Where do transactions post to in your General Ledger in Dynamics NAV with expected costs switched on?

This is one from the archives but I thought it was worth sharing this information again.

When I am doing any new implementation in NAV I always recommend that expected costs are switched on in Inventory set up.  What is the benefit? 

When expected costs are switched on and you ship stock out or receive stock in NAV, postings are made to an interim account automatically, so NAV is doing your accruals for you!

With this switched on we are getting extra postings in NAV, so I always use this diagram to talk my customers through where postings go to: Blog

New application feature for Microsoft Dynamics NAV 2015 – Improvements to RapidStart

 

RapidStart Services was first introduced in Microsoft Dynamics NAV 2013, so what is it?

 

It is a data migration tool that helps you migrate data from one system into Microsoft Dynamics NAV. An excel template is created, the relevant fields are updated with data then imported into NAV. Before data is imported you can validate the data and meaningful error messages will appear that can be corrected before the data is applied to the database.

 

So what’s changed in Microsoft Dynamics NAV 2015?

 

  • Mapping data from an existing ERP database to Microsoft Dynamics NAV.

    E.g. If the currency on the existing ERP database is set to EUROS and In NAV it is EUR you can map the field so the data displays
    as ‘EUR’. This saves time having to amend data in excel or finding out upon validation that this is incorrect and then having to fix the data in the customer and vendor templates.

     


 

 

  • Create missing codes

    E.g. If you have not created the customer posting group and you are importing the customer data with the customer posting group, you can tell the import to create it for you.

     


 

 

This is great but it will not complete the posting set up for you.

 

 

  • Run data transformation rules

    If data is to be in uppercase throughout the system and data has been provided in lowercase, process data can be ran and the data will be updated. The process can also update data to title case and also change date formats also.

    E.g. Below the Payment terms have been imported but the description is all in lower case and should be in title case.

 


 

The data is highlighted and process data is selected, the results are:

 


 

The code can be amended in report 8621 to transform data to the requirements.

 

I feel that Microsoft are really making it easier for end users to import data themselves without the assistance from a developer or a consultant and therefore reducing costs for implementing Microsoft Dynamics NAV.

New application feature for Microsoft Dynamics NAV 2015 – GL Account Card

A new tick box has appeared on the GL Account card in Microsoft Dynamics NAV 2015, called Omit Default Description in Jnl (Omit Default Desc. in Jnl):

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With this option selected, the GL Account is entered on a journal line with a blank description:

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If the description has not been completed when you try and post the journal you will get the following error:

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Note:  This can only be used on journal lines, the functionality does not work when entering GL Accounts on sales and purchase documents.

Where do transactions post to in NAV with expected costs switched on?

When I am doing any new implementation in NAV I always recommend that expected costs are switched on in Inventory set up.  What is the benefit? 

When switched on and you ship stock out or receive stock in NAV, postings are made to an interim account automatically, so NAV is doing your accruals for you!

With this switched on we are getting extra postings in NAV, so I always use this diagram to talk through where postings go to:

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There are reports that can be produced in NAV such as ‘Stock received not invoiced’ and ‘Stock shipped not invoiced’, these should then match to these GL interim accounts if the posting setup is right.

You can also run your inventory valuation report and include these expected costs on the inventory valuation report.

Creating a new company and copy an existing company in NAV 2013 R2

In NAV 2013 you cannot create a new company in the development environment, a new company is created within RTC:

Departments/Administration/IT Administration/General/Companies

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If you want to copy an existing company with the existing data, you do this in the same location but select copy and then enter the new company name:

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So much easier!

 

Reconcile Customer and Vendor Accounts

The reconcile customer and vendor accounts report is available to check to see if the debtors and creditors balance back to the general ledger based on the date filter entered on the report.

When you run the report you can apply a date filter to the date you are balancing to and you can also select a GL account you want to balance to, or leave blank to run as of today and balance all ledgers.

The report looks at the accounts in the posting setup and compares the balance to the general ledger account specified in the posting setup area. If these figures do not balance the difference will appear in the difference column which will need to be investigated further.

 

This is available in latest releases of Micsosoft Dynamics NAV by typing reconcile in the search box or it can be located in:

Departments/Financial Management/General Ledger/Reports/Miscellaneous

In classic versions of NAV the report can be located in:
Financial Management>General Ledger>Reports>Miscellaneous

Viewing profiles in NAV 2013

I have recently been asked if there is a way of viewing users profiles in NAV 2013 without having to change the profile ID in User Personalisation then logging back in and out again each time.

You can do this by holding your shift key down and right-click on the RoleTailored Client folder and choose open command window here:

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Then type Microsoft.Dynamics.Nav.Client.exe -profile:"" with the name of the profile in the quotes

E.g. ORDER PROCESSOR

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You can also do this from a shortcut:

Right click on properties on Microsoft Dynamics NAV 2013 in the target type:

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Zoom feature in NAV 2013

When you show column in NAV not all fields are available. About this page will show you all fields available on a page.

In NAV 2013 this can be located from Microsoft Dynamics NAV icon>Help>About This Page

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The screenshot below is an example of a sales order, all the fields available on the sales order header will appear under Table Fields when selecting about this page:

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If you want to see fields from the sales order lines, place your cursor on the line of the sales order you want to view then use the shortcut option (Ctrl + Alt + F1).

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In RTC from version NAV 2009 SP1 onwards the zoom function is available from Help about this Page.  Classic client users will know this as the Tools>Zoom feature for Ctrl+F8.

NAV 2013 – Item Availability

In NAV 2013 three new item availability windows have been added:

  • Item Availability by Event
  • Item Availability by Timeline
  • Item Availability by BOM Level

With the three new overview windows, you now have a total of six different ways to analyse an item’s availability. You can access all six from item cards and from document lines and worksheet lines for the item by choosing Item Availability By, and then selecting the option:

 




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  • The Item Availability by Event window shows projected inventory figures by demand or supply event. The window only has information about the dates when figures change because of an event.  Filters can be applied to include projected demand from forecasts and blanket orders and projected supply from uncommitted orders that are suggested in the planning worksheet.

This can be accessed from the item card, which will show you the complete availability over time for all locations and variants or from a document line which will show you the items availability over time filtered on the location or variant code used on the document line.

 

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You can also view the document from this screen when the Period Start date has been expanded,
go to the document line you want to see then show document from the actions tab.

  • The Item Availability by Timeline window provides a graphical view of an item’s projected inventory based on future supply and demand events, including planning suggestions. The result is a graphical representation of the inventory profile.

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Supply is represented by the front side of a bar rising on the y-axis. Demand is represented by the rear side of a bar falling on the y-axis. The horizontal top of the bar represents the time that the projected inventory exists. You can modify planning suggestions and certain supply orders behind the graphical information by dragging elements along the y-axis to change quantity or along the x-axis to change due date.

This can be accessed from the item card and also from the planning or requisition worksheet line. You can change the quantity and due date of suggested supply orders by using drag-and-drop editing in the graphical view and then save the changes to the planning worksheet.

  • The Item Availability by BOM Level window provides availability figures for bills of material that tell you how many units of a parent you can make based on the availability of child items at lower levels. Any item that has a BOM structure, assembly BOM, or production BOM, is shown in the window as a collapsible line, which you can expand to see the underlying components and any lower-level subassemblies with their own collapsed BOM structure.

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This view is available from the Item Card and document lines so when users input sales order for an item for a specified date they can check the current availability and the quantities that can be supplied by its components.

Automatic Application of Payments – NAV

In NAV you can enter a Balancing Account Type and Balancing Account Number against a Payment Method to automatically create a payment entry. 

If a Payment Method has a Bal.Account Type and a Bal. Account No and this payment method is used on documents such as a Sales Orders, upon posting this document NAV will automatically create a payment entry and apply it to the posted document.  (In this instance the Posted Invoice).

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This functionality is ideal to use when customers pay in full at the time of the sale.

If you’re using the RoleTailored Client, go to Departments > Administration> Application Setup > Financial Management > Finance > Lists >Payment Methods.

In the Classic Client, you can find the Payment Methods form in Administration> Application Setup > Financial Management > Payment Methods.

NB.  The Payment Methods in application setup are used for both Customers and Vendors.