked (√) In the VAT Posting Setup page, the Adjust for Payment Discount check box must be checked for each applicable VAT posting combination ( ) In the General Ledger Setup page, the Payment Disc. Excl. VAT check box must be checked 4. When is VAT not calculated to VAT-liable companies in other EU countries/regions? ( ) On purchases ( ) On both sales and purchases (•) On sales ( ) None, VAT is always calculated

4-52

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 4: Set Up Posting Groups 5. What VAT Calculation Type must be used if an EU company trades with other EU countries/regions? ( ) Normal VAT (•) Reverse Charge VAT ( ) Full VAT ( ) Full Charge VAT

Short Answer Question: Vendor Transaction Posting Results 1. Based on existing entries in CRONUS, but without posting a purchase invoice, determine the amounts and G/L accounts that are posted to when a purchase invoice is posted for Vendor 40000, Lewis Home Furniture, for the following items: Item Quantity 1100 40 1120 800

MODEL ANSWER: Account 7210 is debited 1600.00, account 7110 is debited 5186.84, account 5360 is debited for 400.00 and 1296.71, and account 5410 is credited 8483.55

Test Your Knowledge 1. Which type of posting group is used to identify balance sheet accounts for each subsidiary or supporting ledger? ( ) All posting groups (•) Specific posting groups ( ) General posting groups ( ) VAT posting groups 2. Which type of posting group is used to identify Income Statement accounts for each subsidiary or supporting ledger? ( ) All posting groups ( ) Specific posting groups (•) General posting groups ( ) VAT posting groups

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

4-53

Application Setup in Microsoft Dynamics® NAV 2009 3. What is VAT? (Select all that apply) (√) Tax paid by the end consumer, including businesses (√) Value added tax (√) A transaction tax ( ) Value assessment tax 4. Which of the following are specific posting groups? (Select all that apply) (√) Item (√) Customer ( ) Resource (√) Fixed Asset 5. Which of the following are assigned general posting groups? (Select all that apply) ( ) Fixed Asset (√) Resource (√) Customer (√) Item 6. Which of the following are assigned VAT posting groups? (Select all that apply) (√) Item (√) Vendor (√) Resource ( ) Bank Account

4-54

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

CHAPTER 5: SET UP DIMENSIONS Objectives The objectives are: •

Explain and set up dimensions and dimension values

•

Explain the different dimensions types: Global, Shortcut, and Budget

•

Explain and demonstrate how dimension combinations are set up

•

Explain and demonstrate the three levels of default dimensions, including single, multiple, and account type

•

Explain the purpose of default dimension priorities

•

Demonstrate the use of default dimension priorities in general journals

Introduction A dimension is data added to an entry so that entries with similar characteristics can be grouped and easily retrieved for analysis purposes. Dimensions can be used throughout Microsoft Dynamics® NAV on entries in journals, documents, and budgets. The term dimension is used to describe how analysis occurs. A two-dimensional analysis, for example, is sales for every area. When you use more than two dimensions when creating an entry, a more complex analysis is achieved, such as sale for every sale, campaign for every customer, and group for each area. Users must allocate adequate time when setting up the dimensions structure, since it is the basis for all the benefits the Dimensions functionality offers. The dimensions structure must be determined in combination with the chart of accounts and posting group structure. Additionally, using dimensions and simplifying the chart of accounts provides a better analysis of financial information. The aspects of defining and setting up dimensions include: •

Dimension Values

•

Dimension Combinations

•

Default Dimensions

•

Default Dimension Priority

For training on how to analyze transaction entries by dimensions, refer to the Business Intelligence for Information Workers in Microsoft Dynamics NAV course.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-1

Application Setup in Microsoft Dynamics® NAV 2009 Manual Setup vs. RIM The RIM tool does not create any setup data for dimensions. Therefore, it is a manual process to set up dimensions and dimension values.

Dimensions and Dimension Values Each dimension can have an unlimited series of dimension values that are subunits of that dimension. For example, a dimension called Department can have the dimension values Sales, Administration, and so on, as department names. Dimensions and dimension values are user-defined and unlimited, which means dimensions are tailored for each company.

Dimensions Page To access the dimension setup, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, under Financial Management, click Dimensions and then click Dimensions again.

FIGURE 5.1 DIMENSIONS PAGE

There are two hidden fields in the Dimension page: Map-to IC Dimension Code and Consolidation Code; these are explained in the "Dimensions and Multicompany Operations" lesson. Set up the following in the Dimensions page by clicking the Related Information menu and then pointing to Dimension: •

5-2

Dimension values

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions •

Account type default dimensions

•

Dimension translations

Dimension Values A dimension value: •

Is a subset within a dimension.

•

Is used on ledger entries.

•

Can have an infinite number of values, with unique value codes within a Dimension.

Dimensions and dimension values make it possible to: •

Gain an accurate picture of a company's activities.

•

Analyze relationships between dimensions and dimension values.

Users can create a hierarchical relationship between dimension values so that Microsoft Dynamics NAV will consider some dimension values as subsets of another dimension value. This relationship is achieved using dimension value types. Dimension values are set up in the Dimension Values page, located on the Dimensions page by clicking the Related Information menu, pointing to Dimension, and then clicking Dimension Values.

FIGURE 5.2 DIMENSION VALUES PAGE FOR THE AREA DIMENSION

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-3

Application Setup in Microsoft Dynamics® NAV 2009 The Dimension Values page contain the fields shown in the following table. Field

Description

Code

Unique code for the dimension value.

Name

Descriptive name for the dimension value.

Dimension Value Type

Determines the manner in which a Dimension Value is used when posted. The options are: • Standard •

Heading

•

Total

•

Begin-Total

•

End-Total

Totaling

Identifies a dimension value interval or a list of dimension values, used to total the entries for the dimension values displayed in the field to give a total balance.

Blocked

Used to block the posting of journals containing specific dimension values.

The Dimension Value Type and Totaling fields together create the hierarchical relationship in dimension values. The Dimension Value Type options are shown in the following table. Option

Description

Standard

Used for standard posting of dimension values.

Heading

Heading for a group of dimension values.

Total

Used to total a series of balances on dimension values that do not immediately precede the Total dimension value.

Begin-Total

Marker for the beginning of a series of dimension values to be totaled and ends with an End-Total dimension value type.

End-Total

Total of a series of dimension values that starts with the dimension value type Begin-Total.

NOTE: You can only post to dimensions values set up with Standard or BeginTotal value types. The Totaling field is completed based on the selection made in the Dimension Value Types field: •

5-4

If the dimension value type is Standard, Heading, or Begin-Total, the Totaling field must be blank.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions •

If Total is selected, the Totaling field must be manually populated to indicate which dimension values will be totaled.

•

If End-Total is selected, the Totaling field is automatically populated when the Indent Dimension Values function is run.

The Indent Dimension Values function: •

Indents all dimension values between a Begin-Total and the matching End-Total by one level.

•

Totals all dimension values within the same range and updates the Totaling field for each End-Total.

Access the Indent Dimension Values function from the Dimension Values page by clicking the Actions menu, pointing to Functions, and then clicking Indent Dimension Values. NOTE: For dimension values of the End-Total type, you can manually fill in the Totaling field. It is, however, recommended to use the Indent Dimension Values function to populate the field.

Procedure: Set Up a Dimension with Dimension Values Follow these steps to set up a dimension with dimension values not used with multicompany operations: 1. On the Application Setup page, click Dimensions and then click Dimensions again. 2. Click New. 3. In the Code field, type a unique identifier. 4. Update the Name, Code Caption, Filter Caption, and Description fields as needed. 5. On the Related Information menu, point to Dimension, and then click Dimension Values. 6. In the Code field, type a unique code for this value. 7. In the Name field, type a short description for this value. 8. If a dimension value hierarchy is required: a. Change the Dimension Value Type as needed. b. Update the Totaling field if selecting the Dimension Value Type of Total. 9. Click New. 10. Repeat steps 6-9 to set up additional dimension values.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-5

Application Setup in Microsoft Dynamics® NAV 2009 11. If a dimension value hierarchy was specified, the final step is to run the Indent Dimension Values function: a. On the Actions menu, point to Functions and then click Indent Dimension Values. b. Click Yes to run the indent function. 12. Close the Dimension Values and New - Dimensions pages.

Dimensions and Multicompany Operations Dimension and dimension values are used in the following Microsoft Dynamics NAV multicompany operations: •

Consolidations

•

Intercompany

The fields in the following table are hidden, but available using the Choose Columns function on the Dimensions and Dimension Values pages. Field

Description

Map-to IC Dimension Code

Indicates which intercompany dimension corresponds to the dimension, or dimension value, on the line. When a dimension code, or dimension value code, is entered on an intercompany sales or purchase line, the corresponding intercompany dimension code, or dimension value code, is entered on the line sent to the intercompany partner.

Consolidation Code

Used only when an entire company, including dimensions, is transferred to a consolidated company during the consolidation process. If an entire company is transferred, enter the dimension code in the consolidated company that corresponds to the dimension code, or dimension value code, in this business unit. The same consolidation code can be given to several dimensions if these dimensions are added together when you are consolidating.

The Dimensions page also contains a function called Map to IC Dim. with Same Code, accessed by clicking the Actions menu and then pointing to Functions. This function is used to specify how dimensions map to the intercompany dimensions. For more information about multicompany operations, refer to the Multi Site Operations in Microsoft Dynamics NAV 2009 course.

5-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

Lab 5.1 - Set Up a Dimension with Dimension Values The purpose of this lab is to reinforce your understanding of the process required to set up a Dimension with Dimension Values. Scenario CRONUS International Ltd. wants to analyze sales figures in connection with trade shows they attend. As the accounting manager, you need to set up a new dimension to meet this requirement. The new dimension is called Exhibition and includes the following values: •

Hanover

•

Frankfurt

•

Munich

•

London

•

Paris

The dimension name, description, and captions do not need to be modified and the values are all standard types.

Challenge Yourself! 1. Create the new dimension as stated in the scenario. 2. Assign dimension values as stated in the scenario.

Need a Little Help? 1. 2. 3. 4.

Access the Dimensions page. Insert the new dimension as stated in the scenario. Access the Dimension Values page. Assign dimension values as stated in the scenario.

Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration, and then click Application Setup. 3. On the Application Setup page, click Dimensions and then click Dimensions again. 4. Click New. 5. In the Code field, type Exhibition. 6. Press ENTER or click the next field. 7. On the Related Information menu, point to Dimension and then click Dimension Values.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-7

Application Setup in Microsoft Dynamics® NAV 2009 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.

In the Code and Description fields, type Hanover. Insert a new line. In the Code and Description fields, type Frankfurt. Insert a new line. In the Code and Description fields, type Munich. Insert a new line. In the Code and Description fields, type London. Insert a new line. In the Code and Description fields, type Paris. Click OK to close the Dimension Values page. Click OK to close the Dimensions page.

Dimension Types There are three types of dimensions in Microsoft Dynamics NAV: •

Global

•

Shortcut

•

Budget

Global and shortcut dimensions are specified in the General Ledger Setup page and budget dimensions are specified in the G/L Budget Names page. For more information about specifying dimension types, refer to the lessons in the Finance in Microsoft Dynamics NAV 2009 course that cover setup and budgets. When a dimension is selected as a global, shortcut, or budget dimension, Microsoft Dynamics NAV automatically renames all fields that use that dimension type with the Code Caption specified for the selected dimension in the Dimension page.

Global Dimensions Global dimensions are the most used and important dimensions because of their availability throughout Microsoft Dynamics NAV. Two dimensions can be specified as global dimensions. Global dimensions can be used as filters for:

5-8

•

G/L entries

•

Reports

•

Account schedules

•

Batch jobs

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions Both global dimensions are also available as Shortcut Dimensions 1 and 2 for use on: •

Document headers

•

Entry lines

Shortcut Dimensions Shortcut dimensions are used to enter dimensions and dimension values directly on the lines in: •

Journals

•

Sales and purchase documents

There are a total of eight shortcut dimensions available: •

The first two shortcut dimensions are automatically defined as global dimensions.

•

The remaining six shortcut dimensions: o o

Are selected from the dimensions previously set up Can be changed regularly, as needed

Use either of the following methods to assign dimensions to document entry lines: •

Enter dimension values for a dimension directly on the line by using the Choose Column function to add shortcut dimensions to the lines.

•

Enter dimensions information in the Document Dimensions page by clicking the Actions menu (lightning bolt icon) on the Lines FastTab, pointing to Line, and then clicking Dimensions.

Budget Dimensions For each budget, four dimensions can be defined, in addition to the two global dimensions. These budget-specific dimensions are called budget dimensions. Budget dimensions are assigned to each budget from among the dimensions previously set up and can be used to: •

Set filters on a budget

•

Add dimension information to budget entries

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-9

Application Setup in Microsoft Dynamics® NAV 2009 Dimension Types Categorize the following items based on the dimension type. 1. Categories (Dimension Type): 1. Global Dimensions 2. Shortcut Dimensions 3. Budget Dimensions _____ Item 1: Used as shortcut dimensions 1 and 2 on document headers and entry lines. _____ Item 2: Used as filters for G/L entries, reports, account schedules, and batch jobs. _____ Item 3: Four are available. _____ Item 4: Used to enter dimensions directly in journals and sales and purchase document lines. _____ Item 5: Two are available. _____ Item 6: Eight are available.

Dimension Combinations Dimension combinations provide the ability to prevent (block) particular dimensions from being combined on a journal or in a document, and under what circumstances. The blocking may be, for example, that a specific project team cannot post certain expense types or that a certain item cannot be sold in a particular area. In addition, the use of a particular dimension combination can be restricted, depending on which dimension value combination is being used for the two dimensions.

Dimension Combinations Page To access the Dimension Combinations page, follow these steps: 1. On the Application Setup page, click Dimensions and then click Dimension Combinations.

5-10

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 2. Set filters on the Dimension Combinations page and then click Show Matrix.

FIGURE 5.3 DIMENSION COMBINATIONS MATRIX

This page displays a matrix of all combinations of dimensions created in Microsoft Dynamics NAV. The dimensions displayed in the rows of the matrix are also represented as dimension columns. The column headings can be changed from the dimension code to the dimension name by clicking the Show Column Name check box on the Dimension Combinations page. Dimension restrictions are set in the columns.

Dimension Combination Restrictions The columns in the Dimension Combinations Matrix are called combination restriction fields. The combinations for these fields are accessed by clicking the field, and include the options shown in the following table. Option

Description

No limitations

The dimension combination is always allowed on entries. This is the default setting for dimension combinations.

Limited

The dimension combination is only allowed in certain circumstances, depending on which dimension values are selected when you are creating an entry.

Blocked

The dimension combination is excluded from use on entries.

If the Limited option is selected, the restricted dimension value combinations must be specified. Dimension value combinations are only applicable to the Limited option.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-11

Application Setup in Microsoft Dynamics® NAV 2009 Dimension Value Combinations Dimension value combinations are set up by drilling down in the relevant restriction field on the Dimension Combinations Matrix to define restrictions in the Dimension Value Combinations Matrix page.

FIGURE 5.4 DIMENSION VALUE COMBINATIONS MATRIX OPENED FOR THE LIMITED FIELD VALUE OF THE CUSTOMERGROUP/BUSINESSGROUP COMBINATION.

The Dimension Value Combinations Matrix page is a matrix of all combinations of dimension values for a particular dimension combination. The rows represent the dimension values of the dimension selected in the rows of the Dimension Combinations Matrix page. The columns represent the dimension values of the dimension selected in the column of the Dimension Combinations Matrix page. The dimension value combination restrictions are set up by clicking the relevant field and selecting Blocked. If Blocked is not selected, the combinations are allowed for these dimension values.

Demonstration: Set Up a Dimension Combination Scenario: Phyllis, the accounting manager at CRONUS, has completed setting up all dimensions and now needs to set up the following restrictions:

5-12

•

Purchasers cannot post to any sales campaigns.

•

Activity for the Administration Department cannot post to Toyota, Mercedes, or VW Projects.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions Follow these steps to set up a dimension combination: 1. On the Application Setup page, click Dimensions and then click Dimension Combinations. 2. Set filters and then click Show Matrix. 3. In the SALESCAMPAIGN row, in the PURCHASER column, click the restriction field, select Blocked and then click OK. 4. In the PROJECT row, in the DEPARTMENT column, click the restriction field, select Limited and then click OK. 5. Drill-down in the field (now with the Limited value) and then click Show Matrix. 6. In the Dimension Value Combinations Matrix (for PROJECT/DEPARTMENT), in the ADM column, click the restriction fields and select Blocked in all three rows: o o o

Mercedes Toyota VW

FIGURE 5.5 POSTING RESTRICTIONS DEFINED FOR PURCHASERS/SALES CAMPAIGNS AND THE ADMINISTRATION DEPARTMENT.

7. Close the Dimension Value Combinations Matrix and Dimension Value Combinations pages. Now, purchasers cannot post sales campaigns and the Administration department has limited posting rights because they cannot post car projects.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-13

Application Setup in Microsoft Dynamics® NAV 2009

Lab 5.2 - Set Up a Dimension Combination The purpose of this lab is to reinforce your understanding of the process required to set up dimension combinations. Scenario It is now necessary to set up combination restrictions on the Exhibition dimension. Since this dimension is strictly related to trade shows, it must never be posted in connection with the Sales Campaign dimension. In addition, the Exhibition dimension is only applicable to the business groups Industrial, Intercompany, and Office.

Challenge Yourself! 1. Assign the Business Group restriction to the Exhibition dimension. 2. Assign the Sales Campaign restriction to the Exhibition dimension.

Need a Little Help? 1. 2. 3. 4. 5. 6.

Access the Dimension Combinations Matrix. Locate the EXHIBITION dimension column. Locate the BUSINESSGROUP row. Assign the restriction as stated in the scenario. Locate the SALESCAMPAIGN row. Assign the restriction as stated in the scenario.

Step by Step 1. On the Application Setup page, click Dimensions and then click Dimension Combinations. 2. Click Show Matrix. 3. Locate the EXHIBITION dimension row. 4. Locate the BUSINESSGROUP column. 5. Click the restriction field and then select Limited. 6. Click OK. 7. Drill-down to open the Dimension Value Combinations Matrix for the EXHIBITION/BUSINESSGROUP combination. 8. Click Show Matrix. 9. In the HOME column, for each EXHIBITION Dimension Value, click the field, and select Blocked. 10. Close the Dimension Value Combinations Matrix and the Dimension Value Combinations pages.

5-14

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 11. In the EXHIBITION row, locate the SALES CAMPAIGN column. 12. Click the restriction field and then select Blocked. 13. Click OK.

Default Dimensions When dimension codes and dimension values are set up, you can define default dimensions. Default dimensions determine how particular accounts or account types use dimensions and dimension values. Default dimension values can be defined for: •

All dimensions on all accounts

•

Individual accounts

•

Groups of accounts

•

An entire account type, for example the customer account type

Each default can also be set up with value posting rules that determine in what way dimension information may be posted. Default dimensions can be entered at three levels: •

Dimensions - Single: Single Account

•

Dimensions - Multiple: Multiple Accounts

•

Account Type Default Dimensions: All Accounts

Value Posting Rules Default dimensions contain three main areas that are used together to create the default: •

Dimension

•

Dimension value

•

Value posting rule

Default dimensions, at any level, use the same value posting rules, shown in the following table. Rule

Description

Blank

There is no posting restriction. This default dimension for this account or account type can be posted with any dimension value or with no dimension value.

Code Mandatory

The default dimension for this account or account type must have a dimension value when you are posting, but any dimension value is acceptable.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-15

Application Setup in Microsoft Dynamics® NAV 2009

Rule

Description

Same Code

The default dimension for this account or account type must always have the same dimension value code as that selected in the Dimension Value Code field.

No Code

Dimension value codes must not be used with this account or account type.

Conflicting Default Dimensions When setting up default dimensions, consider whether the program will, in some circumstances, suggest conflicting default dimension values. For example, a conflict will exist if: •

A customer account is set up with the value posting rule No Code.

•

The Account Type default is set up so that all customer accounts use a particular default dimension value code.

In this example, Microsoft Dynamics NAV cannot disallow the use of a dimension value code while also allowing the use of a default dimension value code. Conflicts can be identified and resolved: •

In the Default Dimensions-Multiple page

•

Using the Check Value Posting function

•

Using the Default Dimension Priorities feature

Review Default Dimensions Default dimensions can be set up on any account in Microsoft Dynamics NAV. Follow these steps to review default dimensions on customer account 10000: 1. In the navigation pane, click Financial Management department. 2. Click Receivables and then click Customers. 3. Locate and select the line for customer 10000, The Cannon Group PLC.

5-16

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 4. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Single.

FIGURE 5.6 DEFAULT DIMENSIONS ASSIGNED TO CUSTOMER 10000

The default dimensions for The Cannon Group PLC are: •

Area: o o

•

Customer Group: o o

•

A required dimension Any area can be selected, but 30 is the default

A required dimension Medium is the only customer group that is valid

Department: o o

Not a required dimension Sales is the default

Users can set up default dimensions for multiple accounts in one action by using the Dimensions-Multiple function. Refer to the "Assign Default Dimensions to Multiple Accounts" lesson in this course for more details. Additionally, users can set up default dimensions on an account card, such as the Customer Card, by clicking the Related Information menu, pointing to Customer, and then clicking Dimensions.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-17

Application Setup in Microsoft Dynamics® NAV 2009 Demonstration: Assign Default Dimensions to Multiple Accounts Scenario: Customer accounts 60000-62000 must be assigned the multiple default dimensions shown in the following table. Dimension

Dimension Value and Value Posting

Area

30 is the default, a value is required but can be any value

Business Group

Industrial is the default, not required

Customer Group

Small is the required code

Department

Sales is the default, not required

Follow these steps to assign the first two default dimensions on customer accounts 60000-62000: 1. On the Financial Management page, click Receivables and then click Customers. 2. Highlight the 60000-62000 range of customers. 3. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Multiple. 4. Click New. 5. In the Dimension Code field, enter AREA. 6. In the Dimension Value Code field, enter 30. 7. In the Value Posting field, enter Code Mandatory. 8. Click the next line. 9. In the Dimension Code field, enter BUSINESSGROUP. 10. In the Dimension Value Code field, enter INDUSTRIAL. Follow these steps to assign the last two default dimensions on customer accounts 60000-62000: 1. 2. 3. 4. 5. 6. 7. 8.

5-18

Click the next line. In the Dimension Code field, enter CUSTOMERGROUP. In the Dimension Value Code field, enter SMALL. In the Value Posting field, enter Same Code. Click the next line. In the Dimension Code field, enter DEPARTMENT. In the Dimension Value Code field, enter SALES. Click OK in the Default Dimensions-Multiple page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 9. From the Customers page, verify the default dimension settings on each customer account by clicking the Related Information menu, pointing to Customer and then to Dimensions, and then clicking Dimensions-Single.

FIGURE 5.7 DEFAULT DIMENSIONS ASSIGNED TO MULTIPLE CUSTOMER ACCOUNTS

Demonstration: Resolve Conflicting Default Dimensions If a default dimension is changed in an account that is assigned multiple default dimensions along with other accounts, this conflict is identified in the Default Dimensions-Multiple page. Scenario: Phyllis, the accounting manager at CRONUS, sets up customer account 62000 with a winter sales campaign default dimension. Months after Phyllis sets up this default, Cassie, the accountant, opens the multiple dimensions for accounts 60000-62000 to set up summer sales campaign defaults.

Steps: Resolve Conflicting Default Dimension Follow these steps to assign a conflicting default dimension value: 1. On the Financial Management page, click Receivables and then click Customers. 2. Locate and select customer 62000. 3. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Single. 4. Click New or an empty line. 5. In the Dimension Code field, enter SALESCAMPAIGN. 6. In the Dimension Value Code field, enter WINTER.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-19

Application Setup in Microsoft Dynamics® NAV 2009 7. Click OK to close the Default Dimensions page. 8. Highlight customer accounts 60000-62000. 9. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Multiple. A dimension value conflict appears for SALESCAMPAIGN as indicated by the blank Dimension Value Code field.

FIGURE 5.8 NEW DEFAULT DIMENSION, SALESCAMPAIGN/WINTER, CONFLICTS WITH OTHER DEFAULT DIMENSIONS ASSIGNED AS MULTIPLE DEFAULT DIMENSIONS.

Scenario: Cassie contacts Phyllis, who assures her that all sales campaigns for these accounts must be set to Summer. Follow these steps to resolve the conflict by assigning SALESCAMPAIGN/SUMMER to all three customer accounts: 1. On the Actions menu, click Edit List. 2. For the Sales Campaign dimension, in the Dimension Value Code field, enter SUMMER. The new value is applied to all selected customers. 3. Click OK in the Default Dimensions-Multiple page. 4. Select customer account 62000. 5. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Single. 6. Notice that the Sales Campaign is set to Summer. 7. Close the Default Dimensions page.

5-20

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 8. Review the Sales Campaign defaults for the customer accounts 60000 and 61000.

FIGURE 5.9 CONFLICT RESOLVED BY ASSIGNING SALESCAMPAIGN/SUMMER TO ALL THREE CUSTOMERS.

Demonstration: Set Up Account Type Default Dimensions The final level of managing default dimensions is to set up default dimensions for all accounts for a specific account type. Scenario: To post all customer entries with a specific customer group dimension, rather than entering this dimension each time a new customer is created, Phyllis wants to set up the customer group dimension as the default account type for the entire customer table.

Steps: Set Up Account Type Default Dimensions Follow these steps to set up all customers with a Customer Group default dimension: 1. On the Application Setup page, click Dimensions and then click Dimensions again. 2. Click the Customer Group dimension line. 3. On the Related Information menu, point to Dimension and click Account Type Default Dim. 4. In the Table ID field, enter 18, Customer. 5. In the Dimension Value Code field, enter MEDIUM.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-21

Application Setup in Microsoft Dynamics® NAV 2009 6. In the Value Posting field, enter Code Mandatory.

FIGURE 5.10 ACCOUNT TYPE DEFAULT DIMENSION DEFINED FOR CUSTOMERGROUP

This setup ensures that a customer group dimension is specified when you are posting to customers. CAUTION: Using the value posting rules Code Mandatory and Same Code for G/L accounts may cause problems in connection with automatic posting, such as VAT settlement posting. To check if other default dimensions exist that conflict with the account type value posting rule just created, use the Check Value Posting function in the Account Type Default Dim. page.

5-22

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions Follow these steps to check for conflicting dimension values in table 18, Customer: 1. On the Actions menu, point to Functions and then click Check Value Posting.

FIGURE 5.11 CHECKING FOR CONFLICTING DIMENSION VALUES IN THE CUSTOMER TABLE

2. Set a filter, such as CUSTOMERGROUP, if necessary. 3. Click Preview. The Check Value Posting report appears, listing any customers that have dimension values other than the one defined in the Account Type Default Dim. page for the entire table. In this case, no conflicts exist.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-23

Application Setup in Microsoft Dynamics® NAV 2009

Lab 5.3 - Assign Default Dimensions to a Single Account The purpose of this lab is to reinforce your understanding of the process required to assign default dimensions to a single account. Scenario As the accounting manager at CRONUS, you are responsible for setting up default dimensions. You currently need to set up the following single default: •

Account number 8110 must always be posted with a Department dimension.

•

The default value is Administration, but you want to allow users to override this with another non-blank value.

Access the Default Dimensions page from the Chart of Accounts page.

Challenge Yourself! Set up the default dimension on G/L Account 8110 as specified in the scenario.

Need a Little Help? 1. 2. 3. 4.

Filter on G/L Account 8110. Access the Default Dimensions page. Set the Department dimension with the Administration value. Set the Value Posting as noted in the scenario.

Step by Step 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger and then click Chart of Accounts. 3. In the filter field, type 8110. 4. On the Related Information menu, point to Account and then to Dimensions, and then click Dimensions-Single. 5. In the Dimension Code field, enter DEPARTMENT. 6. In the Dimensions Value Code field, enter ADM. 7. In the Value Posting field, enter Code Mandatory. 8. Click OK to close the Default Dimensions page.

5-24

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

Lab 5.4 - Assign Default Dimensions to Multiple Accounts The purpose of this lab is to reinforce your understanding of the process required to assign default dimensions to multiple accounts. Scenario CRONUS has three Canadian customers that need to be set up with new dimensions. The customers are: •

01905893

•

01905899

•

01905902

Using multiple default dimensions, assign these customers to the North America area. This dimension must always be used for these customers. In addition, since exhibitions are never marketed to the Canadian customers, the exhibition dimension is never used for them.

Challenge Yourself! 1. Select the three customers as stated in the scenario. 2. Assign the Area and Exhibition dimensions as stated in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the Customers page. Highlight the three customers stated in the scenario. Access the Default Dimensions-Multiple page. Assign the Area dimension as stated in the scenario. Assign the Exhibition dimension as stated in the scenario.

Step by Step 1. In the navigation pane, click the Financial Management department. 2. Click Receivables and then click Customers. 3. Locate and highlight customer numbers 01905893-01905902. 4. On the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Multiple. 5. Click New. 6. In the Dimension Code field, enter AREA.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-25

Application Setup in Microsoft Dynamics® NAV 2009 7. 8. 9. 10. 11. 12.

5-26

In the Dimension Value Code field, enter 70. In the Value Posting field, enter Same Code. Click New. In the Dimension Code field, enter EXHIBITION. In the Value Posting field, enter No Code. Click OK to close the Default Dimensions-Multiple page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

Lab 5.5 - Assign Vendor Account Type Default Dimensions The purpose of this lab is to reinforce your understanding of the process required to assign vendor account type default dimensions. Scenario The finance department at CRONUS has noticed that the Department and Project dimensions have been missing on many of the purchase postings so it has been decided that all vendors must be set up with Department and Project dimensions. To ensure that all transactions related to vendors are posted with department and projects, with no particular values, you are asked to set up the Vendor account type to accommodate this requirement.

Challenge Yourself! 1. Access the Department dimension and set up the vendor posting requirement. 2. Access the Project dimension and set up the vendor posting requirement.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7.

Access the Department dimension in the Dimensions page. Access the Account Type Default Dim. page. Set up the vendor posting requirement as stated in the scenario. Close the Account Type Default Dim. page. Access the Project dimension. Access the Account Type Default Dim. page. Set up the vendor posting requirement as stated in the scenario.

Step by Step 1. On the Application Setup page, click Dimensions and then click Dimensions again. 2. Select the Department dimension. 3. On the Related Information menu, point to Dimension and click Account Type Default Dim. 4. In the Table ID field, enter 23, Vendor. 5. In the Value Posting field, enter Code Mandatory. 6. Click OK to close the Account Type Default Dim. page. 7. Select the Project dimension.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-27

Application Setup in Microsoft Dynamics® NAV 2009 8. On the Related Information menu, point to Dimension and click Account Type Default Dim. 9. In the Table ID field, enter 23, Vendor. 10. In the Value Posting field, enter Code Mandatory. 11. Click OK to close the Account Type Default Dim. page.

Default Dimension Priority In Microsoft Dynamics NAV, conflicts between default dimension values for the same dimension can be resolved using default dimension priorities. These priorities determine which default dimensions are used based on the prioritization of the source account. For example, if G/L accounts are given a higher priority than customer accounts, a conflict between the dimension values suggested for a customer account and the dimension values suggested for a G/L account are resolved in favor of the G/L account. Default dimension conflicts can arise between: •

Accounts or account types in documents and journals

•

Headers and lines in documents

By prioritizing account types in relation to each other, the program can resolve situations where dimension values are in conflict.

Additional Conflict Resolution Rules When a conflict between default dimensions is not resolved by a defined priority, the following rules apply:

5-28

•

If two accounts have conflicting dimension values for default dimensions and they have equal priority, or are of the same account type, the conflict is resolved in favor of the last entered account.

•

Non-blank dimension values are normally prioritized higher than blank dimension values.

•

If there is a conflict between the default dimension values set up on an individual account and those set up in an account table, the individual account default dimension value is prioritized. This occurs because default dimension values are normally set up on the individual accounts with a specific purpose. When a more general prioritization rule is needed, a default dimension value can be assigned to the entire table.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions In regards to value posting rules, posting will not occur if there is a value posting conflict between dimension values, with or without priorities. For example: •

With priorities: If one account is prioritized to override another account, but the account with lower priority has a value posting option Same Code, posting will not occur.

•

Without priorities: If a single journal line is entered and the dimensions for both accounts have conflicting value posting rules, for example, one account is Same Code and the other is No Code, posting will not occur.

NOTE: In journals, you can resolve conflicts by not using a balancing account and entering the balancing journal line on a separate line.

Demonstration: Work with Default Dimension Priorities In this demonstration, a general journal is used to show how an entry works with and without using default dimension priorities. Scenario: Cassie, the accountant at CRONUS, is using the Cash general journal to post an entry for customer 10000 for the amount of 100.00. Currently, there are no defined dimension priorities. This particular journal is set up with the G/L Balancing Account 2910 (Cash) so only the customer needs to be entered. Therefore, in the absence of specific prioritization, the customer's default dimensions are prioritized when posting since it is the last account entered on the journal line.

Steps: Prepare the General Journal Line Follow these steps to review default dimension priorities: 1. In the navigation pane, click the Financial Management department. 2. Click General Ledger and then click General Journals. 3. Ensure that CASH is selected in the Batch Name field. 4. In the Posting Date field, type 01/01/10. 5. In the Account Type field, enter Customer. 6. In the Account No. field, type 10000.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-29

Application Setup in Microsoft Dynamics® NAV 2009 7. In the Amount field, type 100.

FIGURE 5.12 GENERAL JOURNAL LINE PREPARED

Steps: Assign Default Dimensions to G/L Account Follow these steps to assign AREA 40 to the cash G/L account (2910): 1. On the General Journal page, in the Bal. Account No. field, click the drop-down arrow and then click Advanced to access the G/L Account List for the cash account (2910). 2. On the Related Information menu, point to Account and then click Dimensions. 3. In the Dimension Code field, enter AREA. 4. In the Dimension Value Code field, enter 40. 5. In the Value Posting field, enter Code Mandatory. 6. Click OK to close the Default Dimensions and G/L Account List pages.

Steps: Review the Assigned Default Dimension Follow these steps to review the default dimension assignment in the journal's test report: 1. On the General Journal page, on the Account No. field, click the drop-down arrow and then click Advanced to access the Customer List. 2. With customer 10000 selected, click the Related Information menu, point to Customer and then to Dimensions, and then click Dimensions-Single. Note that this customer is set up with Area 30 and Code Mandatory. 3. Close the Default Dimensions page.

5-30

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions 4. Click OK to close the Customer List page and then press ENTER to update the journal line so that the last entered account is the customer. 5. On the Actions menu, point to Posting and then click Test Report. 6. On the Options FastTab, select the Show Dimensions check box. 7. Click Preview.

FIGURE 5.13 TEST REPORT SHOWING THAT THE AREA DIMENSION CODE IS 30

The Test Report shows that the Area code for the journal is 30. The last account entered was used to determine which Area dimension to use. Since Customer was the last account, Area 30 was selected. 8. Close the Print Preview and General Journal pages. Scenario: Based on the Test Report results, Cassie realizes that priorities need to be set. As of today, the G/L Account must always have first priority in general journals.

Steps: Set a Default Dimension Priority and Review Result Follow these steps to set the dimension priority: 1. On the Application Setup page, click Dimensions and then click Default Dimension Priorities. 2. In the Source Code field, enter GENJNL. 3. In the Table ID field, enter 15, G/L Account. 4. Click OK. 5. In the Priority field, type 1. This represents the highest priority. 6. Click OK to close the Default Dimension Priorities page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-31

Application Setup in Microsoft Dynamics® NAV 2009 7. Open the General Journal page again. 8. In the Account No. field, type 10000 and then press ENTER to update the journal line so that the last entered account is the customer. 9. On the Actions menu, point to Posting and then click Test Report. 10. On the Options FastTab, select the Show Dimensions check box. 11. Click Preview.

FIGURE 5.14 TEST REPORT SHOWING THAT THE AREA DIMENSION CODE IS 40 DUE TO G/L ACCOUNT PRIORITY

The Test Report shows that the Area code for the journal is 40. The prioritization of the G/L Account was used to determine which Area dimension to use. Since G/L Account 2910 uses Area 40, Area 40 was selected. 12. Close the Print Preview and General Journal pages.

5-32

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions Default Dimension Priority, Part 1 1. An entry is made in a general journal using the following accounts: Vendor 20000, with the Department of SALES and Code Mandatory, and G/L Account 8210, with the Department of ADM and Same Code. The journal batch is set up with G/L Balancing Account 8210 and there are no default dimension priorities defined. When the vendor is entered in the Account No. field, which Department dimension is used on the line?

Default Dimension Priority, Part 2 2. In the same scenario used in Default Dimension Priority, Part 1, if a default dimension priority was set up on general journals with Vendors at a level 2 and G/L Accounts at a level 1, which Department dimension is used?

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-33

Application Setup in Microsoft Dynamics® NAV 2009

Summary Dimensions are an integral aspect of Microsoft Dynamics NAV and are used throughout the product. The ability to set up the various types of dimensions and dimension values help companies tailor their reporting needs to their business, and through the use of dimension defaults, combinations, and priorities, companies can retain control of how dimension entries are posted. Setting up and using dimensions properly initially assists in achieving better financial analysis results later.

5-34

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

Test Your Knowledge Test your knowledge with the following questions. 1. How can default dimension conflicts be identified and/or resolved? (Select all that apply) ( ) Check Value Posting function ( ) Dimension Value Conflict function ( ) Dimensions-Multiple page ( ) Default Dimension Priorities 2. Which value posting rules may cause automatic posting problems when used on G/L Accounts? (Select all that apply) ( ) All Codes ( ) No Code ( ) Code Mandatory ( ) Same Code 3. Which default dimension setup is used to ensure that all items (new or old) are posted with a global dimension requirement? ( ) Posting Group ( ) Account Type ( ) Multiple ( ) Single 4. Which dimension combination restriction option is used to define dimension value combinations? ( ) All ( ) Blank ( ) Blocked ( ) Limited 5. When are consolidation codes used on dimensions? ( ) Only when a company's dimensions are transferred to the consolidated company during the consolidation process ( ) Each time a dimension is set up ( ) On all dimension values ( ) Only when the entire company, including dimensions, are transferred to the consolidated company during the consolidation process

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-35

Application Setup in Microsoft Dynamics® NAV 2009 6. In a dimension value hierarchy, which of the following dimension value types can you post to? (Select all that apply) ( ) Total ( ) End-Total ( ) Standard ( ) Begin-Total 7. What are the three levels of default dimensions? ( ) Account Type ( ) Single ( ) Multiple ( ) Posting Group

5-36

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-37

Application Setup in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge Categorize the following items based on the dimension type. 1. Categories (Dimension Type): 1. Global Dimensions 2. Shortcut Dimensions 3. Budget Dimensions 1 Item 1: Used as shortcut dimensions 1 and 2 on document headers and entry lines. 1 Item 2: Used as filters for G/L entries, reports, account schedules, and batch jobs. 3

Item 3: Four are available.

2 Item 4: Used to enter dimensions directly in journals and sales and purchase document lines. 1

Item 5: Two are available.

2

Item 6: Eight are available.

Default Dimension Priority, Part 1 1. An entry is made in a general journal using the following accounts: Vendor 20000, with the Department of SALES and Code Mandatory, and G/L Account 8210, with the Department of ADM and Same Code. The journal batch is set up with G/L Balancing Account 8210 and there are no default dimension priorities defined. When the vendor is entered in the Account No. field, which Department dimension is used on the line? MODEL ANSWER: The Department dimension used is SALES because the Vendor was the last account entered. Value Posting rules do not override this rule, however, this journal line will not post because there is a value posting conflict.

5-38

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 5: Set Up Dimensions Default Dimension Priority, Part 2 2. In the same scenario used in Default Dimension Priority, Part 1, if a default dimension priority was set up on general journals with Vendors at a level 2 and G/L Accounts at a level 1, which Department dimension is used? MODEL ANSWER: The Department dimension used is ADM because G/L Accounts are the priority.

Test Your Knowledge 1. How can default dimension conflicts be identified and/or resolved? (Select all that apply) (√) Check Value Posting function ( ) Dimension Value Conflict function (√) Dimensions-Multiple page (√) Default Dimension Priorities 2. Which value posting rules may cause automatic posting problems when used on G/L Accounts? (Select all that apply) ( ) All Codes ( ) No Code (√) Code Mandatory (√) Same Code 3. Which default dimension setup is used to ensure that all items (new or old) are posted with a global dimension requirement? ( ) Posting Group (•) Account Type ( ) Multiple ( ) Single 4. Which dimension combination restriction option is used to define dimension value combinations? ( ) All ( ) Blank ( ) Blocked (•) Limited

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

5-39

Application Setup in Microsoft Dynamics® NAV 2009 5. When are consolidation codes used on dimensions? ( ) Only when a company's dimensions are transferred to the consolidated company during the consolidation process ( ) Each time a dimension is set up ( ) On all dimension values (•) Only when the entire company, including dimensions, are transferred to the consolidated company during the consolidation process 6. In a dimension value hierarchy, which of the following dimension value types can you post to? (Select all that apply) ( ) Total ( ) End-Total (√) Standard (√) Begin-Total 7. What are the three levels of default dimensions? (√) Account Type (√) Single (√) Multiple ( ) Posting Group

5-40

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

CHAPTER 6: MANAGE USER RIGHTS AND PROFILES Objectives The objectives are: •

Explain how authentication works in Microsoft Dynamics® NAV

•

Explain the concepts of the superuser, roles, and permissions

•

Manage security for RoleTailored client users

•

Create, assign, and work with user profiles for the RoleTailored client

•

Create a new role and assign permissions to it

•

Apply security filters in Microsoft Dynamics NAV with Microsoft® SQL Server®

•

Manage security for Classic client users

•

Perform user-specific setup

•

Use Microsoft® Active Directory® with Microsoft Dynamics NAV

Introduction An enterprise business solution must have a built-in security system that protects the database and the information that it contains from being accessed by unauthorized people. It must also allow the application administrator to specify what authorized users are allowed to do in the database—whether they can: •

Read data

•

Insert data

•

Modify data

•

Delete data

•

Execute data

(The five database actions are referred to as RIMDEX in short.) The minimum acceptable level of security requires that each user is assigned an ID and a password. This ensures that only authorized personnel can gain access to the database. This is database-level security. A medium level of security enables you to limit users' access to only certain types of information stored in the database. In other words, they can only gain access to particular tables in the database. This is table-level security.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-1

Application Setup in Microsoft Dynamics® NAV 2009 A high level of security enables you to limit users' access to only specified records stored in the tables. This is record-level security and is available using Microsoft Dynamics® NAV with Microsoft® SQL Server®. Along with logins and SQL Server security filters, companies can control user access to Microsoft Dynamics NAV data by means of roles and permissions. Additionally, administrators can set up and assign users to profiles for use in the RoleTailored client. The responsibility of the application administrator is to manage the security system.

Authentication With several security systems interacting, the terminology can be confusing, so before explaining how the Microsoft Dynamics NAV security system works, it is necessary to clarify two key concepts: •

Authentication: The process by which the system validates the user's identity. This can be done by having users enter an ID and password when they log on. Microsoft Dynamics NAV supports two kinds of authentication: Windows authentication and database server authentication.

•

Login: When a user has identified himself or herself and has been recognized by the system, he or she is granted access to the parts of the system for which he or she has permission.

If the user has logged on to the system with Microsoft Windows authentication, then he or she has been assigned a Windows login. If the user has logged on to the system with database server authentication, then he or she has been assigned a database login.

Windows Authentication One of the main features of Windows security is the single sign-on system. Microsoft Dynamics NAV supports this feature and can also use more of the features contained in the Active Directory security system. The Windows single sign-on and the unified login supported by Windows are the same. This lesson refers to both of these systems as Windows authentication. With Windows authentication, when users try to connect with the server to open a database, they do not have to supply a user ID or password. Microsoft Dynamics NAV automatically asks Windows to confirm whether this user, who has already logged on to the network, has a valid Windows account and whether this account gives the user the right to access this particular server.

6-2

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles If the user is allowed to access the server, then Microsoft Dynamics NAV checks to see if he or she has been assigned a Windows login within Microsoft Dynamics NAV. If the user has a Windows login, he or she will be granted access to the database. The user is granted access to Microsoft Dynamics NAV and given the permissions specified for that Windows user and those specified for any Windows groups of which he or she is a member. If the user does not have a valid Windows account or if his or her account does not include permission to log on to the Microsoft Dynamics NAV database, authentication fails and the user receives an error message. The Windows authentication system includes the following security features: •

Secure validation and encryption of passwords

•

A time limit on passwords

•

Minimum password length

•

Account lockout after an invalid password is entered

Database Server Authentication With Microsoft SQL Server 2005/2008, you can set the system up so the database logins also have to adhere to Active Directory policies regarding password expiration and minimum password requirements. If the server does not support Windows authentication, then database server authentication must be used. It is also used when the network administrator has chosen not to use Windows authentication. The application administrator decides which kind of authentication each individual user must use by assigning each user or group a Windows login or a database login. If you have decided to use database server authentication, you must assign each user a database login. This entails creating a user ID and password for the user within Microsoft Dynamics NAV, which the user must enter correctly when accessing a database. You must have superuser permissions to create the database logins. In Microsoft Dynamics NAV with Microsoft SQL Server, the database server authentication is based on Microsoft's SQL Server authentication. For more information, refer to the "Demonstration: Apply SQL Server Security Filters" lesson in this course. NOTE: The RoleTailored client requires Windows logins and does not support database logins.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-3

Application Setup in Microsoft Dynamics® NAV 2009 Test Your Knowledge: Introduction and Authentication Fill in the blanks to test your knowledge of this section. 1. The minimum acceptable level of security is called _____________-level security. 2. ________-level security is a medium level of security that enables you to limit access to certain data. 3. A high level of security referred to as ______-level security is available with the SQL Server. 4. ______ refers to when a user identifies oneself, and is recognized by the system, thus allowing access. 5. Authentication is the process by which the system validates the user's ________.

Security Setup Overview Microsoft Dynamics NAV gives you complete control over the information that each user can access. You can create users, give them roles and modify the permissions of these users and roles from within Microsoft Dynamics NAV. To create users in Microsoft Dynamics NAV, you must give them an identity within the database that allows them to log on to the system. When the user has logged into the database, they are able to perform tasks in accordance with the permissions that they have been allocated. Some of the security set up is handled differently based on the Microsoft Dynamics NAV client. Described herein are the central concepts of the Microsoft Dynamics NAV security system. NOTE: All administration of security set up (logins, roles, and permissions) is performed through the Classic client, regardless of the client to be used. In this content, it is performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

Initiate the Security System The Microsoft Dynamics NAV security system is initiated when you create the first login. The first login must therefore be for a superuser who is given the SUPER role. The superuser then owns and administers all access to this database from within Microsoft Dynamics NAV. Until you create a superuser, any user with access to the system can carry out any transactions in a Microsoft Dynamics NAV database.

6-4

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles One of the first things the superuser must do is create user IDs for the other people who will have access to the database and assign roles to these users. Permissions are allocated at company level in Microsoft Dynamics NAV. Microsoft Dynamics NAV allows only users that have been given the SUPER or SECURITY roles to administer security. These Microsoft Dynamics NAV users can only grant to other users permissions that they themselves possess.

Demonstration: Create a Superuser Scenario: Simon, the Systems Implementer/Consultant at CRONUS, is setting up a new Microsoft Dynamics NAV installation with the RoleTailored client. Simon sets up a Windows Login for the Administrator—the company's superuser—and then assigns it to the SUPER role before setting up security for other users. NOTE: Delete the Windows login for the Administrator if it already exists.

Steps: Create a Superuser Follow these steps to assign the standard SUPER role to a superuser with a Windows Login: 1. On the Tools menu, point to Security and then click Windows Logins. 2. In the User ID field, enter Administrator. 3. Click the next line and then re-select the line. 4. Click Roles. 5. In the Role ID field, click the look-up arrow and then select the SUPER role. 6. With SUPER selected in the Roles window, click Role and then select Permissions. The Permissions window holds the groups of permissions that are given to the standard superuser in the database.

FIGURE 6.1 PERMISSIONS GIVEN TO THE SUPER ROLE

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-5

Application Setup in Microsoft Dynamics® NAV 2009 Steps: Assign the SUPER Role Follow these steps to assign the SUPER role to the superuser: 1. Close the Permissions window. 2. With the SUPER role selected in the Roles window, click OK. 3. Click the next line. A superuser is now created in the database, and the SUPER role is assigned to that user. The superuser only needs to be assigned a single role, because the SUPER role has permissions to everything in the system. All other users, however, need to be assigned at least two or more roles. As a default, the roles apply to all the companies in the database, but they can be restricted to apply to only a particular company. To do this, in the Roles window, enter the name of the company in the Company Name field. To have permissions apply to several (but not all) companies, set up one line for each company (each line starting with the same role ID). If you specify that the permissions a user has only apply to a particular company in the database, the user in question will only be able to see that company. 4. Close the open windows.

Standard Roles Standard security roles for use in the Classic client can be found in the demo CRONUS International, Ltd. company. Security roles for use in the RoleTailored client must be imported. The import process is described in the "Security Set Up for RoleTailored Client" lesson. Standard roles for use in the Classic client are process-driven, such as FA-FIXED ASSET, EDIT, which includes permissions to edit Fixed Assets. These roles are used in conjunction with other roles to encompass all processes that a user needs to perform. In contrast, standard roles for use in the RoleTailored client are role-driven, such as Bookkeeper, which includes permissions necessary to work in the Bookkeeper profile. Additional roles can be added to the user for processes not covered in the Bookkeeper role. Before assigning roles to users, review the standard roles. You can use these roles as they are, modify them, or set up completely different ones. The process of creating a new role is described in the "Create a New Role" demonstration. NOTE: The standard roles provided for the RoleTailored client are offered as samples and may need to be modified to meet the needs of your company.

6-6

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles Roles and Permissions Each role in Microsoft Dynamics NAV describes a set of access permissions to the objects in the following table. Object

Description

Table Data

The actual data stored in the tables.

Table

The tables themselves.

Form

The forms used to view and enter data.

Report

The reports used to present the data.

Dataport

The dataports used to import and export data.

Codeunit

The codeunits used in the database.

XMLport

The XMLports used to import and export data in XML format.

MenuSuite

The object that contains the menus displayed in the navigation pane.

Page

The pages used to view and enter data.

System

The system tables in the database that allow the user to make backups, change the license file, and so on.

The following table shows the various permission types that a role can have on an object. Permission

Description

Read

You can read this object.

Insert

You can insert data into this object.

Modify

You can modify data in this object.

Delete

You can delete data from this object.

Execute

You can run this object.

The following table shows the options that appear in the permissions fields. Option

Description

Not selected (the field is empty), and you do not have this permission.

Yes

This permission is granted, and you have full access to this object. You can always, for example, read this object.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-7

Application Setup in Microsoft Dynamics® NAV 2009

Option Indirect

Description This permission is granted indirectly. An indirect permission allows you to, for example, read the object through another object that you have permission to use, such as a codeunit or a form. Example: You have permission to run Codeunit 80, Sales-Post. The Sales-Post codeunit performs many tasks. One of these is to modify Table 39, Purchase Line. When you run the SalesPost codeunit, Microsoft Dynamics NAV checks whether you have permission to modify the Purchase Line table or not. • If you do not have permission to modify the Purchase Line table, the codeunit cannot complete its tasks and you receive an error message. •

If you have permission to modify the Purchase Line table, the codeunit runs successfully. However, you do not need to have full access to the Purchase Line table to run the codeunit.

•

If you have indirect permission to modify the entries in the Purchase Line table, the Sales-Post codeunit runs successfully.

When you have indirect permission, you can only modify the Purchase Line table when you run the Sales-Post codeunit or another object that has permission to modify the Purchase Line table.

Special Standard Roles The following table describes the permissions of special standard roles in Microsoft Dynamics NAV.

6-8

Role

Permissions

ALL

This role can use fundamental (but not high security) tables and functions. The permissions the user gains with this role can only be used in the tables that users normally have access to, such as the navigation pane menu. Assign this role to all Classic client users (except SUPERUSER) because this is a prerequisite for all other roles you assign to them.

BASIC

This role can use fundamental (but not high security) tables, system table, and functions. The permissions the user gains with this role can only be used in the tables that users normally have access to, such as the navigation pane menu. Assign this role to all RoleTailored client users (except SUPERUSER) because this is a prerequisite for all other roles you assign to them.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

Role

Permissions

SECURITY

This role has access to the tables and functions related to security information (users, permissions). Users within this role can grant permissions to others, but only those permissions they themselves have. Therefore, if you want to create an "area superuser," give the person the SECURITY role plus permissions for the areas (such as Purchases & Payables) in which they can grant and revoke permissions for other users.

SUPER

This role can read, use, change, and delete all data and all application objects (that your license permits). Microsoft Dynamics NAV requires that at least one user is assigned this role in each database. You cannot alter the permissions that have been granted to this role.

SUPER (DATA)

This role can read, use, change, and delete all data. This is a role that you usually assign to an accounting manager or another person who can access all the data, but who does not need to make changes in the program.

SUPER (NAVIPANE)

This role can create navigation pane menus with the navigation pane designer. For example, managers who need to design menus for their staff.

System Access Roles Any user who is not a superuser must be assigned the ALL or BASIC role in addition to roles/permissions that give access to the required areas of the program. The ALL or BASIC role provides fundamental permissions to: •

Log on

•

Access the navigation pane menus

•

Move around in the program

These roles do not permit access to tables, table data, forms, and so on without further permissions, so there is no logic in assigning it only to a user. A user who administrates security in only certain areas (such as department managers who administrate security for their own departments) must be assigned at least three roles: ALL or BASIC, SECURITY, and the role that provides access to the relevant areas of the database (such as Sales & Receivables). There is no point in granting permissions to areas that the license file does not include. However, granting such permissions does not cause any problems. Remember to change or add to the permissions if Microsoft Dynamics NAV is customized or additional application areas are purchased.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-9

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: Assign the ALL role only to users accessing the Classic client and the BASIC role only to users accessing the RoleTailored client.

Synchronization The heart of the security system in Microsoft Dynamics NAV with Microsoft SQL Server is the synchronization process. This process ensures that the information contained in the Users window in Microsoft Dynamics NAV corresponds with the information contained in the SQL Server security system. SQL Server database user accounts contain information about the permissions that the users have to the objects contained in the database. The information for managing permissions to Microsoft Dynamics NAV objects is contained and administered within Microsoft Dynamics NAV. Every time a change is made to the Microsoft Dynamics NAV security system, the security system must be synchronized with SQL Server. To synchronize the security system, click Tools, point to Security, and then click Synchronize All Logins. Individual logins can also be synchronized using the Synchronize Single Login menu item. However, this menu item is only available when a login is selected in the Windows Logins window. To synchronize the security system, the administrator must have permission to access the Microsoft Dynamics NAV security system.

Security Setup for RoleTailored Client In the RoleTailored client, assign roles to users based on the area that they must access: •

Role Center

•

Departments

To execute most of the tasks in the Role Center, a user must be set up with a Windows Login and then assigned one of 22 predefined standard security roles, in addition to the BASIC special standard role. These roles are imported into Microsoft Dynamics NAV from XML files using the RIM toolkit data migration functionality. To execute tasks in the Departments menu, a user must be assigned standard security roles, in addition to the BASIC role. NOTE: The BASIC role is in the XML file so the data migration process must be completed for any user in the RoleTailored client.

6-10

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles Procedure: Import Roles for the RoleTailored Client Microsoft Dynamics NAV 2009 requires the import of 22 predefined Standard Security roles and permissions that grant users access to tables and table data relevant to the RoleTailored client. To import and apply roles for the RoleTailored client, follow these steps: 1. In the navigation pane, click Administration. 2. Click Application Setup, then Company Setup, and then click Data Migration. 3. In the Table ID field, click the look-up arrow and then select 2000000004, User Role. 4. Click Migration and then select Migration Fields. 5. On the Name line, select the Include check box. 6. Click OK to close the Migration Fields window. 7. Click Functions and then select Import from XML. 8. Browse to and open the Company Settings folder (Program Files/Microsoft Dynamics NAV/60/Classic). 9. Click the UserRoles.xml file and then click Open. 10. Click OK when the Setup Data is successfully imported. 11. Click Migration and then select Apply Migration Data.

Procedure: Import Permissions for the RoleTailored Client To import and apply permissions for the RoleTailored client, follow these steps: 1. In the Migration Overview window, click the next line. 2. In the Table ID field, click the look-up arrow and then select 2000000005, Permission. 3. Click Migration and then select Migration Fields. 4. Select the Include check box for each field. 5. Click OK to close the Migration Fields window. 6. Click Functions and then select Import from XML. 7. In the Company Settings folder (Program Files/Microsoft Dynamics NAV/60/Classic), click the UserRolePermissions.xml file and then click Open. 8. Click OK when the Setup Data is successfully imported. 9. Click Migration and then select Apply Migration Data. 10. Close the Migration Overview window.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-11

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: This XML file contains the permissions for the BASIC role only. Permissions for all other roles must be downloaded from PartnerSource and then imported into Microsoft Dynamics NAV 2009 following the same steps listed in the above procedure. You must download and import two separate files: Sample_Roles & Permissions_part1.XML and Sample_Roles & Permissions_part2.XML

Windows Logins You can add a Windows user or group to the list of Windows logins that can access the system. Users that have been given a Windows login must use Windows authentication to gain access to the database. The Windows Users & Groups window lists all of the Windows users and groups available in the current forest of domains and domain trees. This window is only available if both the domain controller is running on Windows 2000 Server or Windows Server 2003, and the clients are running on Windows 2000/XP or have been Active Directory enabled. However, if you are running a Windows NT network, you can type in the names of the Windows users and groups in the Windows Logins window. Remember to use the Domainname\Username format. In Microsoft Dynamics NAV with Microsoft SQL Server, the users' Windows account must be entered in the Windows Login table before any SQL permissions can be assigned to that user in the SQL database.

Demonstration: Set Up Security Access to a Role Center Every user is assigned a job-related profile by the system administrator. The profile provides a Role Center and one or more menus that give users access to the tasks, lists, reports, and documents that they need most often. Before assigning profiles, set up the user with the proper security access to that Role Center. Scenario: Simon, the Systems Implementer/Consultant at CRONUS, needs to set up users with access to their relevant Role Centers in the RoleTailored client. He sets up Alicia Thornber, the Purchasing Agent, with access to the pre-defined Role Center for Purchasing Agent.

Steps: Set Up Security Access to a Role Center Follow these steps to set up a user with access to a Role Center in the RoleTailored client: 1. On the Tools menu, point to Security and then click Windows Logins. 2. Insert a new line.

6-12

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles 3. In the ID field, click the look-up arrow to access the Windows Users & Groups window. 4. Locate and select Alicia Thornber and then click OK. 5. Click off the line and then re-select the line for CONTOSO\alicia. 6. Click Roles. 7. In the Role ID field, enter BASIC. 8. Click the next line. 9. In the Role ID field, enter PURCHASING AGENT. 10. Click the next line. 11. Close the Roles window. 12. On the Tools menu, point to Security and then click Synchronize Single Login. Alternatively, click Synchronize All Logins if multiple logins have been set up without running the synchronize process. 13. If Synchronize All Logins was selected, click Yes in the dialog box to synchronize all logins. 14. Once the synchronize process has finished, close the Windows Logins window.

Procedure: Review Roles Assigned to Windows Logins To see the Windows logins that have been assigned a particular role in Microsoft Dynamics NAV, follow these steps: 1. On the Tools menu, point to Security and then click Roles. 2. Select the Microsoft Dynamics NAV role to review. 3. Click Role and then click Windows Logins; the Windows Logins window appears, listing the Windows logins that have been assigned this role in the database. 4. To assign a new Windows login to this role from this window, insert a new line, look up in the Login ID field, select the Windows login, and then click OK.

Security Access to Departments The Departments page in the RoleTailored client provides access to parts of the application that are not included in the personalized menus. All users have access to the Departments menu. It is possible to navigate to everything in Microsoft Dynamics NAV that users have access to, including set up and configuration windows. Therefore, users need to be set up with standard security to limit access to all areas in the Departments menu.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-13

Application Setup in Microsoft Dynamics® NAV 2009 This task can be accomplished using the following methods: •

Assign standard security Roles in addition to the personalized menu

•

Add permissions from the standard security Roles to the personalized menu

IMPORTANT: While users can modify standard roles, it is recommended to create new roles based on the standard Microsoft Dynamics NAV roles since upgrades and updates can overwrite user changes. This can be done by copying permissions from an existing Microsoft Dynamics NAV role, pasting those permissions into a new role, and then making modifications.

Demonstration: Set Up Security Access to Departments Scenario: Annie, the bookkeeper at CRONUS, has been asked to manage some of the XBRL financial reporting. The BOOKKEEPER role and Role Center profile do not accommodate these tasks, thus Annie will have to access the XBRL area from the Departments page. When Simon sets up security access for Annie, he assigns the roles to access the Bookkeeper Role Center, and then the standard role relating to XBRL.

Steps: Set Up Security Access to Departments Follow these steps to set up a user with access to a Role Center and the Departments page in the RoleTailored client: 1. On the Tools menu, point to Security and then click Windows Logins. 2. Insert a new line. 3. In the ID field, click the look-up arrow to access the Windows Users & Groups window. 4. Locate and select Annie Herriman and then click OK. 5. Click off the line and then re-select the line for CONTOSO\annie. 6. Click Roles. 7. In the Role ID field, enter BASIC. 8. Click the next line. 9. In the Role ID field, enter BOOKKEEPER. 10. Click the next line. 11. In the Role ID field, enter G/L-XBRL, EDIT. 12. Click the next line. 13. Close the Roles window. 14. On the Tools menu, point to Security and then click Synchronize Single Login.

6-14

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles NOTE: It is unnecessary to synchronize after each user is set up; all users can be synchronized simultaneously using the Synchronize All Logins function. Regardless of when it is done, always remember to run the synchronize process when security changes are made.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-15

Application Setup in Microsoft Dynamics® NAV 2009

Lab 6.1 - Create a Windows Login and Assign Roles The purpose of this lab is to reinforce your understanding of the process required to create a Windows login and assign it to the necessary roles. Scenario A new employee, Susan Burk, has accepted the role of Sales Order Processor at CRONUS International, Ltd. As the application administrator, it is your responsibility to set up Susan with security access to the RoleTailored client Microsoft Dynamics NAV as follows: •

Login type = Windows

•

ID = CONTOSO\Susan

•

Roles = o o

BASIC ORDER PROCESSOR

At this time, Susan requires no access to the Departments page. Complete the Windows Login security set up by running the synchronize process for this user only.

Challenge Yourself! 1. Create a Windows login for Susan as specified in the scenario. 2. Assign the Roles noted in the scenario. 3. Run the Synchronize process as noted in the scenario.

Need a Little Help? 1. Open the Windows Logins window and insert a new line. 2. Open the Windows Users & Groups window and then locate and select Susan Burk. 3. Open the Roles window. 4. Add the roles as noted in the scenario. 5. Synchronize the Windows login for this user only.

Step by Step 1. On the Tools menu, point to Security and then click Windows Logins. 2. On the toolbar, click New. 3. In the ID field, click the look-up arrow to access the Windows Users & Groups window. 6-16

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles 4. 5. 6. 7. 8. 9. 10. 11. 12.

Locate and select Susan Burk and then click OK. Click off the line and then re-select the line for CONTOSO\susan. Click Roles. In the Role ID field, enter BASIC. Click the next line. In the Role ID field, enter ORDER PROCESSOR. Click the next line. Close the Roles windows. On the Tools menu, point to Security and then click Synchronize Single Login. 13. Once the synchronize process has finished, close the Windows Logins window.

User Profile Setup for the RoleTailored Client For the RoleTailored client, Microsoft Dynamics NAV 2009 includes pre-defined Role Centers and Profiles to fit many of the fundamental roles in companies. Creating or modifying Role Centers is a development task, but the creation and assignment of Profiles is a setup task performed by an administrator. Typically Profiles are created and then the appropriate Role Center is assigned. Once users are set up, they are assigned to a Role Center through the Profile. For example, when Alicia, the Purchasing Agent opens the RoleTailored client, she sees the Purchasing Agent Role Center, which has been customized to help her carry out her daily tasks. This Role Center was assigned to her login through the Purchasing Agent profile. Explained herein are the various processes related to working with user profiles. For information about exporting and importing profiles, refer to F1 help. NOTE: Profiles can be managed in either the RoleTailored client or the Classic client. In this content, it is managed in the RoleTailored client.

Procedure: Create a Profile The Profile Card is used to create unique profiles for end-users. Each profile is associated with a Role Center that can then be configured to suit the specific needs for the user. Often profiles are associated with a job title in a company. To create a profile, follow these steps: 1. 2. 3. 4.

Open the RoleTailored client. In the navigation pane, click the Departments button. Click Administration and then click Application Setup. On the Application Setup page, click RoleTailored Client and then click Profiles.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-17

Application Setup in Microsoft Dynamics® NAV 2009 5. Click New to create a new record.

FIGURE 6.2 PROFILE CARD

6. In the Profile ID field, type a short, appropriate name that describes the intended role of the user. 7. If necessary, in the Owner ID field, click the Edit button to view all available logins. 8. Select a Windows user login and then click OK. 9. In the Description field, type a description of the Profile ID, for example, Order Processor. 10. In the Role Center ID field, click the drop-down arrow to view all available Role Centers. 11. Select a Role Center and click OK. 12. Select the Default Role Center check box to make this the default Profile ID for all users. This is optional. 13. Click OK to close the Profile Card.

Procedure: Assign a Profile to a New User The User Personalization Card is used to assign newly configured profiles to endusers. An end-user cannot access their new profile until this step has been completed. This task must be completed by an administrator. To assign a profile to a new user, follow these steps: 1. On the Application Setup page, click RoleTailored Client and then click User Personalization. 2. Click New.

FIGURE 6.3 USER PERSONALIZATION CARD FOR A NEW USER PROFILE SET UP

6-18

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles 3. 4. 5. 6.

In the User ID field, click the Edit button. Select the line for the relevant user and then click OK. In the Profile ID field, enter the correct profile for this user. In the Language ID field, enter an appropriate language ID, or leave this field blank. 7. In the Company field, enter a company for which this user/profile combination is relevant. 8. Click OK to close the User Personalization Card.

Procedure: Copy a Profile Use the Copy Profile function to create a copy of an existing profile. To copy a profile, follow these steps: 1. On the Application Setup page, click RoleTailored Client and then click Profiles. 2. Open the Profile Card of the profile to copy. 3. On the Actions menu, point to Functions and then click Copy Profile. 4. In the New Profile ID field, type a short, descriptive name of the new profile. 5. Click OK to copy the profile, and then close the Profile Card of the copied profile. The new profile with the same information as the copied profile is added to the Profiles List. Update the profile information as needed.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-19

Application Setup in Microsoft Dynamics® NAV 2009

Lab 6.2 - Assign a Profile The purpose of this lab is to reinforce your understanding of the process required to assign profiles to users. Scenario Previously, a Windows login was created and security roles were assigned to the new Sales Order Processor at CRONUS, Susan Burk. As the application administrator, it is now your responsibility to assign the Sales Order Processor profile to her User ID. Set up her profile with the English language and access to the CRONUS International Ltd. company.

Challenge Yourself! Assign the Profile to Susan's Windows login as specified in the scenario.

Need a Little Help? 1. Open the User Personalization Card and insert a new line. 2. Select the Windows login for Susan. 3. Assign the profile, language, and company as specified in the scenario.

Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, click RoleTailored Client and then click User Personalization. 4. Click New. 5. In the User ID field, click the Edit button. 6. Select the line for CONTOSO\Susan and then click OK. 7. In the Profile ID field, enter ORDER PROCESSOR. 8. In the Language ID field, enter 1033. 9. In the Company field, enter CRONUS International Ltd. 10. Click OK to close the User Personalization Card.

6-20

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

Demonstration: Create a New Role If the existing roles do not meet the needs of the organization, create new ones or modify permissions of existing roles. Scenario: CRONUS needs a new role called G/L Accounts Only. Later, the administrator must modify the role with a restriction to delete data in G/L Accounts. Later again, the role is extended to have reading rights to payment terms and finance charge terms. NOTE: The processes in this lesson must be performed in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client.

Steps: Create the New Role and Grant Permissions Follow these steps to create the G/L Accounts Only role: 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. On the Tools menu, point to Security and then click Roles. 3. Insert a new line. 4. In the Role ID field, type G/L Accounts Only. 5. In the Name field, type Works in G/L accounts. 6. Press ENTER or click the next line to accept the new role. Then click the new role again. 7. Click Role and then click Permissions. The Permissions window for this new role appears. Because this is a new role, the window will be empty. 8. In the Object Type field, ensure that Table Data is selected as the type of object you want to grant permission for. 9. In the Object ID field, enter 15, G/L Account as the specific instance of that object.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-21

Application Setup in Microsoft Dynamics® NAV 2009 10. Accept the default of Yes in all permissions.

FIGURE 6.4 PERMISSIONS GIVEN TO G/L ACCOUNTS ONLY ROLE

Steps: Restrict the Permissions of the New Role Follow these steps to restrict the deletion permissions of the G/L Accounts Only role: 1. In the Permissions window for the G/L Accounts Only role, clear the Yes value in the Delete Permission column.

FIGURE 6.5 DELETE PERMISSION REMOVED FOR G/L ACCOUNT TABLE

2. Click the next line.

6-22

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles Steps: Extend the Permissions of the New Role You can also give permissions to multiple objects. This is a useful time-saving feature if you want to radically modify the permissions that apply to a role. Follow these steps to extend the permissions of the G/L Accounts Only role to also include read permissions in the Payment Terms and Finance Charge Terms tables: 1. In the Permissions window for the G/L Accounts Only role, click All Objects. 2. In the Read Permission column for the Payment Terms table, enter Yes. 3. In the Read Permission column for the Finance Charge Terms table, enter Yes. 4. Click OK to save the selections.

FIGURE 6.6 READ PERMISSION ADDED FOR PAYMENT TERMS AND FINANCE CHARGE TERMS TABLE

5. Close all open windows. If your database is running on SQL Server, you can also apply security filters as a part of the role. For more information, refer to the "Apply SQL Server Security Filters" demonstration in this course.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-23

Application Setup in Microsoft Dynamics® NAV 2009

Demonstration: Apply SQL Server Security Filters Microsoft Dynamics NAV 2009 with Microsoft SQL Server supports recordlevel security and allows you to tailor the security system to meet the needs of your organization. You may, for example, want some of your employees to be able to read, edit, and enter information in the accounts of a particular customer or of a particular department. This is done by applying security filters that limit the access your users have to the records stored in specific tables in the database. Security filters can only be applied to tables and the records that they contain. In the following demonstration, security filters are applied that limit the access a user has to the entries in the database. The filters applied are based on Department (Global Dimension 1). After the filters have been applied, the user can only see the accounts and entries that have to do with the Sales department. Scenario: The existing G/L-ACCOUNT role in the CRONUS company must be extended to include security filters.

Steps: Apply the Security Filter to the G/L-ACCOUNT Role Follow these steps to apply the security filter: 1. On the Tools menu, point to Security and then click Roles. 2. Select the G/L-ACCOUNT role, click Role, and then select Permissions. 3. Select the G/L Account table. 4. In the Security Filter field, click the Edit button to open the Table Filter window. 5. In the Field field, click the look-up arrow and select Global Dimension 1 Filter in the list that appears. 6. In the Filter field, enter Sales. 7. Click OK to apply the filter.

FIGURE 6.7 SECURITY FILTER ADDED TO THE ROLE CONCERNING THE G/L ACCOUNT TABLE.

8. Close the Permissions window.

6-24

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles You have now applied the security filter to the G/L-ACCOUNT role. When a user who has the G/L-ACCOUNT role opens the Chart of Accounts window, there is less information displayed in the Net Change and Balance fields.

Steps: Apply the Security Filter to the G/L Entry Table The G/L entries are stored in a separate table. Therefore, you must remember to apply the same filter to the G/L Entry table. You must apply the filter to both tables to ensure that the user does not gain access to entries that are not specified in the filter applied to the G/L Account table. This ensures that the user can only see the accounts and the entries that comply with the security filter. Security permissions and filters are table specific. When applying the security filter to the G/L Entry table, you must select Department Code in the Field field. To apply the same filter to the G/L Entry table: 1. With the G/L-ACCOUNT role selected, click Role, and then click Permissions; the Permissions window for that role appears. 2. Select the G/L Entry table. 3. In the Security Filter field, click the Edit button to open the Table Filter window. 4. In the Field field, click the look-up arrow and select Global Dimension 1 Code. 5. In the Filter field, enter Sales. 6. Click OK to apply the filter.

FIGURE 6.8 SECURITY ALSO APPLIED TO G/L ENTRY TABLE

7. Close the open windows.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-25

Application Setup in Microsoft Dynamics® NAV 2009 Review the Result in the General Ledger Entries Window You have now applied a security filter to the G/L-ACCOUNT role. After you have applied this security filter, the users who have this role can only see the G/L accounts and ledger entries that relate to the Sales department (Global Dimension 1). G/L Account 8530 contains ledger entries that relate to all the departments. After you have applied the security filter, the users who have the G/LACCOUNT role can only see 14 of these entries, namely those relating to the SALES dimension.

FIGURE 6.9 THE GENERAL LEDGER ENTRIES WINDOW LIMITED BY THE SECURITY FILTER TO ONLY SHOW G/L ENTRIES RELATING TO SALES

These changes only take affect the next time the users who have been assigned this role in the database log on. If any are currently logged on, their permissions are not affected by this security filter. IMPORTANT: When you apply a security filter to a role, you modify that role. This means that all the other users who have been assigned that role will have their permissions changed as well. If you do not want these modified permissions to apply to all the other users who have been assigned this role, consider creating new security roles before changing any of the standard security roles. You might also want to create new roles that contain security filters, which reflect the security needs of your company. Each department may need its own set of security roles each with their own individual security filters.

6-26

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles Merge Security Filters Setting up one security filter does not ensure that the user can only see those records specified in the filter. Each user generally has more than one role in the current database and receives permissions from each of these roles. The permissions that the user possesses are the sum of all the permissions specified for all the roles the user has been assigned. If more than one role gives the user permissions to access data from the same table, the security filter specified for this table in one role will have no effect if another role gives the user permissions to perform the same operations on the same table but without any security filter. Not applying a security filter means that the user can, for example, read all the entries in that table. In the same way, if the user has two roles that give permission to the same table and both roles have security filters applied to them, it is the sum of these filters that is applied. This means that if one filter specifies that the user must only be able to read entries 1 to 10, and the other filter specifies entries 5 to 20, the user will be able to read entries 1 to 20.

Security Setup for Classic Client Security set up in the Classic client is different than the set up in the RoleTailored client as follows: •

Database Logins can be used

•

ALL role is used rather than the BASIC role

•

Standard security roles are used; not the imported roles

•

Profiles are not assigned to users

Windows logins can be used in the Classic client and are assigned roles the same as demonstrated for the RoleTailored client. In addition, SQL Security filters can be set in the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. The biggest difference in set up is the use of Database Logins. Creating a database login involves giving the user a User ID and one or more roles that contain the permissions appropriate to their position within your organization. Both the Database Logins window and the process of creating a database login will be different depending on the Classic client version of Microsoft Dynamics NAV that you are using: •

Database Server

•

Microsoft SQL Server

In this lesson, only the Database Login set up is described for the Microsoft Dynamics NAV Classic with Microsoft SQL Server client. For more information about setting up security in the Database Server, refer to the F1 help.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-27

Application Setup in Microsoft Dynamics® NAV 2009 Procedure: Create Database Logins on SQL Server Before you can give a user a database login, an administrator must give the user a login (using SQL Server authentication) on the SQL Server that they will be using. Follow these steps to create database logins for users on the SQL Server version: 1. Set up the user on the SQL Server using SQL Server authentication and assign a complex password. 2. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 3. On the Tools menu, point to Security and then click Database Logins.

FIGURE 6.10 DATABASE LOGINS WINDOW BEFORE REGISTERING THE FIRST USER

4. In the User ID field, enter the same Login name used in the SQL Server. 5. In the Name field, enter the name of the user to whom this ID belongs. 6. In the Expiration Date field, enter a final date on which the user will be able to log on to Microsoft Dynamics NAV. This is optional. It is unnecessary to enter a password here because that has already been done on the SQL Server. When the user wishes to access a Microsoft Dynamics NAV database, they will have to enter both their user ID and the password that the administrator entered on the SQL Server.

6-28

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles Procedure: Assign Roles to Database Logins Follow these steps to assign a role to a database login: 1. On the Tools menu, point to Security and then click Database Logins. 2. Select the database login for which to assign Roles. 3. Click Roles; the Roles window opens. 4. In the Role ID field, click the look-up arrow. 5. Select the role and then click OK. 6. Repeat steps 3-5 to add more roles.

Procedure: Assign Database Logins to a Role Sometimes database logins are set up first and then assigned roles at a later time. You can assign roles to existing users directly from the Roles window. Follow these steps to assign a database login to a role: 1. On the Tools menu, point to Security and then click Roles; the Roles window appears. 2. Select the role for which to assign database logins. 3. Click Role and then select Database Logins; the Database Logins window appears listing the database logins that have been assigned this role in the database. 4. In the User ID field, click the look-up arrow. 5. Select the database login and then click OK. 6. Repeat steps 3-5 to add more database logins to this role.

User-Specific Setup Microsoft Dynamics NAV allows you to put time limits on user IDs. If using Windows authentication, you can also put a time limit on passwords within the Windows domain. If you have the required permissions, you can always delete a user's login from the system or cancel all their permissions. Alternatively, you can specify a limited time period during which a particular user ID is allowed to post in the program. After you have created a user ID, you can specify that the user with that ID can only post during certain time periods (for example, June 1 to June 15) and that the program must keep track of the amount of time the user has been working in each company. This can be used, for example, for accountants who post entries for other users, to document the amount of time they spent working on the accounts of the various companies. The User Setup and User Time Register windows are used for this.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-29

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: In Microsoft Dynamics NAV 2009, this set up can be performed in either the RoleTailored client or Classic client. In this content, it is performed in the RoleTailored client.

Procedure: Set Up Users In the User Setup page, define when each user is allowed to post and whether the program records the amount of time that each user was logged on. You can also assign responsibility centers to the user. To enter users, follow these steps: 1. 2. 3. 4.

Open the RoleTailored client. In the navigation pane, click the Departments button. Click Administration and then click Application Setup. On the Application Setup page, click Users and then click User Setup.

FIGURE 6.11 USER SETUP PAGE

5. Click New.

6-30

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles 6. Fill in the fields according to the guidelines in the following table. Field

Description

User ID

Enter the user ID for which you want to set up conditions. The user must have been set up already. If you cannot remember the user ID, look up in the User ID field to see a list of the user IDs that have been set up in the current database.

Allow Posting From

Enter the date on which the user will be allowed to start posting.

Allow Posting To

Enter the last date on which that the user will be allowed to post.

Register Time

If you want to register the amount of time a user works on the company, enter a check mark by clicking the field or pressing the spacebar.

Sales Resp. Ctr. Filter

Enter the code for the responsibility center to which you want to assign the user. Look up in the field to see the responsibility centers that have been created. This responsibility center will be the default responsibility center when the user creates new sales documents. The user only sees sales orders created from his or her responsibility center. If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.

Purchase Resp. Ctr. Filter

Enter the code for the responsibility center to which you want to assign the user. Look up in the field to see the responsibility centers that have been created. This responsibility center will be the default responsibility center when the user creates new purchase documents. The user only sees purchase orders created from his or her responsibility center. If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.

Service Resp. Ctr. Filter

Enter the code for the responsibility center to which you want to assign the user. Look up in the field to see the responsibility centers that have been created. This responsibility center will be the default responsibility center when the user creates new service documents. The user only sees service orders created from his or her responsibility center. If you leave this field blank, the default responsibility center in Customer or Company Information (in order of priority) will be used.

NOTE: Other fields for posting periods are found on the General Ledger Setup page. These periods refer to the entire company and thus apply to all users. Anything entered for a particular user in the User Setup page takes precedence over the general choices made in the General Ledger Setup page.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-31

Application Setup in Microsoft Dynamics® NAV 2009 User Time Registers If the Register Time field in the User Setup page contains a check mark, the User Time Registers page will contain information about when and how long individual users have been logged on to the company. To open the User Time Registers page, on the Application Setup page, click Users, and then click Time Registers.

FIGURE 6.12 USER TIME REGISTER USED TO RECORD THE AMOUNT OF TIME USERS SPEND LOGGED ON TO THE DATABASE

This page displays the time use registers for users. The lines are generated automatically, but you can also enter information in them. Time use is registered in whole minutes, rounded to the nearest minute. The program creates one line for each user, each day. If the same user uses the company more than once in a day, the line displays the total time used on that day. If a user finishes using the company after midnight, the time use will be registered to the date when work began—not the date it was completed.

6-32

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

Active Directory Security If your network and clients are using Active Directory or are Active Directory enabled, you have access to extra security features. You are able to give roles within Microsoft Dynamics NAV to Windows users and groups. You can also make Microsoft Dynamics NAV roles members of Windows security groups. However, the individual permissions granted to the roles can only be administered from within Microsoft Dynamics NAV. The Active Directory service gives Microsoft Dynamics NAV several new security features. These include allowing administrators to: •

Grant or deny users access to Microsoft Dynamics NAV by simply adding them to or deleting them from a Windows security group.

•

Grant other people in the organization the power to create and administer users and groups (for example heads of departments).

Active Directory security also supports Windows authentication.

Active Directory and Microsoft Dynamics NAV To take full advantage of the features provided by the Active Directory security system, the Microsoft Dynamics NAV client computers and the domain controller must all either be running on Microsoft Windows Server 2003, Microsoft Windows Vista, Microsoft Windows XP, or otherwise have access to Active Directory. If your Microsoft Dynamics NAV client computers do not have access to Active Directory, they will not be able to see the Windows Users & Groups window. Active Directory allows the administrator to give administrative permissions to other users, thereby delegating large areas of responsibility to other members of the organization. This feature makes administering Microsoft Dynamics NAV more flexible. Other users, such as department managers, can administer all the groups that they need within their department from the Microsoft Management Console. With Active Directory, you can make Windows user members of specific security groups that have already been given roles within Microsoft Dynamics NAV. You can control access to and permissions within Microsoft Dynamics NAV, without having to open the program, provided that the Windows security groups have been given the appropriate roles within Microsoft Dynamics NAV. In an Active Directory environment, Microsoft Dynamics NAV allows you to create users and roles from Windows accounts and modify the rights of these users and roles. All Active Directory security groups are visible within Microsoft Dynamics NAV and can be given roles within Microsoft Dynamics NAV.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-33

Application Setup in Microsoft Dynamics® NAV 2009 Procedure: Add Windows Users or Groups to a Microsoft Dynamics NAV Role Active Directory allows you to give Windows users and groups a Microsoft Dynamics NAV role. Follow these steps: 1. On the Tools menu, point to Security and then click Roles. 2. Select the Microsoft Dynamics NAV role to assign, click Role, and then Windows Logins. 3. To add a Windows user or group to the list, select an empty row or create a row by clicking the New icon on the toolbar. 4. In the Login ID field, click the look-up arrow to open the Windows Logins window. This window contains a list of all the Windows users and groups that can log on to Microsoft Dynamics NAV. 5. Select the user or group to whom you want to give this Microsoft Dynamics NAV role and click OK. This user or group will now be added to the list shown in the Windows Logins window for this role.

Procedure: Add Microsoft Dynamics NAV Roles to a Windows Security Group Active Directory also allows you to make Microsoft Dynamics NAV logins and roles members of Windows security groups. Follow these steps: 1. On the Tools menu, point to Security and then click Windows Logins. 2. Select the Windows login to which you want to add a Microsoft Dynamics NAV role. 3. Click Roles. 4. Select an empty row, or create a row by clicking the New icon on the toolbar. 5. In the Role ID field, click the look-up arrow, select the relevant role from the Roles window, and then click OK. This role and all the individual users that have been given this role will now be added to the selected Windows login.

6-34

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

Summary Microsoft Dynamics NAV provides the tools for a company to effectively secure data in the system through the use of logins, roles, permissions, and SQL Server security filters. A secure environment is also managed through the use of data posting restrictions and time registries. In addition, the integration of the Microsoft Dynamics NAV security system with the Active Directory security system provides companies with an extra layer of security. Application administrators will benefit from the concepts and demonstrations provided in this course before taking on the responsibility of setting up and managing the company's security system.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-35

Application Setup in Microsoft Dynamics® NAV 2009

Test Your Knowledge Test your knowledge with the following questions. 1. Which user must be created before all others in Microsoft Dynamics NAV? ( ) A Superuser ( ) A Database Administrator ( ) A Windows Domain Administrator ( ) A Windows Server 2003 Local Administrator 2. What are the benefits of giving a user single sign-on ability to log on to Microsoft Dynamics NAV? (Select all that apply) ( ) No need to supply a User ID and password when opening a database on another server ( ) When the user accesses Microsoft Dynamics NAV, the application checks to see if the user has a Windows login within the application ( ) The user will never need to enter a Windows or Microsoft Dynamics NAV credential to access ERP information ( ) If the user does not have a valid Windows account or if their account does not include permission to log on to the database, authentication fails 3. What happens when you apply a Security Filter to a role? (Select all that apply) ( ) It changes the role ( ) It does not change the permissions that other users with the same role have ( ) It changes the permissions for all users with the role ( ) It only changes the permissions for the users who subsequently get the role 4. Where can set up be performed to prevent a specific user's posting timeframe capabilities? ( ) General Ledger Setup page ( ) Users page ( ) User Setup page ( ) Database/Windows Logins window(s)

6-36

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-37

Application Setup in Microsoft Dynamics® NAV 2009

Solutions Test Your Knowledge: Introduction and Authentication Fill in the blanks to test your knowledge of this section. 1. The minimum acceptable level of security is called database - level security. 2.

Table -level security is a medium level of security that enables you to limit access to certain data.

3. A high level of security referred to as record - level security is available with the SQL Server. 4.

Login refers to when a user identifies oneself, and is recognized by the system, thus allowing access.

5. Authentication is the process by which the system validates the user's identity.

Test Your Knowledge 1. Which user must be created before all others in Microsoft Dynamics NAV? (•) A Superuser ( ) A Database Administrator ( ) A Windows Domain Administrator ( ) A Windows Server 2003 Local Administrator 2. What are the benefits of giving a user single sign-on ability to log on to Microsoft Dynamics NAV? (Select all that apply) (√) No need to supply a User ID and password when opening a database on another server (√) When the user accesses Microsoft Dynamics NAV, the application checks to see if the user has a Windows login within the application ( ) The user will never need to enter a Windows or Microsoft Dynamics NAV credential to access ERP information (√) If the user does not have a valid Windows account or if their account does not include permission to log on to the database, authentication fails

6-38

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 6: Manage User Rights and Profiles 3. What happens when you apply a Security Filter to a role? (Select all that apply) (√) It changes the role ( ) It does not change the permissions that other users with the same role have (√) It changes the permissions for all users with the role ( ) It only changes the permissions for the users who subsequently get the role 4. Where can set up be performed to prevent a specific user's posting timeframe capabilities? ( ) General Ledger Setup page ( ) Users page (•) User Setup page ( ) Database/Windows Logins window(s)

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

6-39

Application Setup in Microsoft Dynamics® NAV 2009

6-40

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals

CHAPTER 7: SET UP AND MANAGE DOCUMENT APPROVALS Objectives The objectives are: •

Set up the general features of the document approval system

•

Set up approval templates

•

Set up user logins for use with document approvals

•

Set up approval users in a hierarchy

•

Set up the notification system for approvals

•

Manage overdue notifications

•

Maintain substitute approvers

Introduction The sales and purchase document approval system in Microsoft Dynamics® NAV enables users to submit a document, typically a sales order or purchase order, for approval according to a predefined hierarchy of approval managers with specified approval amount limits. The approvals setup is usually done in close cooperation with the accounting manager or another similar significant role in the company. This role is responsible for the company's sales and purchase departments and is able to define which documents are relevant to approve and how to place users in the approval hierarchy. In addition to the manager responsible for defining the approval hierarchy, appoint an approval administrator who maintains the approval system and who can: •

Have rights above all other users

•

Add new users

•

Set substitute approvers

•

Connect new documents to approve

•

View pending approvals for all users

"Set Up and Manage Approvals" is an introduction to the application administrator responsible for setting up and managing the document approval system.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-1

Application Setup in Microsoft Dynamics® NAV 2009 NOTE: For detailed information about how to use the document approval system, refer to the Introduction to Microsoft Dynamics NAV 2009 courseware.

Set Up Document Approvals The initial setup of the sales and purchase document approval system involves approval administration, users and approvers, and the types of documents to include in the approval process. Described herein are the pages related to these tasks so that users can complete the initial document approval setup. NOTE: The Document Approval setup can be performed in either the RoleTailored client or the Classic client. All setup in this content is performed in the RoleTailored client unless otherwise noted.

Approval Setup To access the Approval Setup page, follow these steps: 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, click Document Approval and then click Approval Setup.

FIGURE 7.1 APPROVAL SETUP

The overall settings are defined on the General FastTab and include the following: •

7-2

The formula for the date by which approvals must be made, for example within one week (1W).

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals •

The administrator of the approval system. The administrator has access to all setup functions, maintains the hierarchy of approvers, and defines which sales and purchase documents can be approved.

•

Whether the rejection of a document must be explained by the approver in a comment or not.

All fields on the Notification FastTab relate to e-mail notifications to approval users. For more information, refer to the "Set Up the Notification System" lesson in this course.

Approval Templates Templates for document approvals let users select which types of sales or purchase documents to include in the approval process, and which approval and limit type to use for each document. A set of standard templates has been provided for this purpose in the Approval Templates page, accessed on the Application Setup page by clicking Document Approval and then clicking Approval Templates.

FIGURE 7.2 APPROVAL TEMPLATES

The following document type templates are supported in the standard version: •

Quote

•

Order

•

Invoice

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-3

Application Setup in Microsoft Dynamics® NAV 2009 •

Credit Memo

•

Return Order

•

Blanket Order

All of the templates mentioned are created for both purchases (P) and sales (S). An approval template defines for each document type how the approval process is managed, such as the flow it must follow and the field values it must check. NOTE: Document approvals functionality can be developed on any other table to expand it to other domains, such as manufacturing. The fields on the Approval Templates page are described in the following table. Field

Description

Approval Code

Specifies the name of the approval template.

Approval Type

Defines which type of approval the template relates to. The following approval types are used: • Approver - for typical approval flows •

Sales Pers. or Purchaser - for alternative flows

For Sales Pers. or Purchaser types, sales persons and purchasers must be set up in the Approval User Setup page. For example, a salesperson is the logical user to connect to a sales order approval flow. For more details, refer to the "Set Up Approval Users in Hierarchy" demonstration.

7-4

Document Type

Specifies to which document type the approval template relates.

Limit Type

Explains how amount limits are handled when approving the document type in question. The options are: • Approval Limits: There is a check on the approver's approval limit when you are approving a document. •

Credit Limits: The credit limit on a customer is checked. This only applies for sales orders.

•

Request Limits: Used for a purchase request and checks if the approver has permission to make a purchase request on that amount.

•

No Limits: There is no check on amount limits. This option requires that an additional approver is set up. It is typically used in the situation where a hierarchy of users is not established, but where the same additional approver approves everything.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals

Field

Description

Additional Approvers

Indicates if the document requires approval by someone outside the normal hierarchy of approvers. For example, a specific sales order may require the approval by someone in credit control.

Enabled

If selected, the approval template is activated and will apply to the document type in question. In CRONUS International Ltd., all approval templates are disabled by default to allow free posting of all documents from the beginning.

Table ID

Displays the table connected to the template. For example, the PBLANKET ORDER approval template is connected to table 38, Purchase header.

Additional Approvers If a particular document requires two different reviewers, you can set this up for an approval template by selecting a User ID in the Additional Approvers page.

FIGURE 7.3 ADDITIONAL APPROVERS PAGE FOR A PURCHASE CREDIT MEMO

Additional approvers can be used as a simple way to define the approval hierarchy if you do not want to specify all the roles and management levels in the Approval User Setup page. For example, this setup may be used in a small company where the manager or the owner has to approve everything. Then, the manager can be set as additional approver for all documents.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-5

Application Setup in Microsoft Dynamics® NAV 2009 Approval User Setup The Approval User Setup page is the central setup page because it is where the approvals flow is defined in a hierarchy of users and rules.

FIGURE 7.4 EXAMPLE OF APPROVAL USER SETUP

Figure 7.4 is an example of an approval hierarchy. In this hierarchy, Susan is the sales order processor and Alicia is the purchasing agent. They have amount limits set to 50,000 LCY for both sales and purchases. Their managers are the sales manager (SManager) and the purchase manager (PManager), respectively. The managers have amount limits of 100,000 LCY for both sales and purchases. PS is a salesperson who has approval rights for all related sales and has the Admin assigned as his substitute approver since he or she is often unavailable. Heading the two managers and the salesperson is an overall company director. The director has unlimited sales approval and a high request amount approval limit because he or she collects purchase receipts for the whole company. The administrator (Admin) is the highest level in this hierarchy. The administrator has unlimited approval rights in all categories, even above the director. NOTE: The setup of approval users is demonstrated in another lesson, however, it is not based on the users and rules described in this example. The following table shows the fields that appear in the Approval User Setup page.

7-6

Field

Description

User ID

Refers to the user ID from the user's logon information, for example Admin.

Salesperson/ Purchaser Code

Refers to the code that can be used to refer to this person from a document, for example sales order or purchase order. In this way, the system can be set up to use this person's approval flow instead of the original approver's flow.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals

Field

Description

Approver ID

User ID of the approving person, for example the manager.

Sales Amount Approval Limit

Refers to the amount limit for the sales order process. When the sales order exceeds this limit, the document is sent to the approver.

Purchase Amount Approval Limit

Refers to the amount limit for the purchase order process. When the purchase order exceeds this limit, the document is sent to the approver.

Request Amount Approval Limit

Refers to the amount limit for the purchase request process. When the purchase request exceeds this limit, the document is sent to the approver.

Unlimited (Sales, Purchase, and Request) Approval

Used when an approval person has unlimited approval limits for sales, purchases, or requests. Instead of specifying an amount, a check mark is placed in the relevant unlimited field.

Substitute

Allows the possibility to add a substitute approver.

E-Mail

When the notification system is used, an e-mail address of each approver is specified so that the notification system can send e-mails out for approval.

On the Action Pane, use the Approval User Setup Test to test the setup on a user-by-user approach and view the results as a report.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-7

Application Setup in Microsoft Dynamics® NAV 2009

Demonstration: Set Up User Logins for Document Approvals The approval user setup cannot be done before all involved users are defined as windows logins with roles and permissions. Refer to the "Manage User Rights and Profiles" course in this training material. However, for the purpose of this training, users will be set up with Windows logins in the database prior to demonstrating the actual setup of an approval hierarchy. Scenario: To prepare for the document approval set up, the application administrator sets up the following users with Windows logins: •

Manager - Connie

•

Sales Manager - Kevin

•

Sales Person - Susan

•

Purchasing Manager - Annie

•

Purchasing Agent - Alicia

NOTE: This setup must be completed in the Microsoft Dynamics NAV 2009 Classic with Microsoft® SQL Server® client.

Steps: Create the Required Users Follow these steps to set up the user logins: 1. Open the Microsoft Dynamics NAV 2009 Classic with Microsoft SQL Server client. 2. On the Tools menu, point to Security and then click Windows Logins. 3. Click an empty line. 4. In the User ID field, enter CONTOSO\Alicia. 5. Click an empty line. 6. In the User ID field, enter CONTOSO\Annie. 7. Click an empty line. 8. In the User ID field, enter CONTOSO\Connie. 9. Click an empty line. 10. In the User ID field, enter CONTOSO\Kevin. 11. Click an empty line. 12. In the User ID field, enter CONTOSO\Susan. 13. Close the Windows Logins window. None of the new users have roles assigned to them because it is not necessary for this demonstration.

7-8

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals Follow these steps to set up the users in the User Setup window: 1. In the navigation pane, click the Administration button. 2. Click Application Setup, then click Users and then click User Setup. 3. In the User ID field, enter Administrator. 4. Go to the next line. 5. In the User ID field, enter Alicia. 6. Go to the next line. 7. In the User ID field, enter Annie. 8. Go to the next line. 9. In the User ID field, enter Connie. 10. Go to the next line. 11. In the User ID field, enter Kevin. 12. Go to the next line. 13. In the User ID field, enter Susan. 14. Close the User Setup window. The users now exist as user IDs in the database that you can select in the approval user setup steps.

Demonstration: Set Up Approval Users in a Hierarchy This demonstration shows how to set up the hierarchy of approval users and amount limits in the Approval User Setup page. Scenario: Now that user logins are set up, the application administrator creates the following sales document approval hierarchy: •

Susan, the order processor, must always get approval from the sales manager before posting sales.

•

Kevin, the sales manager, can approve sales for amounts up to 10,000 LCY.

•

Kevin must get approval from Connie, his manager, before he can approve sales for amounts over 10,000 LCY.

Since this is the initial document approval setup, the Administrator is set up as the Approval Administrator. After setup is complete, the administrator runs the Approval User Setup Test. NOTE: The other users are applied elsewhere in this training.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-9

Application Setup in Microsoft Dynamics® NAV 2009 Steps: Set Up the Approval Hierarchy Follow these steps to set up the three users in an approval hierarchy: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.

Open the RoleTailored client. In the navigation pane, click the Departments button. Click Administration and then click Application Setup. On the Application Setup page, click Document Approval and then click Approval Setup. In the Approval Administrator field, enter Administrator. On the Action Pane, click User Setup to open the Approval User Setup page. On the line for Connie, place a check mark in the Unlimited Sales Approval check box. On the line for Kevin, in the Approver ID field, enter Connie. In the Sales Amount Approval Limit field, enter 10000. On the line for Susan, in the Approver ID field, enter Kevin.

FIGURE 7.5 APPROVAL USER SETUP FOR SALES DOCUMENTS

Once the sales order template is activated, no sales staff can post without being entered in the Approval User Setup page.

Steps: Test the User Approval Setup Before users begin to work based on the approval user setup, you can test the setup by running a test report from the Approval User Setup Test button. You can test each user ID in the setup for any of the following options:

7-10

•

Sales Approval Setup

•

Purchase Approval Setup

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals •

Request Approval Setup

•

All

Follow these steps to test the current approval user setup based on Susan: 1. On the Approval User Setup page, click Approval User Setup Test. 2. In the User ID field, enter Susan. 3. In the What To Test field, enter Sales Approval Setup and then click Preview.

FIGURE 7.6 TEST APPROVAL SETUP REPORT PREVIEW

The test report displays the actual hierarchy and specifies for each user that the setup is OK. A typical error in the approval user report is when an approver's amount limit is lower than that of the user under the approver. For example, if Connie (Kevin's manager) had 10,000 LCY as an amount limit and Kevin had unlimited sales approval.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-11

Application Setup in Microsoft Dynamics® NAV 2009

Lab 7.1 - Set Up Document Approvals The purpose of this lab is to reinforce your understanding of the process required to set up document approvals Scenario As the application administrator, it is your responsibility to complete the purchase document approval as follows: •

Connie has unlimited purchase approval rights.

•

Purchasing manager: Annie o o

•

Approver ID: Connie Purchase amount approval limit: 10000

Purchasing agent: Alicia o

Assign Annie to Alicia as approver.

As a final step, test the purchase approval user setup based on Alicia.

Challenge Yourself! Set the Purchase Document Approval for Connie, Annie, and Alicia as specified in the scenario.

Need a Little Help? 1. Open the Approval User Setup page. 2. Give unlimited purchase approval to Connie. 3. Create the following approval user line for Annie: a. Make Connie the approval user. b. Purchase amount approval limit: 10000 4. Make Annie the approval user for Alicia. 5. Test the approval user setup.

Step by Step 1. In the navigation pane, click the Departments button. 2. Click Administration and then click Application Setup. 3. On the Application Setup page, click Document Approval and then click Approval Setup. 4. On the Action Pane, click User Setup.

7-12

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals 5. On the line for Connie, select the Unlimited Purchase Approval check box. 6. On the line for Annie, in the Approver ID field, enter Connie. 7. In the Purchase Amount Approval Limit field, type 10000. 8. On the line for Alicia, in the Approver ID field, enter Annie. 9. On the Action Pane, click Approval User Setup Test. 10. In the User ID field, enter Alicia. 11. In the What To Test field, enter Purchase Approval Setup and then click Preview. 12. Review the test report.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-13

Application Setup in Microsoft Dynamics® NAV 2009

Set Up the Notification System The notification system is designed to send e-mail notifications between users and their approvers about a document that needs approval. The notification system is set up on the Notification FastTab of the Approval Setup page and mostly concerns the when and how e-mails are sent.

FIGURE 7.7 APPROVAL SETUP, NOTIFICATION FASTTAB

The following table explains the fields on the Notification FastTab.

7-14

Field

Description

Approvals

Select if users must be notified by e-mail of documents to approve.

Cancellations

Select if approvers must be notified of cancellations made on documents approved by the approver. It may be beneficial to follow along with the process for an approved document, but the amount of e-mails can also affect performance of the system.

Rejections

Select if users must be notified of approval request rejections. This notifies users if any documents are rejected.

Delegations

Select if users must be notified that an approval task has been delegated.

Last Run Date

Displays when the Send Overdue Mails function was last run.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals The use of the notification system is optional. If the company does not want to use e-mail notifications, make sure none of the fields are selected. As an alternative to e-mails, users can view the traffic of approvals in the Approval Entries and Approval Request Entries pages.

Server Setup for Notifications When you decide to use the notification system, the Simple Mail Transfer Protocol (SMTP) server must be set up for e-mails to the involved users. This setup is performed in the SMTP Mail Setup page. To open this page, follow these steps: 1. In the navigation pane, click the Administration department. 2. Click IT Administration and then click General. 3. On the General page, click SMTP Mail Setup.

FIGURE 7.8 SMTP MAIL SETUP

4. Fill in the SMTP Server field and the Authentication field with data relevant for users.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-15

Application Setup in Microsoft Dynamics® NAV 2009

Send Overdue Notifications The approval administrator sends out overdue notifications, for example, as a weekly routine to ensure all users remember to approve their documents. To run this functionality, follow these steps: 1. On the Application Setup page, click Document Approval. 2. On the Document Approval page, click Approval Setup. 3. On the Related Information menu, point to Overdue and then click Send Overdue Mails. 4. Click Yes to run the overdue check by the current date. The e-mail messages are then sent to the approvers, and the Last Run Date field on the Approval Setup page is updated with the date of the last time the function was run. The date formula ensures that overdue approvals already sent out are not sent out again. It is calculated as the last run date plus the due date formula specified in the Due Date Formula field on the General FastTab of the Approval Setup page.

Overdue Notifications The system automatically enters a creation date for all documents and calculates a due date by using the due date formula (for example, the creation date plus one week). Documents are overdue if the current date exceeds the due date. For example, consider a situation where overdue messages are sent out today. The approvals that have a due date before today's date receive an overdue notification. When the overdue check is run next time, the system checks on last run date plus one week (according to the due date formula). Everything that has a due date before this date receives a notification. A list of all the overdue approvals that were found and sent out is shown in the Overdue Notification Entries page. This is a log that displays if there are any entries. If the page is empty, there are no overdue entries.

Notification Templates You can customize the templates for the e-mail notifications to be sent to approvers. To access this functionality, follow these steps: 1. On the Application Setup page, click Document Approval. 2. On the Document Approval page, click Approval Setup. 3. On the Related Information menu, click Mail Templates.

7-16

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals Use this function to import, export, or delete e-mail templates. The corresponding templates for overdue documents can be managed in a similar manner in the overdue templates function. NOTE: Microsoft delivers these templates with the CRONUS demo company. They must be copied from here to other databases. It is important to do it in this manner for the templates to work correctly.

Delegating Substitute Approvers It is the responsibility of the approval administrator to maintain the Approval User Setup page. This includes adding substitute approvers and ensuring that pending notifications are delegated to the substitutes. When a substitute approver is assigned to a user, all approval documents will be sent directly to the substitute person when the Delegate function is run in the Approval Request Entries page. If the notification system is set up to send notifications when the administrator is delegating documents, an e-mail is sent to the user whose document has been delegated. Otherwise no notification is sent. In the Approval Request Entries page, the administrator can see all entries in the document approval system and check the status and dates for the approvals. The status Open indicates the approval document that has to be approved next. NOTE: If the approver's substitute is also unavailable, the substitute approver must be changed manually in the Approval User Setup page.

Summary The sales and purchase order document approval system is a comprehensive tool to use for documents that need approval from another person in the company. The hierarchy of approval users and amount limits must be considered carefully to ensure a balance between the number of steps in the approval flow. The optional e-mail notification function is flexible and can be customized to suit the individual company's needs. The approval administrator must master all setup aspects of the approvals system because it affects the productivity of users in the database and because the system must be updated regularly, for example to plan for substitute approvers.

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-17

Application Setup in Microsoft Dynamics® NAV 2009

Test Your Knowledge Test your knowledge with the following questions. 1. On Approval Templates, what field activates the approval process for the selected document? ( ) Activated ( ) Started ( ) Enabled ( ) Initiated 2. Which of the following tasks is an Approval Administrator directly responsible for? (Select all that apply) ( ) View pending approvals for all users ( ) Add new users ( ) Assign security rights (roles) to users ( ) Set substitute approvers 3. Which of the following Document Type templates are supported in the standard version? (Select all that apply) ( ) Order ( ) Invoice ( ) Receipt ( ) Credit Memo 4. The Approval Request Entries page shows all entries in the document approval system, including the status and dates for the approvals. Which Status indicates the approval document that has to be approved next? ( ) Approved ( ) Open ( ) Next ( ) Created

7-18

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals 5. In regard to Overdue Notifications, when the overdue messages are sent out, the system checks the Last Run Date and what other field on the Approval Setup page? ( ) Next Run Date ( ) Due Date Formula ( ) Run Date Formula ( ) Message Send Date 6. Which of the following amount limits can be set up on document approvals? (Select all that apply) ( ) Approval Limits ( ) All Limits ( ) Request Limits ( ) Credit Limits

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-19

Application Setup in Microsoft Dynamics® NAV 2009

Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter 1.

2.

3.

7-20

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

Chapter 7: Set Up and Manage Document Approvals

Solutions Test Your Knowledge 1. On Approval Templates, what field activates the approval process for the selected document? ( ) Activated ( ) Started (•) Enabled ( ) Initiated 2. Which of the following tasks is an Approval Administrator directly responsible for? (Select all that apply) (√) View pending approvals for all users (√) Add new users ( ) Assign security rights (roles) to users (√) Set substitute approvers 3. Which of the following Document Type templates are supported in the standard version? (Select all that apply) ( ) Order (√) Invoice (√) Receipt (√) Credit Memo 4. The Approval Request Entries page shows all entries in the document approval system, including the status and dates for the approvals. Which Status indicates the approval document that has to be approved next? ( ) Approved (•) Open ( ) Next ( ) Created 5. In regard to Overdue Notifications, when the overdue messages are sent out, the system checks the Last Run Date and what other field on the Approval Setup page? ( ) Next Run Date (•) Due Date Formula ( ) Run Date Formula ( ) Message Send Date

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement

7-21

Application Setup in Microsoft Dynamics® NAV 2009 6. Which of the following amount limits can be set up on document approvals? (Select all that apply) (√) Approval Limits ( ) All Limits (√) Request Limits (√) Credit Limits

7-22

Microsoft Official Training Materials for Microsoft Dynamics ® Your use of this content is subject to your current services agreement