Set Item Sales Prices and Discounts in Microsoft Dynamics NAV 2015

The Small Business Role Center in Microsoft Dynamics NAV 2015 enable you to use NAV on a very simplified way. A number of pages in Microsoft Dynamics NAV 2015 have been simplified and selected features are redesigned to align with simpler business processes, but the base is still standard NAV. The simplified features are not available from any of the other role centers.

In this blog we are going to setup Sales and Discount prices on an item for the calculation of prices in sales order(s). This is very useful when different price lists are used for your customer base.

 

1.    Sales Prices and Sales Discount on the item card

Departments/Sales & Marketing/Inventory & Pricing/Items

Select Item 1000, and then, on the Home tab in the Manage Group, choose ‘Edit’.

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Figure 1: Item Card Ribbon

In the Item Card Window, on the ‘Sales Prices and Line Discounts’ FastTab, create a new line. Add the following detail and then select the ‘OK’ button

Field

1 Price

2 Price

3 Discount

Line Type

Sales Price

Sales Price

Sales Line Discount

Sales Type

Customer

Customer

All Customers

Sales Code

10000

10000

 

Type

Item

Item

Item Disc. Group

Code

1000

1000

A

Unit of Measure

PCS

PCS

 

Minimum Quantity

 

100

5

Unit Price

35.00

25.00

 

Line Discount %

   

15.00

clip_image004

Figure 2: Item Card

2.    Create a new Sales Order

Departments/Sales & Marketing/Order Processing/Sales Orders

Create the sales order with the details below:

Header:

Field

Sell-to Customer No.

10000

Document Date

10/01/16

Order Date

10/01/16

Lines:

Field

1 Price

2 Price

3 Discount

4 Discount

Type

Item

Item

Item

Item

Code

1000

1000

1000

1000

Location Code

Blue

Blue

Blue

Blue

Quantity

10

     

Unit of Measure

PCS

PCS

PCS

PCS

clip_image006

Figure 3: Sales Order

The calculated price on:

  • Sales Line 1 is £35.00 with 5% discount. These figures are calculated taking into the date, the quantity, the Sales Price and the discount %. The price on the sales order is determined by line 2 and 4 highlighted in yellow.
  • Sales Line 2 is £35.00 with 15% discount. These figures are calculated taking into the date, the quantity, the Sales Price and the discount %. The price on the sales order is determined by line 2 and 3 highlighted in yellow.
  • The calculated price on Sales Line 1 is £25.00 with 15% discount. These figures are calculated taking into the date, the quantity, the Sales Price and the discount %. The price on the sales order is determined by line 1 and 4 highlighted in yellow.

clip_image008

Figure 4: Sales Order and Item Card

3. Sales Prices and Sales Discount on the item card

In the Item Card Window, on the ‘Sales Prices and Line Discounts’ FastTab, create a new line. Add the following detail and then select the ‘OK’ button

Field

1 Price

2 Price

3 Discount

Line Type

Sales Price

Sales Price

Sales Line Discount

Sales Type

Customer

Customer

All Customers

Sales Code

10000

10000

 

Type

Item

Item

Item Disc. Group

Code

1000

1000

A

Unit of Measure

PCS

PACK

 

Unit Price

20.00

6.00

 

Line Discount %

   

20.00

Starting Date

01/01/16

 

01/01/16

Ending Date

29/02/16

 

29/02/16

clip_image010

Figure 5: Item Card

4.     Create a new Sales Order

Departments/Sales & Marketing/Order Processing/Sales Orders

Creat
e the sales order with the details below:

Header:

Field

Sell-to Customer No.

10000

Document Date

15/02/16

Order Date

15/02/16

Lines:

Field

Line 1

Line 2

Line 3

Type

Item

Item

Item

Code

1000

1000

1000

Location Code

Blue

Blue

Blue

Quantity

7

8

1

Unit of Measure

PCS

PCS

PACK

clip_image012

Figure 6: Sales Order


Sales Lines: The calculated price on Sales Line 1 is £20.00 with 15% discount. See Item Card Line 1 in highlighted in blue

The calculated price on Sales Line 2 is £20.00 with 20% discount. See Item Card Line 1 in highlighted in yellow

The calculated price on Sales Line 3 is £6.00. See Item Card Line 1 in highlighted in green

clip_image014

Figure 7: Sales Order and Item Card

Microsoft Dynamics NAV is a business management solution from Microsoft that is quick to deploy, easy to use, and has the power to support your business ambitions. Please do not hesitate to contact Technology Management for more information.

Suggest Vendor Payments in Microsoft Dynamics NAV 2015

The ‘Suggest Vendor Payments’ batch job in Microsoft Dynamics NAV 2015 is a very useful feature. The creation of entries in the Payment Journal will list all the outstanding invoices based on the filtering criteria entered by the user. In NAV 2015 we have now more options than ever before.

The Document Date is what controls the calculations of Payments. The ‘Suggest Vendor Payments’ batch job can be used to process open vendor ledger entries. These are entries that result from posting invoices, finance charge memos, credit memos, and payments. The batch job creates a payment suggestion as lines in a payment journal. Only vendor entries that are not marked ‘On Hold’ are included in the batch job. The batch job can be run in such a way as to include payments for which it is possible to obtain a discount.

Departments/Financial Management/Cash Management/Payment Journals

In this blog I am going to show how dates can be used in the batch job. We are going to look at the following suggestions:

  1. Suggest Vendor Payments with the same Posting Date
  2. Suggest Vendor payments with the Due Date as Posting Date
  3. Suggest Vendor Payments with Due Date offset.

Sug Vend Pmt 1

Figure 1 Suggest vendor Payments Batch job

1.    Suggest Vendor Payments with the same posting date

If the user enters a ‘Posting Date’ different to the date entered on the ‘Due Date’ field, the ‘Posting Date’ of the batch job will be used as the ‘Posting date’ on the payment journal lines created from this batch job.

clip_image002

Figure 2 Suggest vendor Payments – Same Date

  • Enter the ‘Last Payment Date’ and ‘Posting Date’.
  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.
  • · When selecting Ok, the following warning message will be displayed:

clip_image004

Figure 3 Confirmation message

Because the ‘Last Payment Date’ and ‘Posting Date’ are not the same, the following confirmation warning will give the user the choice of showing the entries as follows:

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Figure 4 Warning message

Yes: All the open entries up to the date selected in the ‘Last Payment Date’ field on the ‘Suggest Vendor Payment’ batch job will be created in the payment journal lines

  • When selecting Yes, the ‘Vendor Ledger Entries’ opens and the entries can now be selected.

clip_image008

Figure 5 Payment Journal

No: Only open entries up to the date selected in the ‘Posting Date’ field on the ‘Suggest Vendor Payment’ batch job will be created in the payment journal lines

  • The ‘Posting Date’ will be the same as the ‘Posting Date’ field on the ‘Suggest Vendor Payment’ batch job
  • If entries are overdue, the message ‘Posting Date will cause an overdue payment’ will be displayed on the bottom of the Payment Journal.

clip_image010

Figure 6 Payment Journal

2.   Suggest Vendor Payments with Due Date as Posting Date

When the field ‘Calculate Posting date from Applies-to-Doc. Due Date’ on the Suggest Vendor Payment batch Job is selected, the ‘Posting Date’ on the Payment Journal will be copied fro
m the ‘Due Date’ of the Open entry. When the open entry is overdue, the Workdate will be used as the Payment Date

clip_image012

Figure 7 Suggest vendor payments – Due date

Options

· Enter the ‘Last Payment Date’ and ‘Posting Date’.

  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal/
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Calculate Posting Date from ‘Applies-to-Doc. Due Date Offset’ field is used to calculate the Posting date from the applied entries Due Date.
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.

clip_image014

Figure 8 Payment Journal

3.    Suggest Vendor Payments with Due Date Offset

When the field ‘Calculate Posting date from Applies-to-Doc. Due Date’ on the Suggest Vendor Payment batch Job is selected, the ‘Posting Date’ on the Payment Journal will be copied from the ‘Due Date’ of the Open entry.

We can base the ‘Posting Date’ on the Due Date plus or minus in the Applies-to-Doc. Due Date Offset’ field

When the open entry is overdue, the Workdate will be used as the Payment Date

clip_image016

Figure 9 Suggest vendor payments

Options

  • Enter the ‘Last Payment Date’ and ‘Posting Date’.
  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Calculate Posting Date from ‘Applies-to-Doc. Due Date Offset’ field is used to calculate the Posting date from the applied entries Due Date.
  • Enter a date formula of ‘+3D’ OR ‘-2D’ in the ‘Applies-to-Doc. Due Date Offset’ field
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.

 

Below is two scenario’s:

In this example the Posting Date is calculated from the Due Date +5 days

Options

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Figure 10 Suggest vendor payments – Due date

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Figure 11 Payment Journal

In this example the Posting Date is calculated from the Due Date -2 days

clip_image022

Figure 12 Suggest vendor payments – Due date

clip_image024

Figure 13 Payment Journal

Microsoft Dynamics NAV is a business management solution from Microsoft that is quick to deploy, easy to use, and has the power to support your business ambitions. Please do not hesitate to contact Technology Management for more information.

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.

Mandatory Fields in Dynamics NAV 2015

Open the master data cards in Dynamics NAV 2015 and you see some new red asterisk’s next to key fields. These indicate a new mandatory fields functionality introduced in 2015 and works across both  the windows and tablet clients as shown below.

image

So how can you configure which fields are mandatory, well the bad news is that unless your a developer you can’t. Setting a field as mandatory is actually done by turning a property on the field on the page to true.  Why could this be part of the page configuration similar to the ‘quick entry’  introduced in 2013 you ask, very good question, epic fail on this occasion Microsoft.

As it is you have to set the ‘Show Mandatory’ property against each field. At least this can be set to a variable and you could then populate the variable given if the field is set as mandatory in a custom selection similar to the way you select which fields are audited by the change log for example. How much customisation is that going to be though even if you only do it for the major master data cards such as customer, vender and item.

image  

One thing to note though is that this does not actually enforce the mandatory fields are completed and while that might seem slightly illogical this time I agree with Microsoft’s decision. Nothing would be more annoying than have to delete a nearly complete record because one piece of mandatory data was missing and if you were going to have to re-do a significant amount of entry the temptation to enter anything to get past the mandatory field would be just too great. Trouble is that data never gets updated with the correct entry once that happens.

We already have the ‘Not Blank’ property on fields on pages, this is closer to enforcing entry of field if you need it but again is slightly different in that it only enforces entry if the field is either in the primary key or has had an entry made in it. Again if the field is skipped completely then the record can be saved with fields having the not blank field set to true being empty. Again this seems illogical but Microsoft do not consider it so.

I would suggest that what most companies want is to prevent a record being used before all of the fields they mandate have valid entries. This should as I hinted earlier be part of the customisation so that each company and even role can set its own policies.

image

(Mandatory entry below Quick entry please)

At Technology Management we often achieve this result by setting the Blocked flag to default to true and when this is being manually removed (which it has to be before it can be used) we validate the required fields are valid. This ensures no partially complete records are going to be used and the resulting issues that can cause occur.

Accessing Your Dynamics NAV Data via OData

If that title doesn’t get you excited about Microsoft Dynamics NAV then nothing will. What on earth does that even mean?

This post forms a part of a series that is really just about getting the most value out of the data that you are already collecting in your NAV system. In recent NAV releases Microsoft have been giving a lot of attention to how you can report on your data and the ability to expose query objects as OData services is one of the new tools at our disposal.

Example 1

Let’s say that you want to show:

Item1 Sales2 Quantity3 and Amount4 by Customer No5

In this example we don’t actually need to use a query because everything we need is available from the same table.

  1. Posted item transactions are stored in the Item Ledger Entry table.
  2. Ledger entries relevant to sales transactions have an Entry Type of Sale.
  3. The Quantity field holds the posted sales quantity.
  4. The Sales Amount (Actual) fields holds the actual sales amount of the transaction.
  5. The Source No. field holds the related Customer No. when the entry type is sale.

The Item Ledger Entries list page can be viewed as a chart to provide the data that you are after or alternatively filtered and the data sent to Excel. Ad-hoc charts on pages are discussed in more detail here.

Example 2

What if we changed the question? How about:

Item Sales Quantity and Amount by Customer Posting Group

This isn’t quite so straight forward. The Customer Posting Group isn’t an available field in the Item Ledger Entry table. Instead, we need to retrieve the Customer Posting Group from the Customer record corresponding to the Item Ledger Entry record. How can you do that?

Creating the Query

  1. In the Development Environment open the Object Designer and create a new Query object.
  2. Leave the Type of the first row as DataItem and select Item Ledger Entry as the Data Source i.e. the Item Ledger Table is the initial source of our data.
    • In the properties of this row set the DataItemTableFilter property. Set a filter on the Entry Type field of Sale.
  3. Below the DataItem row create Column rows of  Quantity and Sales Amount (Actual)
  4. Add another DataItem row and select Customer as the Data Source.
    • View the properties of this DataItem row.
    • In the DataItemLink property select Field of No., Reference DataItem of Item_Ledger_Entry and Reference Field of Source No.
    • This tells the system to find the Customer record where its No. field matches the Source No. field of the Item Ledger Entry record.
    • The DataItemLinkType property allows you to define how the query behaves if it can’t find a Customer record, but the default of “Use Default Values if No Match” is fine for now.
  5. Add a Column row of Customer Posting Group underneath the Customer DataItem.
  6. Finally, change the Method Type of the Quantity and Sales Amount (Actual) rows to “Totals”.
    • Notice that the Method column default to Sum. This is what we want, but you can select Count, Average, Min or Max as well.
    • Also notice that the Group By box is automatically ticked for all columns with a Method Type of None i.e. show the sum of Quantity and the sum of Sales Amount (Actual) for each Customer Posting Group.
  7. Save the Query with a Unique Number and Name.

query

To confirm the query is calculating the results as expected you can run it from the Object Designer. A preview of the results will open in the NAV client.

preview

Pretty sweet. Now that you’ve got the query in place you could use it as the basis for a Generic Chart (search for “Generic Charts” in the menu) to be displayed on your Role Centre and bask in your query-writing skills every time you open the client.

Alternatively, you can expose the results that the query calculates via a web service so that an external application can grab them.

By “external application” I of course mean Microsoft Excel. if there is one business intelligence tool that your users already know and love it is Excel. Microsoft know that, which is why you can export any page to Excel or save any report to Excel. Lovely.

Exposing the Query

Now, open the “Web Services” page in the NAV client. Create a new record with an Object Type of Query and Object ID of the number that you saved your query as. Give the service a descriptive name, avoiding spaces and symbols and then tick the publish box.

You’ll notice that the OData URL field is populated with the URL at which this service is now available. Wow, that was easy. To confirm, you can hit the link to the right of that field and see the contents of the OData feed. It may not mean much to you, but Excel will lap that up like a cat with cream.

Consuming the Query

Take a copy of the URL and open Excel. Open Data (tab), Get External Data (group), From Other Sources, From OData Data Feed. Paste the URL from NAV into the “Location of the data feed” box. Follow the steps in the wizard to load the data from the feed and create a table in the Excel sheet.image

And there it is. The results of your NAV query loaded in real-time into your Excel workbook.

Nice.

But, wasn’t that quite a lot of effort for only a marginally impressive report? Yes it was, so let’s make it more interesting.

Example 3

We’ve answered very specific questions with the previous examples. What if we were interested in sales per month rather than Customer Posting Group? Or sales per item Product Group per Customer Price Group per Month?

You could have a query that joined the Item Ledger Entry table to the corresponding item and Customer records. Use web service to expose the raw data via OData and allow your users to create their own reports with PivotTables in Excel. Better.

Here I’ve joined the Item Ledger Entry, Customer and Item tables together and hooked Excel up to the feed. Load the results into a table in one of the sheets. Once you’ve got the data you can harness the remarkable power of PivotTables to report on whatever you want.

This report shows the sum of sales quantity and sales amount by item by posting date, grouped by month. I’ve also added a “slicer” on the Source No. field that allows you to filter the source data.

image

Once you’ve designed the report in Excel you need only refresh the data from the feed to update your downloadreport. You can even set the workbook to refresh the data whenever you open the file or on a timer.

Business intelligence has never been such fun.

Disclaimer: this is a great way to extract data from NAV to analyse in Excel, but be aware of the limitations of both OData and Excel. In my tests, Excel was able to load records at a rate of around 1,000 / second.

It is probably a bad idea to attempt to load your entire G/L Entry table into Excel. if you want to analyse more than a few hundred thousand records speak to us about getting an OLAP cube set up instead.

Dynamics NAV 2013 R2 and Office 365 all in the Browser

The IT industry love talking about integration, so when ever NAV is mentioned as being integrated with another product i always want to see it in action and understand how that benefits the end user.

Once Microsoft started talking about seamless links to Office 365 from NAV I was naturally interested. Thankfully they were kind enough to create a video, and we see the flexibility of using the NAV 2013 web client. Take a look….  and if you’re interested in either upgrading to NAV 2013 R2 or Office 365 get in contact. liam.walton@tecman.co.uk 

For more information on Office 365 follow this link

 

New Laptop + Cloud = Smooth Transition

Our technical boys are in the middle of rolling out new laptops at Tecman Towers and a fine job they are making of it to. We’re all getting new Lenovo Ultrabooks, Windows 8.1, 120GB SSD, Intel i5, 8GB RAM, touch screen.

Beautiful.

Until you remember the anguish and lost productivity that you are going to have while you are in the days or weeks transitioning from old to new laptop. Actually, no. I have been amazed by how smooth my transition has been. This is testament to how good a job our technical team have made of setting up our laptop image but also to the power of the cloud.

You hear a lot of vague nonsense about how great "the cloud" is. Which is a shame because it detracts from the genuinely great stuff out there.

  • We use Office 365. As soon as I logged in and opened Outlook all of my mail, calendar, contacts and tasks were there, ready to go.
  • I store all of my documents in SkyDrive / OneDrive. I logged in on the new laptop and it synched everything up in a matter of minutes.
    • With Windows 8 SkyDrive integration, everything is "available online" initially and it downloads documents as and when you need them. Although, you can select folders that you want to be available offline and it will download them.
  • I use OneNote for all of my project notes, which is synchronised to OneDrive. As soon as I opened OneNote all of my notes were downloaded for me.
  • Chrome is my browser of choice for everyday use. I synchronise all of my browser settings, installed extensions, favourites and browsing history. I entered my Google username and password and everything was configured the way I like it.

     

All that remained was for me to copy the few files that I had on the local drive of the old laptop and install any additional software that I use.

 

If you haven’t already embraced some of these online options you should consider it. They aren’t just good for having a backup of your stuff should you lose your laptop down a well, they make it a doddle to access your data from another machine when you need to – including when that machine is a new company laptop.

Dynamics NAV just keeps on growing, new figures announced.

With Microsoft continuing to invest heavily in Dynamics NAV, its fantastic to see this reflected in large numbers of customer adds and a larger segment of the market.

At the Dynamics Conference being held at present in Atlanta, USA, the customer add figures were revealed for the ERP products in the Dynamics range worldwide, and NAV continues to lead the way.

Customer adds erp convergence 2014

With NAV being targeted at the Small, Mid Sized Business (which Microsoft defines as under 250 users) and AX at the enterprise, its not surprising to see the difference in numbers.

NAV has always had a strong presence in the 40 – 100 user space, but with the latest versions and a new process to install in a rapid, templated way (designed by Technology Management) we are seeing real growth in the 10 user and below market. With a lot or organisations struggling with Sage Line 50 and spreadsheets moving to a more flexible and progressive product.

NAV is now available in the cloud, as well as on premise where you can pay per user per month to keep costs down and can be implemented within 6 days for the smaller organisation. For more info check out www.dynamicsignite.co.uk or see it in action at our YouTube channel http://www.youtube.com/user/DynamicsIgnite 

Alternatively just contact us at Technology Management via info@tecman.co.uk or on 01902 578300 and join the thousands of other growing business using Dynamics NAV.

Sales Excellence Begins with Breaking Down Preconceptions

Interesting article on making the most of CRM……..

When I go out and meet with customers, I frequently get asked the question, “How do I make sure that I realize the value of my CRM deployment?” Now, some would assume that my answer would be about the benefits of the integration that we have with our other Microsoft productivity solutions (Lync, Yammer, Skype, […]

https://www.dynamicscafe.com/2014/01/sales-excellence-begins-with-breaking-down-preconceptions-2/

2 New Microsoft Dynamics NAV Customer Stories

Leading pet food manufacturer, Pets Choice, and ice cream cones, ingredients and decorations group, Caterlink & Marcantonio share their reasons for selecting Microsoft Dynamics NAV and Technology Management in the latest customer stories on the Technology Management.website.

To read the full customer stories visit www.tecman.co.uk/customers

 

Caterlink logoPets Choice Logo