Microsoft Dynamics NAV 2015 Finances

Microsoft Dynamics NAV 2015 Finances
Microsoft
Dynamics NAV 2015 Financials
Certification
Courseware
Version 1.0
www.firebrandtraining.com
Microsoft Dynamics NAV 2015 Finance
Introduction to Microsoft Dynamics NAV 2015
User Interface
Source: Simplified UX - White Paper - Brian Nielsen (Principal Program Manager), Nikola Kukrika (Software Engineer), Jacob Winther (Senior UX Designer),
July 2014, Microsoft
1.
Mandatory Fields
Less experienced users often do not know which fields to fill in as a minimum, for
example on the customer card, for the customer to be used in processes, such as
invoice posting. All the help they get is an error message when they try to complete
the process.
To help users with this issue, the ShowMandatory property has been introduced. In
this context, “mandatory” means that a field is marked with red asterisk to indicate to
users that they are expected to fill the field. The user can still leave page without
getting error messages if the field is not otherwise validated by business logic.
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Microsoft Dynamics NAV 2015 Finance
2.
Enhanced Cues
Source: Microsoft Dynamics NAV 2015 - Enhanced Cues - Jonathan Davis (Program Manager), August 2014, Microsoft
Enhanced Cues are special cue tiles that apply custom formatting to
any computed numerical value such as the number of open sales
invoices and a custom tile icon (or no icon).
Enhanced Cues can also show an indicator that changes colour
based on the data values that the tile reflects. This provides a visual
signal of the status of the data based on conditions for favourable
and unfavourable thresholds. For example, the tile can show a red
bar if the number of open sales invoices is less than 5.
The initial thresholds for the visual clues are set by an administrator
or super user, but the end user can modify them to better fit their
workflow or situation.
Features of enhanced cues:








Show any computed value that can be calculated in
Microsoft Dynamics NAV (not just counts).
Support for integers and decimals.
Automatic font scaling to support large numbers.
Custom suffixes and prefixes (e.g. $12M or -67%).
Choose from a set of 20 new tile icons (or show no icon).
Automatically apply visual clues with colour indicators
linked to tile values.
Tile are configurable on a global, per-company or per-user
basis.
End-users can configure their own sentiments in the
Microsoft Dynamics NAV Windows client or the Microsoft
Dynamics NAV Web client.
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Microsoft Dynamics NAV 2015 Finance
To setup the cue stack for you as an individual user, do the
following:



Open the Role Centre, Activities part.
Select the Set Up Cues item, above the Cue Stacks.
Edit Cue Setup, modify values for Threshold 1 and
Threshold 2 and decide what style to use, fields Low Range
Style, Middle Range Style and High Range Style.
To setup the cue stack for your company as an Administrator, go to
Departments/Administration/Application Setup/General/Cue
Setup or search for Cue Setup.
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Microsoft Dynamics NAV 2015 Finance
3.
Removal of UI elements
Source: Microsoft Dynamics NAV 2015 - Simplified UX - Brian Nielsen (Principal Program Manager), March 2014, Microsoft
NAV 2015 remove UI Elements not in the
user’s license or permissions set the UI
can be made very simple, only showing
the things the user have access to.
Example with a sales order processor with
a very restricted permission set before
and after the system removes UI elements
not in the user’s permissions.
Before UI Elements were removed.
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After UI Elements were removed.
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4.
Master Data for Sales and Purchases
Source: Simplified UX - White Paper - Brian Nielsen (Principal Program Manager), Nikola Kukrika (Software Engineer), Jacob Winther (Senior UX Designer),
July 2014, Microsoft
Create Customers and Vendors on the Fly
In small companies where few users cover multiple roles, the product must support the business users in creating master data records as they perform their business tasks.
When no dedicated role exists to register new customers, the sales order processor must be able to register new customers on the fly as they prepare the first invoice for
the customer.
In the standard product, the user has to go and open a new customer card, enter all the required information, and then go back to the newly created invoice to finish
registering the remaining information. With Simplified UX, the new customer card can be filled from templates with a few steps while creating the invoice.
Mandatory fields on the templates can be auto-filled with predefined values so that the user only has in a few customer-specific details.
New customer can be created on the fly using following steps:
Enter a non-existing customer name on a sales invoice.
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Select a customer template.
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The customer card is auto-filled with the template
values.
Create Master Data Records from Templates
Many new users struggle with the basic task of creating new customers or items. They have problems knowing which fields they must fill and what are the correct data
combinations, for example for VAT groups and payment terms. In addition, it is tedious and error prone that users must repeatedly fill the same sets of data.
To enable a simple experience for small-business users, they can create certain master data records (customer, vendor, and item cards) from templates. This simplifies the
creation process and makes users more productive.
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Microsoft Dynamics NAV 2015 Finance
Create Master Data Records from Templates
When users select New in the Customers window, they
are prompted to select from the following list of
templates.
The Blank Customer Card template opens an empty
customer card where the user must can populate all
the mandatory fields. All other templates open
customer cards where all mandatory and other
relevant fields are pre-filled, so that the user only has
to provide the customer’s name and contact
information. This saves a lot of time, because it is
normally necessary to fill 9-12 fields on a customer
card before it can be used to post a sales document.
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Creating and Updating Templates
It is possible to view and edit templates at any time, so
that users can quickly make updates while performing
business tasks.
The template window is designed to resemble the
master data card that it represents. It is implemented
with simple validation and support for lookup to setup
options.
To create new or update current customer template
go to: Departments/Administration/Application
Setup/Sales & Marketing/Sales/Customer Templates
or use Search and enter Customer Templates.
To create new or update current vendor template go
to: Departments/Administration/Application
Setup/Purchase/Vendor Templates or use Search and
enter Vendor Templates.
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Microsoft Dynamics NAV 2015 Finance
Save Existing Records as Templates
User can save an existing master data record as a
template. The customer, vendor, and item cards
contain a Save as Template action that will create a
template based on the master data record.
Customer/Vendor Card/Actions/ Save as Template
action.
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Microsoft Dynamics NAV 2015 Finance
Prices and Line Discounts on Master Data Cards
While entering a price or a discount for an
item (or a customer), the user should be
able to view and edit the item’s sales
prices and sales line discounts directly on
the card.
Using Small Business profile, sales prices
and sales line discounts are shown
together on a FastTab on item and
customer cards.
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Microsoft Dynamics NAV 2015 Finance
Toggle Financial Setup on Master Data Cards
Toggle Financial Setup on Master Data Cards
Users typically only need to set up financial data for
a master data record once, and some of these fields
must be filled to be able to post. However, a
customer’s VAT registration number, payment
method, and posting groups practically never
change, so once the fields are filled, the user would
like to hide them from the daily view of the card.
When using Small Business profile, the FastTabs
with financial setup fields (Invoicing and Payments)
is shown until the main fields on the FastTabs are
filled. When the fields are filled, the user can
choose the Financial Details button to show/hide
the FastTabs.
Use Customer/Vendor Card/Home/Financial
Details to show/hide financial details.
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KPIs on Master Data Cards
In the standard product, all statistics information for
master data records exists on separate page or in
FactBoxes. For Simplified UX, selected statistics
information is moved to a Statistics FastTab on the
customer, vendor, and item cards, so the user has
immediate access to it.
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Microsoft Dynamics NAV 2015 Finance
Items as a Service
In the standard version, the purchase and sale of goods is done using Item entity while the purchase and sale of services is done using the Resource entity. Because the
Resource and Item entities are maintained in separate data structures, the following issues prevent a seamless experience for companies trading in both goods and
services:
 Poor usability. Users have to switch between two lists by choosing the appropriate type on document lines. From the user’s point of view, goods and services are
both products that should exist in the same list.
 Different look and feel and functionality gaps. Functionality for the Item and Resource entities has evolved unevenly over time, so that the Item entity is more
advanced today. For example, the Item entity has richer price and discount functionality compared to the Resource entity.
To solve these issues, the Item entity has been extended in Simplified UX to allow defining it as either a service or as an inventory item. This is achieved by introducing the
Type field on the item card to allow the user to categorize the item as an inventory item or as a service. As a consequently, the Type field on document lines is removed, so
that users no longer have to select a type before selecting the product.
A new option field, Type=Inventory, Service, is introduced on the Item table. When Type=Inventory, the item will have same behaviour as before this change. However,
when Type=Service, the item can only participate in functionality and capabilities that are not related to physical goods.
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The following table outlines the functionality and capabilities that support items of type Service.
Usage
Supported
 Purchasing
 Sales
 Service
 Jobs
Reports


Purchase Analysis
Sales Analysis
Functionality




Dimensions
Pricing / Discounts
Extended Texts
Variants
Posting

Item Ledger Entry
Not Supported
 Production
 Item Journals
 Transfer
 Assembly
 Warehouse
 Inventory
 Availability
 Item Tracing









Multiple Locations
SKU
Revaluation
Planning
Item Tracking
Reservations
Order Tracking
Intrastat
Item Application Entry
Open=FALSE, Remaining Quantity=0.
The entries are closed immediately since they have no
inbound/outbound relationship.
No entries are created because they have no inbound/outbound relationship.

Value Entry

Inventoriable=FALSE to prevent it from affecting the Inventory
account.
No entries are created because the cost will be tracked differently due to the lack
of costing method.

Post Inventory To G/L
No entries are created because inventory accounts will be affected.

Average Cost Adjustment Point Buffer
Item.CostIsAdjusted
Adjustment will be turned off.

Item.CostingMethod
Only necessary for inventory

Item.UnitCost
Is not affected by posting
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5.
Process Sales and Purchases
Auto-fill and Hide the No. Field on Sales and Purchase Documents
No. is not completely visible. Users still can see No.
in two places, as shown.
The No. field is automatically filled and hidden in
the following cases:







The No. field is shown on all posted
documents.
The No. field is hidden for already created
documents.
When creating a document, the No. field
is only hidden if all the following are true:
One number series is assigned.
No related number series exists.
The assigned number series is set as the
default, and manual entry is disallowed.
The next number in the series is available
(it is not the last one).
In all other cases, the No. field is shown.
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Microsoft Dynamics NAV 2015 Finance
Total and Discount Amounts Placed on Sales and Purchase Documents
Total and Discount Amounts Placed on Sales and
Purchase Documents
A small-business user wants to see all important
information about a document directly on the
document. The information must be updated when
the user changes values on the document, such as
quantities, prices, currencies, and discounts.
The most important information that users need to
see is totals and discount amounts. Therefore, all sales
and purchase document pages are enhanced with
information about totals, VAT, and discounts at the
bottom of the page. In addition, functionality for
updating this information on the fly is implemented so
that any change that affects these attributes are
automatically calculated and presented to the user.
The layout of the information fields is made to
resemble how such information is typically placed on a
printed document. The currency code is included in
the caption of the three Total fields to clearly indicate
which currency the invoice uses.
Totals are implemented on both active documents and
their related posted documents.
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Microsoft Dynamics NAV 2015 Finance
Send Documents as Email
Source: Simplified email with a Report Attachment - Vlad Precup (Software Engineer), April 2014, Microsoft
In order to be able to send email via SMTP from Microsoft
Dynamics NAV, the user needs to set up their email account
and the SMTP server that is used to send email for that
account.
This can be done by entering the requested values in the
SMTP Mail Setup page:







Navigate to the Microsoft Dynamics NAV Web client
address.
Choose Search for Page or Report.
Search for the SMTP Mail Setup page and open it.
Configure the email setup for your email address. In
this case, an Exchange Online / Office 365 account
has been configured.
The SMTP Server for Office 365 is
smtp.office365.com and the SMTP Server Port is
587.
Select Basic Authentication and Ensure the Secure
Connection checkbox is checked.
Ensure your configuration was successful by
choosing the Test Mail Setup action from the SMTP
Mail Setup page.
Once the information has been entered, the user can ensure
that the setup is valid and Microsoft Dynamics NAV can send
email using their address by actually sending an email to and
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Microsoft Dynamics NAV 2015 Finance
from their address. If the check is successful, Microsoft
Dynamics NAV will show a success message.
Once you are in the Sales Order Processor role centre in the
Microsoft Dynamics NAV Windows client, you select the
Sales Quotes list page from the navigation pane.
You first create a new sales quote for the customer. For
practicality reasons, only one item line is added to this sales
quote.
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Microsoft Dynamics NAV 2015 Finance
Once you click this action, the Send email dialog will appear.
Notice how the recipient’s email address (from the To field)
is automatically filled in. The same goes for the From and
the Subject fields.
This enables you to perform a quick text-mode edit to the
email that you would like the customer to receive along with
the sales quote that you’ve created at the previous steps.
You can also validate the contents of the attached document
by pressing the Assist Edit button associated to the
Attachment name control.
Once you click the OK button from the bottom of the dialog
window, the content that you add or edit in the Send email
dialog is sent to specified recipient or further to Microsoft
Outlook for further customization if Edit in Outlook was
used.
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Microsoft Dynamics NAV 2015 Finance
Microsoft Outlook is started and a new email item is
automatically generated.
Notice that the To, Subject and Attached fields are
automatically populated with the data from Microsoft
Dynamics NAV.
Now you can personalize the email the way you would like
it. Once you are done, you just need to send it to the
customer.
Take note that the email address which is set up in Outlook
can be different from the one that you had set up in the
SMTP Mail Setup page.
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Microsoft Dynamics NAV 2015 Finance
Simplified Correction of Posted Sales and Purchase Invoices
When using Small Business profile, user can use actions to cancel or
correct posted sales and purchase invoices in a simple way.
There are three actions:
 Correct
 Cancel
 Create Corrective Credit Memo
Correct action will reverse posted invoice and automatically create a
new invoice with the same information that user can correct before
posting. This posted invoice will be automatically cancelled.
Cancel action will create and post a sales credit memo that reverses
this posted sales invoice. This posted sales invoice will be cancelled.
Create Corrective Credit Memo action will create a credit memo for
this posted invoice that you complete and post manually to reverse
the posted invoice.
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Microsoft Dynamics NAV 2015 Finance
Small Business Profile Lab
Lab data preparation
1. Open the Microsoft Dynamics NAV windows client to connect to the demonstration database.
2. Set Small Business Role Centre to be the default role centre:
a. In the Search box, enter Profiles, and then choose the related link.
b. Select the SMALL BUSINESS profile, and on the Home tab, in the Manage group, choose Edit.
c. In the Profile Card window, select the Default Role Centre check box.
3. Close and reopen the Microsoft Dynamics NAV Windows client. The client opens showing the Small Business Role Centre.
Lab 1 — Set Sales Prices and Discounts for an Item
Lab story: In this scenario you will add prices and discounts to an existing item. You also adjust the stock level of the item and review the setup data for the
item.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
1. On the Role Centre,
choose Items to
open the list of
items.
Open the list of
items.
Screenshots
Notice that the
list has
information
about the
inventory level
for each item in
the Inventory
column.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
2. In the list of items,
select item 1001.
3. On the Home tab, in
the Manage group,
choose Edit.
4. Expand the Sales
Prices and Sales
Line Discounts
FastTab.
Open item
1001 for editing
and expand the
Sales Prices
and Sales Line
Discounts
FastTab to add
a discount
specification for
the item.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
5. On the Sales Prices
and Sales Line
Discounts FastTab,
add the following
new line:
Line Type: Sales
Price
Sales Type: All
Customers
Type: Item
Code: 1001
Unit of Measure:
PCS
Minimum Quantity:
10
Stating date: Jan 1,
2016
Ending date: June
30, 2016
Add the
discount
information
needed to give
all customers a
15% reduced
sales price if
they buy 10 or
more bikes in
the period of
Jan-June, 2016.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
6. On the Home tab, in
the View group,
select Setup to view
the Financial Details
FastTab for the item.
View the setup
for the Item
7. On the Actions tab,
in the Item group,
select Adjust
Inventory.
Adjust the
inventory level
of the item, e.g.
when you have
performed a
physical count.
Screenshots
The Setup
action functions
as a toggle for
the Financial
Details FastTab.
The posting of
the required
adjustments
happens in the
background.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
8. Choose the
dropdown button in
the Type field on the
Item FastTab.
There are only
two possible
item types for
an item:
Inventory or
Service. Service
items will not
result in item
ledger entries.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
Lab 2 — Create a Sales Invoice for a new Customer
Lab story: In this scenario you will create a sales invoice for a new customer.
What to do
What to say
1. On the Role Centre,
choose Ongoing
Sales Invoices to
open the list of
ongoing sales
Invoices.
2. On the Home tab, in
the New group,
choose New to
create a new sales
invoice.
Open the list of
ongoing sales invoices.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
3. In the Customer
Name field, type the
name of the new
customer, and then
press Enter or Tab to
leave the field.
Create the sales invoice
for the new customer.
Screenshots
Notice that some fields
are marked with red
asterisks to tell which
fields must be filled.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
4. In the pop-up dialog,
choose Yes to create
the new customer.
Create the new
customer.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
Screenshots
5. In the Templates
window, select
Customer DOMESTIC,
and then choose the
OK button.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
6. The Customer Card
window opens in edit
mode. Choose the
OK button to close it.
7. The page closes and
focus is back on the
sales invoice that is
now updated with
the customer data.
The customer card can
now be completed
with the customer
information, e.g.
address info.
Screenshots
Notice that by using a
template, all the
required fields to set
up a customer are
prepared by the
system.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
8. In the Sales Invoice
window, on the Lines
FastTab, create a
new line:
Item No.: 1001
Quantity: 15
Create a sales line.
9. On the Home tab, in
the Posting group,
choose Post.
10. Choose Yes.
11. Choose No to review
the posted sales
invoice
Post the sales invoice.
Screenshots
Notice that the sales
invoice total is shown
at the bottom of the
page for quick review.
There is no need to
review the posted sales
invoice for now.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
12. On the Role Centre,
choose Customer to
open the list of
customers.
13. In the Customers
window, select
customer 20000.
Open customer 2000 to
review the information
on the customer page.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
14. Expand the Statistics
FastTab
Review the customer’s
statistics.
Screenshots
Notice that both
statistics with
drilldowns and charts
are available on this
page.
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Microsoft Dynamics NAV 2015 Finance
Lab 3 — Correct a Posted Sales Invoice
In this scenario you will correct a posted sales invoice. In previous versions of Microsoft Dynamics NAV, this required a number of steps. This scenario
demonstrates how to perform the same action in Microsoft Dynamics NAV 2015.
What to do
What to say
1. On the Role Centre,
choose Posted Sales
Invoices to open the list of
posted sales invoices.
2. In the list of posted sales
invoices, select the sales
invoice that you posted in
Demo 3.
Open a posted sales
invoice.
3.
Screenshots
On the Home tab, in the
Manage group, choose View.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
4. On the Home tab, in the
Correct group, choose
Correct, and then choose
the Yes button.
Correct the posted sales
invoice.
5. To open the automatically
generated credit memo
that was created, choose
Yes.
The first sales invoice is
cancelled by an
automatically created sales
credit memo, and a new
sales invoice is created.
Screenshots
The posted sales invoice is
now cancelled with a credit
memo. A new sales invoice
has been created for you.
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Microsoft Dynamics NAV 2015 Finance
What to do
What to say
6. On the new sales invoice
on the Lines FastTab,
change the quantity to 9.
Correct the quantity of
items in the invoice before
you post it.
Screenshots
7. On the Home tab, in the
Posting group, choose
Post to post the corrected
sales invoice.
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Microsoft Dynamics NAV 2015 Finance
6.
Dynamics NAV for tablets
Source: Microsoft Dynamics NAV 2015 for tablets – Business Value – Mike Borg Cardona (Program Manager), September 2014, Microsoft
Dynamics NAV for tablets (also referred as tablet client) allows
users in small and midsized businesses to get access to the data
they need from the device they prefer.
While the Microsoft Dynamics NAV Windows Client and Dynamics
NAV Web Client are designed for mouse and keyboard interaction,
Dynamics NAV for tablets has a modern, fast and fluid interface
built exclusively for touch.
NAV Tablet client is available on 3 platforms – Microsoft Windows
tablets, Apple iOS (iPads) and Android.
User can also run tablet client from web browser (Internet
Explorer and Chrome for Windows).
Tablet client can be used only on tablets with 7’’ screen size or
larger. Screen resolution has to be at least 960 x 510.
Microsoft Dynamics NAV for tablets does not provide the following
capabilities:


Offline reading and writing of data
The ability to directly control device hardware such as GPS
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Microsoft Dynamics NAV 2015 Finance
Navigation pane
In order to access Navigation Pane user has to click three lines icon
above cues.
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Microsoft Dynamics NAV 2015 Finance
Role Centre Action Ribbon
In order to access Role Centre Action Ribbon user has to click
three dots icon above cues.
Online Help
User can access Online Help by going into Role Centre Action
Ribbon and choosing Microsoft Dynamics NAV Help.
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Microsoft Dynamics NAV 2015 Finance
Sorting of List Page
In order to sort records in list page use can simply click on column
header name for column which should be used to sort.
Filtering of List Page
User can filter records by using filter field.
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New Record
Edit/View/Delete Record
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Page Action Ribbon
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Dynamics NAV for tablets Lab
Source: Microsoft Dynamics NAV 2015 for tablets – Business Value – Mike Borg Cardona (Program Manager), September 2014, Microsoft
Lab data preparation
1.
2.
3.
4.
5.
6.
7.
In the Microsoft Dynamics NAV Windows client, locate the Profiles list page.
Select and open the card page for the profile “SMALL BUSINESS - TABLET”.
Select the Default Role Centre checkbox.
Choose the OK button.
Sign into the Microsoft Dynamics NAV Tablet client and, on the Role Centre, tap Key Performance Indicators.
In the menu, select the Select Chart item. This will show a list of available charts.
Select the Top Ten Customers by Sales Value chart.
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Microsoft Dynamics NAV 2015 Finance
Lab 1 — A salesperson prepares to engage with a customer
Lab story: In this short demo, we focus on how a salesperson can prepare for engaging with a customer, by quickly
looking up information, and by setting sales goals directly in the Role Centre. This demo also serves as an initial
explanation of the Role Centre.
What to do
What to say
1. On the Start screen, tap the
Dynamics NAV tile to launch
Microsoft Dynamics NAV.
Here on my Start screen I have all
my favourite apps, including
Dynamics NAV. If I tap that tile, the
app takes me to my Role Centre.
2. Pause for a moment to
observe the Role Centre.
This is where I can get an overview
of my work at a glance.
Screenshots
On the left we have the cues which
show me where I need to take
action. For example, I can see the
Overdue Sales Invoice amount is
particularly high today.
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Microsoft Dynamics NAV 2015 Finance
3. In the content pane, tap Key
Performance Indicators.
4. In the menu, tap on Previous
Chart, pause, then tap on
Next Chart to return to Top
10 Customers By Sales Value.
On the right, I have my chart. I can
easily switch between various
charts to get an overview of my
data.
5. Gently scroll down the
content area until Favorited
Customers is in view.
I can have various forms of BI
displayed directly on my Role
Centre, such as my personal list of
Favorited Customers.
6. Tap on the tile named Sales
This Month.
7. Pause on the list of sales, and
tap the back arrow.
8. Tap to show the Action Pane
and select Set Up Cues.
9. In the row with Cue Name set
to Sales This Month, tap the
cell in column Middle Range
Style and set it to
Unfavourable.
If I take a look at Sales This Month, I
can see that I am close to the
100,000 mark.
I can tap to drill down and see
specifically which sales are
included.
As a salesperson, I want to make it
my personal goal to reach that
target. Maybe the customer I am
meeting today is interested in
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Microsoft Dynamics NAV 2015 Finance
10. Tap the Close button.
purchasing some of our more
expensive products which will help
me reach that goal.
I can personalize my cues to use
colours to indicate if I have reached
my goal or not. Here the upper
threshold is already set to 100,000
so I just need to set which colour
will be shown below that value.
11. Bring up the Navigation Pane
and tap on Items
12. Gently scroll through the
long list of items
13. In the Items list, tap in the
Search field, enter the text
“wheel” and tap the spy glass
to begin searching.
Let’s find the price for our more
expensive items.
As you can see, this is quite a long
list but I’m looking for something
specific.
This customer has always
purchased a stock of wheels so let
us first search for that. Note, how I
did not need to specify which
columns to search on, and items
were found regardless of where the
term “wheel” was used.
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Microsoft Dynamics NAV 2015 Finance
14. Tap in the Search field again,
and change the text to “front
wheel” and tap Enter on the
on-screen keyboard.
15. Tap on the column header
Description to sort
alphabetically.
I can refine my search further, and
also sort my list.
16. Bring up the Action Pane and
tap on the Open in Excel
action.
I can also send this list to Microsoft
Excel if I want to perform some
quick calculations on pricing
directly on my tablet.
17. Switch back to Dynamics
NAV and tap the back button
to return to the Role Centre.
As always, the Role Centre is only a
tap away.
Now I can see that Front Wheels
can be sold at 1,000 for a good
profit.
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Microsoft Dynamics NAV 2015 Finance
Lab 2 — A salesperson updates customer information
Lab story: In this short demo, we focus on how a salesperson could easily update the details for a specific customer,
such as the phone number. Dynamics NAV is not just for reading data, but also for writing just like in any other
Dynamics NAV client.
What to do
What to say
1. In Dynamics NAV, from the
Role Centre, bring up the
Navigation Pane and tap on
Customers.
2. Tap on the row with Name set
to Selangorian Ltd.
3. Tap the Edit button in the top
right to enter Edit mode.
4. In the Phone Number field,
enter a valid phone number.
After talking with my
favourite customer,
Selangorian Ltd., I learn
that they often use
phone calls or Skype for
communication. Let’s
add their phone
number to the
customer card.
5. Tap on the AssistEdit button
for the City field.
6. Gently scroll through the list
of cities in the lookup.
The customer address is
also incorrect. Let’s
quickly update the city.
Screenshots
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Microsoft Dynamics NAV 2015 Finance
7. Tap on Luton.
8. Tap the back button to return
to the list of customers.
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Microsoft Dynamics NAV 2015 Finance
Lab 3 — A salesperson creates a Sales Quote for a customer
Lab story: In this short demo, we focus on creating a Sales Quote and instantly mailing this to the customer. Creating sales or purchase documents is a common task while o
continuation from Demo 2 where we will now send the quote to customer Selangorian Ltd.
What to do
What to say
1. In the Customers list page,
bring up the menu for
customer Selangorian Ltd.
2. Tap on Sales Quote.
3. Under the Lines section, in
the first empty row, tap the
AssistEdit button for Item.
No.
4. In the lookup pane, tap in the
Search field, enter “front
wheel” and then tap Enter on
the keyboard.
5. Tap on the Quantity field and
enter value 12.
6. Tap in the Line Discount %
field and set the value to 14.
Let’s quickly create a
sales quote for this
customer. Note, how
the customer
information has been
prefilled in the quote.
Screenshots
With a few taps, I can
prepare the quote.
Since this is one of my
favourite customers, I
will raise the discount
to 14%. See how the
total changes
accordingly.
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Microsoft Dynamics NAV 2015 Finance
7. Bring up the Action pane and,
in the Process action group,
tap the Email action.
8. In the task dialog, enter the
following message: “Thank
you for today’s meeting –
here is the quote we talked
about. I am looking forward
to hearing from you.”
9. Tap the OK button to proceed
with sending the mail.
Now let’s send the
quote to the customer
with a few more taps.
The email is sent with
the sales quote
attached as a PDF
document.
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Microsoft Dynamics NAV 2015 Finance
Application Setup in Microsoft Dynamics NAV 2015
Set Up a Company Using RapidStart Services
1.
Field Mapping
Source: Microsoft IT Academy – 80663 - What's New Functional in Microsoft Dynamics NAV 2015 - Module 02: RapidStart Services for Microsoft Dynamics
NAV - Field Mapping, Microsoft
It can happen that data provided by a customer for a particular field
doesn’t match with the values set up in NAV. With new field mapping
functionality user can define value translation. It can be done in
Departments/Administration/Application Setup/RapidStart Services
for Microsoft Dynamics NAV/Configuration Worksheet calling Fields
from Action tab for table where user want to define field mapping.
Field mapping is set in Config. Field Mapping by calling Mapping
action from Home tab.
Here user can define Old Value and its translation in New Value field.
1
Microsoft Dynamics NAV 2015 Finance
2.
Create Missing Codes
Source: Microsoft IT Academy – 80663 - What's New Functional in Microsoft Dynamics NAV 2015 - Module 02: RapidStart Services for Microsoft Dynamics
NAV - Create Missing Codes, Microsoft
When user import data from Excel it can happen that he receives
validation errors because of missing related data in NAV. User can
define that NAV will create missing related data by selecting
Create Missing Codes field in Config. Package Fields table. It can be
done in
Departments/Administration/Application Setup/RapidStart Services
for Microsoft Dynamics NAV/Configuration Worksheet calling Fields
from Action tab for table where user want to select Create Missing
Codes.
2
Microsoft Dynamics NAV 2015 Finance
Finance Essentials in Microsoft Dynamics NAV 2015
Cash Management
1. Create and Manage Electronic Payments
Source: Demo Script - Create and Manage Electronic Payments - Heidi Andreasen (Program Manager), Dmytro Kryshtalov (SDE), August 2014, Microsoft
Demo data
Please make the following adjustments before running the demos:
Suggest Vendor Payments – Remove Check Mark

Go to the Payment Journal window and choose the Suggest Vendor Payments action. In the Suggest Vendor Payments window, deselect Skip Exported Payments field.
Payment Journal - Adjust Columns


Adjust the header height for all columns in the Payment Journal window so that it becomes 3 instead of 2
Reorder the columns so that they are shown in the following order:
1) Has Payment Export Error
2) Posting Date
3) Applies-to Doc-Due Date
4) Document Type
5) Document No.
6) Amount
7) Exported to Payment File
8) Total Exported Amount
9) Message to Recipient
10) Applies-to-Ext. Doc.No.
11) Account Type
12) Account No.
13) Recipient Bank Account
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Microsoft Dynamics NAV 2015 Finance
Screen shot of the adjusted columns:
Purchase Invoices – Post Documents
1)
Post a purchase invoice with the following values:
Buy-from Vendor No.
33299199 (Belle et Belle)
Vendor Invoice No.
123404
Type
Item
No.
1100
Quantity
10
Due Date
28-01-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 1.879,83.
2)
Post a purchase invoice with the following values:
Buy-from Vendor No.
33299199 (Belle et Belle)
Vendor Invoice No.
123405
Type
Item
No.
1100
Quantity
3
Due Date
28-01-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 563,95.
3)
Post a purchase invoice with the following values:
Buy-from Vendor No.
33299199 (Belle et Belle)
2
Microsoft Dynamics NAV 2015 Finance
Vendor Invoice No.
123406
Type
Item
No.
1100
Quantity
2
Due Date
28-01-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 375,96.
4)
Post a purchase invoice with the following values:
Buy-from Vendor No.
31580305 (Beekhuysen BV)
Vendor Invoice No.
INV5555
Type
Item
No.
1100
Quantity
6
Due Date
28-01-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 1.127,89.
5)
Post a purchase invoice with the following values:
Buy-from Vendor No.
32554455 (PURE-LOOK)
Vendor Invoice No.
REF1000
Type
Item
No.
1100
Quantity
5
Due Date
28-01-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 939,91.
6)
Post a purchase invoice with the following values:
3
Microsoft Dynamics NAV 2015 Finance
Buy-from Vendor No.
34280789 (Transporte Roas)
Vendor Invoice No.
99999
Type
Item
No.
1100
Quantity
12
Due Date
05-02-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 2.255,78.
7)
Post a purchase invoice with the following values:
Buy-from Vendor No.
49454647 (VAG – Jürgensen)
Vendor Invoice No.
5555
Type
Item
No.
1100
Quantity
30
Due Date
05-02-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 5.639,46.
8)
Post a purchase invoice with the following values:
Buy-from Vendor No.
38458653 (IVERKA)
Vendor Invoice No.
AAA-555
Type
Item
No.
1100
Quantity
25
Due Date
05-02-2016
Before posting, validate that the Total Incl. VAT (EUR) field contains 4.699,55.
4
Microsoft Dynamics NAV 2015 Finance
Payment Journal – Post Payments for Purchase Invoices with Posting Dates in 2015
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
13)
14)
15)
16)
17)
In the Search box, enter Payment Journal, and then choose the related link.
In the Batch Name field, choose the dropdown button.
In the General Journal Batches window, on the Home tab, in the New group, choose New.
In the Name field, enter WWB-EUR.
In the Description field, enter EURO PAYMENTS.
In the Bal. Account Type field, enter Bank Account.
In the Bal. Account No. field, enter WWB-EUR.
In the No. series field, enter GJNL-PMT.
Select the Copy VAT Setup to Jnl. Lines:.
Leave the field Allow Payment Export as selected
Choose the OK button.
In the Payment Journal window, on the Home tab, in the Prepare group, choose Suggest Vendor Payments.
In the Suggest Vendor Payments window, in the Last Payment Date field, enter 30-06-2015. In the Bal. Account Type field, enter Bank Account. In the Bal. Account No. field,
enter WWB-EUR.
Choose the OK button.
In the Payment Journal window, on the Home tab, in the Posting group, choose Post.
In the Batch Name field, choose the dropdown button.
In the General Journal Batches window, select WWB-EUR, and then, on the Home tab, in the Manage group, choose Delete.
5
Microsoft Dynamics NAV 2015 Finance
Demo 1 — Setup
Demo story: Annie, the bookkeeper, has established a new bank account for her company, and she now wants to prepare to create electronic payments for this bank
account.
What to do
1.
2.
In the Search box,
enter Payment
Journal, and then
choose the related
link.
In the Batch Name
field, choose the
dropdown button.
What to say
Screenshots
Annie’s company has
established a new
bank account called
WWB-EUR and Annie
has set up a
corresponding bank
account card in the
system. She now
wants to create
electronic payments to
vendors from this bank
account for the first
time. To do this, she
must first set up a
payment journal
batch.
6
Microsoft Dynamics NAV 2015 Finance
3.
In the General
Journal Batches
window, on the
Home tab, in the
New group,
choose New.
4. In the Name field,
enter WWB-EUR.
5. In the Description
field, enter EUR
Payments.
6. In the Bal. Account
Type field, enter
Bank Account.
7. In the Bal. Account
No. field, enter
WWB-EUR.
8. In the No. Series
field, enter GJNLPMT.
9. Select the Copy
VAT Setup to Jnl.
Lines check box.
10. Leave the field
Allow Payment
Export as selected
11. Choose the OK
button.
She creates a batch for
WWB-EUR. Going
forward, whenever she
uses this batch as basis
for creating payment
files, the system will
automatically create
payment files of the
type that she defined
in the Payment Export
Format field when she
set up the bank
account card for
WWB-EUR.
Annie is now ready to
start creating
electronic payments
for WWB-EUR.
7
Microsoft Dynamics NAV 2015 Finance
Demo 2 — Create Payment Proposal and Export to a Payment File
Demo story: Annie, the bookkeeper, now proceeds to creating a payment proposal for WWB-EUR based on open vendor entries in the system. To make sure that
postings in her system are correct and reflect as accurately as possibly the true cash status, she does not want to post the payments until she has confirmation from
the bank that the payments have actually been executed.
What to do
1.
2.
3.
In the Search box,
enter Payment
Journal, and then
choose the related
link.
In the Batch Name
field, choose
WWB-EUR.
On the Home tab,
in the Prepare
group, choose
Suggest Vendor
Payments.
What to say
Screenshots
On the 28th of January
2016, Annie opens up
the batch for WWBEUR and starts
creating a payment
proposal using the
function Suggest
Vendor Payments.
8
Microsoft Dynamics NAV 2015 Finance
4.
5.
6.
In the Suggest
Vendor Payments
window, in the Last
Payment Date field,
enter 04-02-2016.
Select the Calculate
Posting Date from
Applies-to-Doc.Due Date check
box.
Choose the OK
button.
Annie wants to create
payment for purchase
invoices due up until
the 4th of February
2016. To optimize her
cash flow, she wants
the payments to be
executed by the bank
on the due date, and
she therefore select s
the Calculate Posting
Date from Applies-toDoc.-Due Date field.
This means that the
due date is inserted in
the Posting Date field
when she uses the
Suggest Vendor
Payments function.
To learn more about
the Suggest Vendor
Payments function,
refer to the demo
video, “How do I
Instruct my Bank to
Execute Payments
Based on Due Date in
Microsoft Dynamics
NAV 2013 R2”.
9
Microsoft Dynamics NAV 2015 Finance
Annie chooses OK, and
the system now
automatically creates a
payment proposal.
As you can see, the
system has
automatically inserted
a posting date that
corresponds to the
date in the Applies-toDoc. Due Date field for
each document. When
Annie later creates the
payment file, the
system will insert the
date from the Posting
Date field as execution
date for the payment
in the bank.
Also, the system has
proposed a text in the
Message to Recipient
field that refers to the
external document
number on the
purchase invoice that
is being paid. This text
10
Microsoft Dynamics NAV 2015 Finance
will be inserted in the
payment file as
remittance
information.
Finally, in the
Recipient Bank
Account field, the
system has proposed
what bank account to
transfer the payment
to. The proposed bank
account corresponds
to the preferred bank
account that is set up
for each vendor. If no
preferred vendor bank
account is set up
before you create a
purchase invoice for
the vendor, then no
bank account is
proposed when you
generate the payment
proposal. Therefore,
setting up vendor bank
account details when
you create new
vendors helps to
ensure efficiency in
11
Microsoft Dynamics NAV 2015 Finance
the payment process
later on.
7.
On the first line, in
the Amount field,
enter 500.
Before creating the
payment file, Annie
wants to adjust the
amount being paid to
vendor Beekhuysen
BV. The goods sent
from this vendor did
not match
expectations, so at this
point in time Annie’s
company only wants
to make a partial
payment of 500 EUR.
She therefore changes
the amount from
1.127,89 to 500.
12
Microsoft Dynamics NAV 2015 Finance
8.
On the Home tab,
in the Bank group,
choose Export
Payments to File.
Annie is now happy
with the payment
proposal and proceeds
to create the
electronic file by using
the Export Payments
to File function.
13
Microsoft Dynamics NAV 2015 Finance
9.
In the Export
window, in the File
name field, enter
Payments for
upload on 28-012016.
10. Choose the Save
button.
Annie saves the file
under the name
Payments for upload
on 28-01-2016.
11. Position the curser
on the first line.
12. On the Home tab,
in the Bank group,
choose Credit
Transfer Reg.
Entries.
In the payment
journal, the values in
the Exported to
Payment File and
Total Exported
Amount fields have
been updated to
reflect the payment
export that Annie just
made.
She then logs on to her
web bank and uploads
the file for processing
in the bank.
Annie can also
investigate the
payment export
history for a document
further by selecting
the line and then use
14
Microsoft Dynamics NAV 2015 Finance
Credit Transfer Reg.
Entries function.
This shows details
about any payment
exports that are made
for this open
document. In this case,
we can see that only
one payment export
has been made for this
document, namely an
export of 500. We can
also see that the
original amount on the
document was
1.127,89. In other
words, the payment
exports made so far
only covers the invoice
amount partially.
In summary, the
export history features
help Annie keep track
of the payment status
for any open vendor
document and
provides Annie with
15
Microsoft Dynamics NAV 2015 Finance
tools to reduce the risk
of errors, such as
paying vendors twice
or losing the overview
in partial payment
scenarios.
13. Select all lines in
the Payment
Journal window.
14. On the Home tab,
in the Manage
group, choose
Delete.
15. Choose Yes on the
message that
appears.
Annie is now done
with the payment
process. She does not
want to post any
payments until she has
confirmation from the
bank that the
payments are
executed. Therefore,
she simply deletes the
lines in the payment
journal, because she
wants to wait and
register the payments
in the Payment
Reconciliation Journal
window as they get
executed by the bank.
This way, she is sure of
having accurate cash
postings in her system.
16
Microsoft Dynamics NAV 2015 Finance
To learn more about
how to register bank
transaction data
automatically in the
Payment
Reconciliation Journal
window, refer to the
demo video, “How do I
Reconcile Incoming
and Outgoing Bank
Payments in a
Payments
Reconciliation Journal
in Microsoft Dynamics
NAV 2015”.
17
Microsoft Dynamics NAV 2015 Finance
Demo 3 — Manage Open Documents for Which Payment Exports Have Been Made Previously
Demo story: A few days later, on Monday the 1st of February 2016, Annie must create electronic payments again for the WWB-EUR bank account covering invoices
that are due up until the fifth of February 2016. At this point, the payments made in Demo 2 are still not posted, and Annie therefore needs help to avoid accidently
paying vendors twice or too much.
What to do
1.
2.
3.
4.
5.
6.
In the Search box,
enter Payment
Journal, and then
choose the related
link.
In the Batch Name
field, choose
WWB-EUR.
On the Home tab,
in the Prepare
group, choose
Suggest Vendor
Payments.
In the Suggest
Vendor Payments
window, in the Last
Payment Date field,
enter 05-02-2016.
Select the Skip
Exported Payments
check box.
Choose the OK
button.
What to say
Screenshots
Annie opens the
Payment Journal
window and asks the
system to suggest
payments for invoices
that are due up until
the fifth of February
2016. She does not
want to create
payment proposals for
open vendor
documents for which
electronic payments
previously have been
created, and she
therefore selects the
Skip Exported
Payments check box.
18
Microsoft Dynamics NAV 2015 Finance
7.
8.
9.
Select all lines in
the window.
On the Home tab,
in the Manage
group, choose
Delete.
Choose Yes on the
message that
appears.
As you can see,
because we selected
the Skip Exported
Payments check box,
the system only
proposes payments for
open documents for
which no payment
exports have been
made yet. In other
words, the Exported to
Payment File and
Total Exported
Amount fields are
both empty for the
proposed payments,
and the lines proposed
in Demo 2 are not part
of this payment
proposal.
This way Annie does
not risk paying vendor
documents for which
payments have already
been made or which
still need to be
registered in the
system.
19
Microsoft Dynamics NAV 2015 Finance
10. On the Home tab,
in the Prepare
group, choose
Suggest Vendor
Payments.
11. In the Suggest
Vendor Payments
window, select the
Skip Exported
Payments check
box.
12. Choose the OK
button.
Another way of
controlling the
payment process is to
manually go through
which proposed
payment lines to keep
in the payment
proposal and which to
delete before creating
the payment file. This
is useful, for example,
when Annie also has
open documents that
are only partially paid.
In this case, she may
not want to filter out
all open documents for
which payment
exports have been
made previously.
Instead, she probably
wants to make
additional partial
payments for these
documents at some
point.
20
Microsoft Dynamics NAV 2015 Finance
When she runs the
Suggest Vendor
Payments function
without selecting the
Skip Exported
Payments check box,
she will get payment
proposals for all open
documents, including
for those where
payment files are
already exported. She
can then manually edit
the list of payment
proposals, for example
by changing amounts
or deleting proposals
for open documents
where payment files
are already exported.
Identifying and
investigating the
payment history for
open documents is
easy, as demonstrated
in Demo 2.
21
Microsoft Dynamics NAV 2015 Finance
Demo 4 — Track Payment History and Re-export Electronic Payments
Demo story: Annie, or the auditor, sometimes needs to investigate previous electronic payments. Also, when Annie has misplaced an electronic payment file that she
has created, she wants to be able recreate it again.
What to do
1.
2.
3.
In the Search box,
enter Payment
Journal, and then
choose the related
link.
In the Batch Name
field, enter EUR.
On the Home tab,
in the Bank group,
choose Credit
Transfers Registers.
What to say
Screenshots
Annie, or the auditor,
must sometimes
investigate previous
electronic payments.
Fortunately, the
history of electronic
payments is captured
in a register. It is easy
for Annie to navigate
from the Payment
Journal window to the
register by using the
Credit Transfer
Registers action.
Alternatively, she can
navigate to the
register by entering
Credit Transfer
Registers in the Search
box.
22
Microsoft Dynamics NAV 2015 Finance
4.
In the Credit
Transfers Registers
window, select the
line for the most
recent credit
transfer, and then,
on the Home tab,
in the Process
group, choose
Entries.
The Credit Transfer
Registers window
contains all credit
transfers that have
been exported to
payment files. Annie
can open credit
transfer to see the
detailed payment lines
by placing the cursor
on the credit transfer
and choosing the
Entries action.
5.
Choose the Close
button.
The list of entries
contained in the credit
transfer enable Annie,
or the auditor, to track
details, such as the
Recipient IBAN and
Recipient Bank Acc.
No. of previous
payment exports.
23
Microsoft Dynamics NAV 2015 Finance
6.
7.
8.
In the Credit
Transfer Registers
window, select the
line for the most
recent credit
transfer.
On the Home tab,
in the Process
group, choose
Reexport Payments
to File.
In the Save As
window, specify the
location that the
file is exported to,
and then choose
Save. You may
want to replace the
previous version of
the payment file.
The Credit Transfer
Registers window also
gives Annie the
possibility to recreate
payment files. This is
useful, for example, if
Annie loses a payment
file or the file is
corrupt, for some
reason.
In order to recreate a
payment file, Annie
simply places the
cursor on the relevant
credit transfer, and
then select the
Reexport Payments to
File action. The
payment file is then
recreated for Annie to
save to her drive and,
when she is ready,
upload to her web
bank.
24
Microsoft Dynamics NAV 2015 Finance
As you can see, after
recreating the
payment file, the
status of the credit
transfer changes from
File Created to File Reexported. This helps
Annie identify which
credit transfers have
been re-exported to
payment files.
25
Microsoft Dynamics NAV 2015 Finance
9.
On the Home tab,
in the Process
group, choose
Payment Re-export
History.
Annie can view the
history of files that she
or other users have reexported by selecting
the Payment Reexport History action.
26
2. Payment Reconciliation Journal
Source: Demo Script - How to Handle Payments with Payment Discounts in the Payment Reconciliation Journal – Nikola Kukrika
(Software Engineer II), Heidi Andreasen (Program Manager), August 2014, Microsoft
Demo data
The demonstration scenarios require demo data preparation. You must place this demo file on your computer drive before
running the demos: Demo_file_1.txt
You must prepare the following demo data in the system:
Set up a bank account:




Open the card for the WWB-EUR bank account.
In the Bank Statement Import Format field, select SEPA CAMT.
In the Match Tolerance Type field, select Amount.
In the Match Tolerance Value field, enter 0,5.
Post the following sales invoice:





Customer No= 34010602 (Helguera industrial)
Type= Item
No.=1100 (Front Wheel)
Quantity= 2
Before posting the invoice, verify that the value in the Total Incl. VAT (EUR) field is 2.464,48.
Post the following sales invoice:





Customer No= 34010602 (Helguera industrial)
Type= Item
No.=1100 (Front Wheel)
Quantity= 5
Before posting the invoice, verify that the value in the Total Incl. VAT (EUR) field is 6.161,21.
27
Post the following sales invoice:





Customer No= 34010602 (Helguera industrial)
Type= Item
No.=1000 (Bicycle)
Quantity= 2
Before posting the invoice, verify that the value in the Total Incl. VAT (EUR) field is 11.597,56.
Post the following sales invoice:





Customer No= 31505050 (Woonboulevard Kuitenbrouwer)
Type= Item
No.=1000 (Bicycle)
Quantity= 3
Before posting the invoice, verify that the value in the Total Incl. VAT (EUR) field is 17.396,35.
Post the following sales invoice:





Customer No= 31505050 (Woonboulevard Kuitenbrouwer)
Type= Item
No.=1000 (Bicycle)
Quantity= 2
Before posting the invoice, verify that the value in the Total Incl. VAT (EUR) field is 11.597,56.
28
Demo 1 – Automatically Reconcile Payments with Payment Discounts
Demo story: Annie, the bookkeeper, frequently (usually daily or several times a day) reconciles incoming and outgoing bank
payments to get an updated picture of the cash situation in her company. The company offers payment discounts to customers if
they pay within a specified date discount date.
Today, Annie is going to reconcile payments for the WWB-EUR bank account by using the Payment Reconciliation Journal window.
For this purpose, she has chosen a bank statement file from her bank that contains a payment that she has decided to apply.
What to do
1.
2.
3.
In the Search box,
enter Payment
Reconciliation
Journals, and then
choose the related
link.
On the Home tab, in
the New group,
choose New Journal.
In the Payment Bank
Account List window,
select WWB-EUR, and
then choose the OK
button.
What to say
Screenshots
In Microsoft Dynamics
NAV 2015, it is easy for
Annie to get started
with the automatic
payment reconciliation
as she can do the
necessary setup on the
fly. She simply opens a
new journal for the
bank account that she
wants to reconcile
payments. In this case,
the WWB-EUR bank
account.
29
4.
In the Payment
Reconciliation Journal
window, on the Home
tab, in the Application
group, choose Import
Bank Statement.
When she chooses the
OK button, the
Payment
Reconciliation Journal
window opens
prepared for the
selected bank account.
She then proceeds to
fill it with payments by
importing the related
bank statement file.
5.
In the Select a file to
import window, select
the file Demo_file_1,
and then choose the
Open button.
The system now asks
Annie to select the file
on her computer drive
that she wants to
import. She selects
Demo_file_1.txt.
30
6.
On the Home tab, in
the Process group,
choose Apply
Automatically.
The payment data
from the bank
statement file is
imported into the
journal for the WWBEUR bank account. In
this file, there are five
payments.
31
7.
Choose OK on the
message that appears.
A message tells Annie
that the system has all
five payments to open
entries, representing
unpaid documents.
8.
In the Payment
Reconciliation Journal
window, select the first
line.
On the Home tab, in
the Review group,
choose Apply
Manually.
Annie can see that two
lines have been
applied with high
match confidence and
that three lines have
been applied with low
match confidence.
9.
To investigate if the
amounts match, Annie
selects the first line
32
and then selects Apply
Manually.
10. In the Payment
Application window,
on the Home tab, in
the Review group,
choose Accept
Applications.
In the Payment
Application window,
Annie can see that the
correct invoice is
selected for
application.
The window closes.
In the FactBox, the
Amount Incl.
Tolerance Match field
is set to Yes - Single,
meaning that only one
invoice in the system
with this amount
exists.
Annie chooses Accept
Applications to mark it
as reviewed.
33
11. In the Payment
Reconciliation Journal
window, select the
second line.
12. On the Home tab, in
the Review group,
choose Apply
Manually.
Annie proceeds to
investigate the second
payment journal line.
34
13. In the Payment
Application window,
on the Home tab, in
the Review group,
choose Accept
Applications.
14. Choose Yes on the
message that appears
to credit the customer
for the rounding
amount.
The window closes.
In the Payment
Application window,
Annie can see that the
correct invoice is
selected.
In the FactBox, the
Amount Incl.
Tolerance Match field
is set to Yes - Single,
meaning that only one
invoice in the system
with this amount
exists.
System has matched
the invoice based on
the remaining amount
including discount and
the amount tolerance
that is specified on the
bank account card.
When she chooses
Accept Applications,
or posts the
application, the system
will credit the
customer account with
remaining amount.
35
15. In the Payment
Reconciliation Journal
window, select the
third line.
16. On the Home tab, in
the Review group,
choose Apply
Manually.
Annie proceeds to
investigate the third
line.
36
17. In the Payment
Application window,
on the Home tab, in
the Review group,
choose Accept
Applications.
18. Choose Yes on the
message that appears
to credit the customer
for the overpaid
amount.
The window closes.
In the Payment
Application window,
Annie can see that the
user has paid the full
amount by mistake.
The system does not
consider this amount,
since the payment
discount should have
been applied.
As the invoice has
been paid within the
payment discount
date, the system closes
the invoice with an
amount corresponding
to value in the
Remaining Amount
Incl. Payment
Discount field.
Concerning the
difference, Annie can
decide if she wants to
refund the customer
immediately or credit
the customer.
37
Demo 2 – Manually Handle Payment Discounts
Demo story: In some cases, the bookkeeper, Annie, wants to update the payment discount details to close an open entry. This
demonstration shows how to manually handle cases where a user has paid the discounted amount after the payment discount due
date or has paid an insufficient amount.
What to do
1.
2.
In the Payment
Reconciliation Journal
window, select the
fourth line.
On the Home tab, in the
Review group, choose
Apply Manually.
What to say
Screenshots
For the fourth line, Annie
sees that the amounts do
not match. She selects a
line and chooses Apply
Manually to investigate.
38
3.
4.
In the Payment
Application window, in
the Remaining Pmt.
Discount Possible field,
enter 1,396.35 instead of
the existing discount
amount.
On the Home tab, in the
Review group, choose
Accept Applications.
The window closes.
Annie can see that the user
has underpaid the invoice.
User has negotiated a
larger discount and the
payment discount needs to
be updated.
Annie enters 1,396.35
instead of the existing
discount amount.
She can see that the
remaining amount after
posting has turned to zero,
and that the invoice will be
closed after posting.
She chooses Accept
Applications to mark the
invoice as reviewed and
proceeds with the review.
39
5.
6.
7.
In the Payment
Reconciliation Journal
window, select the fifth
line.
On the Home tab, in the
Review group, choose
Apply Manually.
For the fifth line, Annie
sees that the amounts do
not match. She selects a
line and chooses Apply
Manually to investigate.
In the Payment
Application window, in
the Pmt. Discount Date,
change the data to
match transaction date,
02/10/2016.
Annie can see that the
customer has paid the
discounted amount after
the payment discount
date.
She still decides to grant
the payment discount
anyway. To do this, she
changes the payment
discount date to equal the
transaction date.
She can see that the
remaining amount after
posting has turned to zero,
and that the invoice will be
closed after posting.
40
She chooses Accept
Applications to mark the
invoice as reviewed and
proceeds with the review.
8.
In the Payment
Reconciliation Journal
window, on the Home
tab, in the Process
group, choose Post.
Annie sees that all the five
payments are reviewed
and the differences in
amounts are handled. She
posts the journal to post
the invoices as paid and
close the open entries as
applied.
41
3. Bank Data Conversion Service
Source: Demo Script - Using the Bank Data Conversion Service to Export Payment Files and Import Bank Statement Files, Rikke
Lassen (Program manager), June 2014, Microsoft
Set Up the Bank Data Conversion Service
In the Search box, enter Bank Data Conv. Service Setup, and then choose the related link. In the Bank Data Conv. Service Setup
window, demo data is set up to connect to the bank data conversion service with a demo account that can be used to try out
the functionality. This service allows conversion of exported payment files for a demo bank and conversion of imported bank
statement files in a predefined format. Accordingly, it does not create fully functional data files.
To set up a fully functional solution, the customer must sign up for the service and get a user name and a password. Information
on signing up to the bank data conversion service is provided as Help by AMC-Consult A/S.
Integration to the bank data conversion service requires a password, which is stored in the database. It is recommended that
you encrypt the password for security reasons. The Bank Data Conv. Service Setup window will guide you to the Data
Encryption Management window where you can encrypt the password.
Note: Data encryption is not required for this demonstration of the Bank Data Conversion Service feature, so choose No when
you are asked to open the Data Encryption Management window.
Demo Data Preparation
In the demo company, the following data has been preconfigured to use with the bank data conversion service.
Bank account:




WWB-TRANSFERS is set up to handle the connection with the Demo Bank GB format and uses the predefined payment export format.
Furthermore, the import of bank statement files will use a specific demo format.
The defined definitions of fields to export and import are defined in the Data Exchange Framework with the definitions for credit
transfers BANKDATACONVSERVCT, and bank statement import format, BANKDATACONVSERVSTMT. These are also the definitions to
be used in an actual implementation.
The WWB-TRANSFERS bank account is set up to be used for demonstration purposes with IBAN GB29 RBOS 6016 1331 9268 19
It also contains the value in the Credit Transfer Msg. No. field to be used in the export of payment files.
Payment methods
42

The BNKDOMCONV and BNKINTCONV payment methods are created to enable both domestic and international payments. Adding
these codes on the vendor card that is selected for demo will prefill required fields in the Payment Journal window.
Payment Journal Batch

The BANK CONV payment journal batch is preset to enable export. The Allow Payment Export check box is selected.
Vendors
To exporting payments, you must fill the following bank information on the vendor card:
Vendor – no. 10000 (London Postmaster)


On the vendor card, the Preferred Bank Account field is set up with bank account numbers. Ensure that ECA is set as the preferred
bank.
On the vendor card, in the Payment Method Code field, enter BNKCONVDOM.
Vendor – no. 20000 (AR Day Property Management)


On the vendor card, the Preferred Bank Account field is set up with bank account numbers. Ensure that ECA is set as the preferred
bank.
On the vendor card, in the Payment Method Code field, enter BNKCONVDOM.
Purchase invoices
Post a purchase invoice with the following values:
Buy-from Vendor No.
10000
Vendor Invoice No.
1111
Type
Item
No.
1110
Quantity
10
Due Date
28-01-2015
Posting Date
28-01-2015
Post a purchase invoice with the following values.
43
Buy-from Vendor No.
20000
Vendor Invoice No.
1111
Type
Item
No.
1110
Quantity
10
Due Date
28-01-2015
Posting Date
28-01-2015
Note that the posting date is important to set correctly as the bank data conversion service will validate if the date is acceptable
for the bank.
44
Demo 0 — Set Up the Bank Data Conversion Service
Demo Story: When banks in corporate online banking offer their customers to upload payment files with payment instructions
exported directly from the ERP system, the user can save a lot of time and reduce errors compared to manually keying in payment
instructions in the online bank. This demo will show how to set up Microsoft Dynamics NAV to export payment data and integrate to
the bank data conversion service to create an electronic bank file that can be uploaded to corporate online banks.
Payment upload requires that the electronic bank file generated by the ERP system matches the file type that the bank is able to
receive and process. You can set up the bank account in Microsoft Dynamics NAV so that payments created for the related bank can
be exported to a file of the correct type and converted to the correct bank file by using Bank Data Conversion Service.
What to do
1.
2.
In the Search box, enter
Bank Data Conversion
Service, and then choose
the related link.
Validate that the service is
set up.
What to say
Screenshots
To use the service, you must sign
up at the service provider.
Connecting to the provider’s signup page from this window allows
the user to sign up for the service
and create the user name and
password that is required for the
service to connect.
This is also the place to get a quick
entry to the status of the service
and to see support information for
the service.
Sign-up is a precondition to use
the service. Demo data is set up to
connect with a demo user and will
produce a demo file.
45
3.
Reminder to turn on
encryption for the
password.
To secure your password for
connecting to the service, it is
recommended that you to turn on
data encryption. This is enforced
by showing a dialog box when you
close the Bank Data Conversion
Service window. If you choose Yes,
you will be taken to the Data
Encryption Management window
for further setup.
Choose No in this demonstration.
46
4.
Enable data encryption
To enable data encryption, select
the Enable Encryption check box.
This will generate an encryption
key on the server. It is
recommended to export the key
and keep it in a secure place as a
backup. This is simple to do using
the Export Encryption Key action.
Encryption is now turned on, and
the password is stored safely.
47
Demo 1 — Set Up Payment Export for a Bank Account
Demo Story: When banks in corporate online banking offer their customers to upload payment files with payment instructions
exported directly from the ERP system, the user can save a lot of time and reduce errors compared to manually keying in payment
instructions in the online bank. This demo will show how to set up Microsoft Dynamics NAV to export payment data to an electronic
bank file that can be uploaded to corporate online banks.
Payment upload requires that the electronic bank file generated by the ERP system matches the file type that the bank is able to
receive and process. You can set up the bank account in Microsoft Dynamics NAV so that payments created for the related bank can
be converted to a file of the correct type.
Note: For demonstration purposes, use the WWB-Transfer bank account, which is set up with a demo account. The Bank Conv.
Payment journal batch is preset to exporting payments
48
What to do
1.
2.
3.
In the Search box,
enter Bank
Accounts, and then
choose the related
link.
Select the bank
account WWBTRANSFER. On the
Home tab, in the
Manage group,
choose Edit.
Choose the OK
button.
What to say
Screenshots
First, you must set the right file format for
the bank account that you want to pay from.
The bank that holds the account will indicate
what file types are supported. On the bank
account card, in the dropdown menu, select
the Payment Export Format field, and then
choose BANKDATACONSERVCT.
For import of bank statements, the Bank
Statement Import Format field must be set
to BANKDATACONVSERVSTMT.
The Bank Name – Data Conversion field
must be set up by pointing to the selected
bank from the bank data conversion service.
The lookup provides a list of supported
formats. The list is filtered by the
country/region on the bank and on the
company setup
Your bank account must have either have a
bank account number filled or the IBAN field
filled. For some formats, it is required to fill
the Bank Clearing Standard and the Bank
Clearing Code fields. For demo purposes, the
IBAN field has been preset with information.
49
4.
5.
6.
7.
8.
In the Search box,
enter Payment
Journals, and then
choose the related
link.
Choose the dropdown button in the
Batch Name field.
In the General
Journal Batches
window, choose
New.
Validate that the
BANK CONV
payment has been
set up correctly
Choose the OK
button.
You use a specific batch in the Payment
Journal window for the bank account that
you want to pay your vendors from. In this
batch, you will be creating vendor payments
and exporting the payment data. The
payment journal must allow export which is
defined in the definition of the general
journal batch by selecting the Allow
Payment Export check box.
50
Demo 2 — Set Payment Information on a Vendor Card
Demo Story: When you expect to pay a vendor on a recurring basis, there are efficiency gains from setting up default payment
details for the vendor. Once payment details are set up in the Vendor Card window, future purchase documents will automatically
be linked to the payment information and this will automate the creation of the payment line in the Payment Journal window.
What to do
1.
2.
3.
4.
5.
In the Search box, enter
Vendors, and then
choose the related link.
Select vendor number,
10000 London
Postmaster, and then
double-click on the line
to open the Vendor Card
window.
In the Vendor Card
window, on the
Payments FastTab, in the
Preferred Bank Account
field, select ECA.
In the Payment Method
Code field, select
BNKCONVDOM.
Choose the OK button.
What to say
Screenshots
If you buy from a
vendor on a recurring
basis, you can set up
payment details on
the vendor card so
that whenever you
create purchasing
invoices or lines in the
journal for that
vendor, the payment
details are
automatically filled
with the payment
details from the
vendor card.
Go to the vendor card
and set the payment
method code and the
preferred bank
account.
51
6.
7.
8.
9.
10.
11.
12.
13.
14.
In the Search box, enter
Purchase Invoice, and
then choose the related
link.
On the Home tab, in the
New group, choose New.
On the General FastTab,
in the Buy-from Vendor
No. field, enter 10000.
In the Vendor Invoice
No. field, enter 3.
On the Lines FastTab, in
the Type field, enter
Item.
In the No. field, enter
1110.
In the Quantity field,
enter 10.
On the Invoicing FastTab,
in the Due Date field,
change the date to 3001-2015.
On the Home tab, in the
Posting group, choose
Post.
Going forward, when
you create purchase
documents in the
system for this vendor
(either in the
Purchase Invoice
window or in a
journal), the payment
details on the vendor
card will automatically
be linked to the new
purchase document.
This helps automate
the generation of
payment lines later in
the Payment Journal
window. Beware that
when payment details
are added to a vendor
card, they will NOT
automatically be
linked to purchase
documents that are
already created in the
system.
To illustrate how new
purchase documents
are automatically
linked to the vendor’s
payment information,
we create a purchase
52
invoice for the vendor
London postmaster. In
the next demo where
we generate a line for
this document in the
Payment Journal
window, we will see
that the payment
details are
automatically filled.
53
Demo 3 — Create Payment Data in the Payment Journal and Export it to a Payment File
Demo Story: You will create payment data in the Payment Journal window. To create the payment lines that need to be exported, you can either use the
Posted Purchase Invoices window as a starting point or enter payments directly in the payment journal.
What to do
1. In the Search box, enter
Payment Journals, and then
choose the related link.
2. Choose the drop-down
button in the Batch Name
field.
3. In the General Journal
Batches window, select
BANK CONV
4. Choose the OK button.
What to say
Screenshots
Go to the Payment Journal window
and choose the batch for the bank
account that you want to create a
payment proposal for, in this case,
BANK CONV.
- 54 -
You are now ready to start creating a
payment proposal for WWB-Transfer
in the payment journal. Note the
following about fields in relation to
payment export:
Has Payment Export Error: If the value
is Yes, then one or more errors exist
for the journal line, which prevents
creation of the payment file.
Exported to Payment File: If this check
box is selected, it means that the line
has already been exported to a
payment file. You can choose to
export it again if you want to.
Posting Date: The system will insert
this date in the bank file as the
dispatch date, meaning the date that
you want the bank to process the
payment.
Document Type: Must be set to
Payment.
Recipient Bank Account: Must be
filled with a vendor bank. For demo
purposes the IBAN field has been
preset with information.
- 55 -
5. On the Home tab, in the
Prepare group, choose
Suggest Vendor Payments
6. In the Suggest Vendor
Payments window, in the Last
Payment Date field, enter
2801-2015. In the Bal.
Account Type field, select
Bank Account. In the Bal.
Account No. field, select
WWB-TRANSFER.
7. Choose the OK button.
You can either create payment lines
by manually creating lines in the
payment journal or you can use the
Suggest Vendor Payments function
that will propose payments for open
purchase documents in the system. In
this demo, we use the Suggest
Vendor Payments function to find
documents where the vendors must
be paid on the 31st of January 2015 at
the latest.
Please note that as a new thing, the
Suggest Vendor Payments function
has a Skip Exported Payments check
box.
Note that setting the Bal.Account No.
and Bal. Account Type fields will
preset the fields in the journal
correctly.
- 56 -
8. Select the first line, and then
in the Message to Recipient
field, enter “From Cronus,
Invoice 1111.”
9. Select the three lines with the
value set to 31-01-2015 in the
Applies-to Doc. Due Date
field.
10.
On the Home tab, in the
Manage group, choose
Delete.
The system has found three open
purchase documents and created
payment lines for them in the journal.
Now you need to decide which of the
open documents you want to pay.
Also, we add a message to the
payment to vendor number 10000
telling the vendor that the payment
comes from Cronus and referring to
his invoice number 1111. We can see
this number in the Applies-to-Ext.
Doc. No. field.
- 57 -
11.
On the Home tab, in the
Bank group, choose Export
Payments to File.
12.
Choose OK on the error
message that appears.
We are now satisfied with the
payment proposal and we export the
payment data to an electronic bank
file so that we can upload this file
with payment instructions to our
online bank. We select the function
that creates the payment file, but we
get an error message.
Note: The payment method must be
set to either BNKDOMCONV or
BNKINTCONV to get to the correct
format. This can be set up as default
on the vendor card as well.
- 58 -
13. Go to the first line that has
Yes in the field, and then
choose the link.
14. On the same line, in the
Recipient Bank Account
field, select UTR in the
dropdown.
15. Go to the next line that has
no value in the Recipient
Bank Account field, and then
select UTR in the dropdown.
We close the error message box, and
the system indicates that two lines
have errors that block the creation of
the payment file. We choose the Yes
value in the Has Payment Export
Error field, and we can then read in
the FactBox to the right what the
problem is. The message says that
the payment date is more than 365
days ahead and that we can adjust
the posting date.
When we double-click on the FactBox
line, we get more information from
the service provider.
- 59 -
16. On the Home tab, in the
Bank group, choose Export
Payments to File.
17. In the Export File window,
choose Open. A window
opens with bank file in the
format that have been
specified with bank data
conversion service setup
18. Close the window with the
XML-file.
We try to export again and this time
there is no data missing. The system
gives us the option to either view the
bank file that has been created or
save it. We want to check the file
before saving it to a drive, so we
select Open.
- 60 -
19. In the Payment Journal
window, on the Home tab, in
the Bank group, choose
Export Payments to File.
20. In the Export File window,
choose the Save button.
Back in the payment journal, we
choose the Export Payments to File
function again and this time we want
to save the file.
After saving the file on the drive, we
can upload it to the online bank for
processing.
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Demo 4 – View a Register with Exported Payments
Demo Story: You might want to check what payments that have been exported to an electronic bank file.
What to do
1.
2.
3.
In the Search box,
enter Credit Transfer
Register, and then
choose the related
link.
Go to the last posted
line.
On the ribbon, choose
Entries.
What to say
Screenshots
If you want to
view what
payments have
been exported
previously and
into which files,
you can go to
the Credit
Transfer
Register
window. In the
bottom of the
list, you find a
line for the
bank file that
was created in
the previous
demo.
When you
choose Entries
on the Home
tab, in the
Process group,
a new window
opens to show
- 62 -
the details of
the payment
lines that were
exported to the
file.
What to do
4.
5.
6.
In the Search box, enter Credit
Transfer Register, and then choose
the related link.
Go to the last posted line.
On the Home tab, in the Process
group, choose Entries.
What to say
Screenshots
If you want to view what
payments have been
exported previously and
into which files, you can go
to the Credit Transfer
Register window. In the
bottom of the list, you find
a line for Payment Transfer
file that was created in the
previous demo. When you
choose Entries on the
Home tab, in the Process
group, a new window
opens to show the details
of the payment lines that
were exported to the file.
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Demo 5 – Prepare for Bank Account Reconciliation by Importing Bank Statements Using the Bank Data Conversion Service
Demo Story: Importing bank statements combined with automatic matching against bank ledger entries eliminates trivial, repetitive, and time-consuming
tasks and makes bank reconciliation both fast and easy to do. Once in a while, for example, biweekly, you do a periodic reconciliation of the bank account
ledger entries by matching the bank statement lines for a period to the posted bank account entries. The integration to Bank Data Conversion Service
enables you to import in the format that your bank provides without changing the data exchange setup.
Note that it is also possible to import the bank statement file to the Payment Reconciliation Journal window to prepare for application of payments to their
related business documents. For more information, see the “Reconcile Payments” demo script for Microsoft Dynamics NAV 2015.
The following file to be used for demonstration contains three statement lines that can be matched manually: Bank Conversion Demo Statement.txt
What to do
1.
2.
3.
4.
5.
In the Search box, enter Bank
Account Reconciliations, and then
choose the related link.
On the Home tab, in the Manage
group, choose New.
In the Bank Account No. field,
select WBB-Transfer
In the Statement No. field, enter 1.
In the Statement Date field, enter
26-01-2015
What to say
Screenshots
First, you create a new
bank reconciliation
record for your bank
account.
Since WWB-transfers has
not been used before,
the statement ending
balance is 0, and the
statement number can
be set to 1.
The Bank Account
Ledger Entries pane
shows the three
purchase invoice that
were posted in the
previous steps.
- 64 -
What to do
6.
7.
On the Home tab, in the Bank
group, choose Import Bank
Statement.
Select the bank statement file from
its location on the drive. Use the
file that is attached to this
document.
What to say
Screenshots
You import the bank
statement file, and lines
will now be populated in
the Bank Statement
Lines pane on the left
side.
- 65 -
What to do
8.
9.
Match the bank statement lines to
the bank account ledger entries
To manually match select the two
lines that should match and select
Match Manually action.
What to say
Screenshots
After importing the file,
it is possible to hopefully
match the lines
automatically or
manually.
- 66 -
VAT
1. VAT Clauses
Source: Microsoft IT Academy – 80663 - What's New Functional in Microsoft Dynamics NAV 2015 - Module 05: Other Application Enhancements - VAT
Clauses, Microsoft
VAT clauses are used to provide descriptive
information about VAT on sales document.
VAT clause is displayed on a printed document
alongside the VAT identifier or VAT rate.
User can define VAT clauses in
Departments/Financial
Management/Setup/VAT Posting Group/VAT
Clauses.
VAT clause is linked with VAT posting setup. So
the combination of VAT business posting group
and VAT product posting group can carry a VAT
clause.
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User can link VAT clause and VAT posting setup
in Departments/Financial
Management/Setup/VAT Posting Group/VAT
Posting Setup.
VAT clause is copied to the sales line and it is
supported in the following documents:
Sales – Invoice
Sales – Credit Memo
Service - Invoice
Service - Credit Memo
Reminder
Finance Charge Memo
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2. VAT Registration No. Verification
Source: Microsoft IT Academy – 80663 - What's New Functional in Microsoft Dynamics NAV 2015 - Module 05: Other Application Enhancements - VAT
Registration No. Verification, Microsoft
VAT Registration No. Verification uses EU web service to verify
whether provided VAT Registration No. for Contact, Vendor or
Customer is valid. EU web service URL is defined in General
Ledger Setup in VAT Reg. No. Validation URL field. Valid URL is
http://ec.europa.eu/taxation_customs/vies/services/checkVatS
ervice
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It also checks formats of VAT Registration No. defined per
country.
To set VAT Registration No formats go to
Departments/Administration/Application
Setup/General/Countries/Regions, select country and run VAT
Reg. No. Formats from Navigate tab.
VAR Registration No. Check can be called from customer,
vendor or contact card by clicking assist-edit button next to
VAT Registration No. field.
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To run the check run Verify Registration No. action on Home
tab.
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Microsoft Dynamics NAV 2015 Finance
Microsoft Dynamics NAV 2015
Reports Enhancements
1.
Word Document Reports
Source: Demo Script – Word Document Reports and Custom Layout, Microsoft
Benefits:



Users are familiar with Word
Flexible layout
WYSIWYG
Limitations



Not suitable for complex layout or very large documents
Conditional formatting is not supported
Number formatting limited to built-in NAV numbers
Lab 1 — Using Report Selector to run Report 1306 Instead of Report 206
Lab story: Microsoft Dynamics NAV 2015 ships with the following a set of new and simplified sales document reports:




1304 Mini Sales – Quote
1305 Mini Sales – Confirmation
1306 Mini Sales – Invoice
1307 Mini Sales – Credit Memo
Out of the box, the customary reports 204, 205, 206, and 207 are still enabled by default. To use the new reports, you set them up by using the report
selection feature. In this lab, the required steps to use the new sales document reports are shown
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Microsoft Dynamics NAV 2015 Finance
What to do
1.
Open the Report Selection – Sales
page by doing one of the following:
• In the Search box, enter Report
Selection – Sales, and then
choose the related link.
• In the navigation pane, choose
Departments, Administration, IT
Administration, and then
Reports.
What to say
Screenshots
For the remaining
labs, instead of
running the default
report “206 Sales –
Invoice”, we want to
run the newly
designed Sales
Invoice report, that is,
report “1306 Mini
Sales – Invoice.”
To do this, we will use
the Report Selection
feature.
2.
In the Report Selection – Sales
window, do the following:
a. Set the Usage field to Invoice.
b. In the Report ID field, replace
206 with 1306.
c. Choose the OK button.
Set up the report
selection to run
report 1306 instead
of report 206 when
printing invoices.
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Microsoft Dynamics NAV 2015 Finance
Lab 2 — Managing Report Layouts
Lab story: Microsoft Dynamics NAV 2015 enables reports to have a single built-in RDLC and Word layout, shared among tenants, as well as any number of
customized layouts per tenant. To browse and manage which layout is currently used for a given report, a new Report Layout Selection list page has been
introduced.
In this lab, we will use the Report Layout Selection page to switch between and run the RDLC and Word layouts that are shipped as part of the new Sales
Invoice report 1306.
What to do
1.
2.
Open Report Layout Selection page
by doing one of the following:
• In the Search box, enter Report
Layout Selection, and then
choose the related link.
• In the navigation pane, choose
Departments, Administration, IT
Administration, Reports, and
then Report Layout Selection.
• In the Small Business Role
Center, on the Actions tab,
choose Setup, Company
Information, and then choose
Report Layouts.
Ensure that the Company Name
field is set to the correct company
because reports layouts are
company-specific.
What to say
Screenshots
The Report Layout
Selection page lists all
of the reports that are
available for the
company that is
specified in the
Company field at the
top of the window.
The Selected Layout
field specifies the
layout that is currently
used for a given report.
A report can be set up
with more than one
report layout, which
you can then switch
among as needed.
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Microsoft Dynamics NAV 2015 Finance
Depending on the
layouts that are
available for a report,
you can choose to use
a built-in RDLC layout,
a built-in Word layout,
or a custom layout.
From the Report
Layout Selection page,
it is also possible to
manage custom
layouts for reports.
3.
4.
5.
In the list, locate the document
report 1306 Sales – Invoice by doing
one of the following:
• Scroll down through the list.
• Filter on the Report ID equal to
1306.
Select the row for report 1306.
Choose the down arrow in the
Selected Layout field to show the
options (RDLC, Word, and Custom).
First we will have a
look at the new report
1306 Sales - Invoice,
which has a built-in
RDLC and Word layout.
Out of the box, it does
not have any custom
layouts – we will add
these in later labs.
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Microsoft Dynamics NAV 2015 Finance
As you can see, the
RDLC (built-in) is
typically the layout
that selected by
default. This can,
however, be controlled
by using the Default
Layout property on the
specific report object in
Microsoft Dynamics
NAV Development
Environment.
Notice that the page
also contains a Custom
Layouts FactBox. This
lists any available
custom layouts for a
selected report in the
list. If there are no
custom layouts for the
report, then you will
have to create one
first.
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Microsoft Dynamics NAV 2015 Finance
6.
7.
8.
9.
In the row for report 1306, set the
Selected Layout field to RDLC (builtin).
On the Home tab, in the Report
group, choose Run Report.
In the resulting report request page,
use default values, and then select
the Print button and choose PDF.
Open and inspect the resulting PDF
file for report, which is based on the
RDLC layout.
We will now select and
run the built-in RDLC
layout for report 1306
Sales – Invoice from
the Report Layout
Selection list page.
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Microsoft Dynamics NAV 2015 Finance
10. In the Report Layout Selection
page, select the line for report 1306,
and then set the Selected Layout
field to Word (built-in).
11. On the Home tab, in the Report
group, choose Run Report.
12. In the resulting report request page,
use default values, and the select
the Print button and choose PDF.
[Note: This might not work for all
client setups because it relies on
server-side PDF conversion. As an
alternative, use the Preview option
on the request page, which will
result in a Word document.)
13. Open and inspect the resulting PDF
file for the report, which is based on
the Word layout.
Finally, we will change
the layout to the builtin Word layout and
then run the report.
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Microsoft Dynamics NAV 2015 Finance
Lab 3 — Customize Report 1306 Sales Invoice Word Layout: Simple Formatting
Lab story: Microsoft Dynamics NAV 2015 enables end users to customize RDLC and Word based report layouts. By default, a report will have a built-in
report layout, which can be either an RDLC report layout or Word report layout, or both. You cannot modify built-in layouts. However, you can create your
own custom layouts that enable you to change the appearance of a report when it is viewed, printed or saved. You can create multiple custom report
layouts for the same report, and then switch the layout that is used by a report as needed.
To create a custom layout, you can either make a copy of an existing custom layout or add a new custom layout, which in most cases is based on a built-in
layout. When you add a new custom layout, you can choose to add an RDLC report layout type, Word report layout type, or both. The new custom layout
will automatically be based on the built-in layout for the report if one is available. If there is no built-in layout for the type, then a new blank layout is a
created, which you will have to modify and design from scratch.
This lab showcases how non-technical end users, such as Annie or Stan, can customize the sales invoice document report by adding a new custom Word
layout based on the built-in Word layout, changing the formatting to the desired visual identity, and setting the new custom layout to the active layout for
the sales invoice report.
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Microsoft Dynamics NAV 2015 Finance
What to do
1.
2.
3.
Open Report Layout Selection
page by doing one of the
following:
• In the Search box, enter Report
Layout Selection, and then
choose the related link.
• In the navigation pane, choose
Departments, Administration, IT
Administration, Reports, and
then Report Layout Selection.
• In the Small Business Role
Center, on the Actions tab,
choose Setup, Company
Information, and then choose
Report Layouts.
Ensure that the Company Name
field is set to the correct company
because reports layouts are
company specific.
In the list, locate the document
report 1306 Sales – Invoice by
doing one of the following:
• Scroll down through the list.
• Filter on the Report ID equal to
1306.
What to say
Screenshots
The normal starting
point for customizing
a report is from the
list of reports in the
application, i.e., from
the Report Layout
Selection page.
A contextual option,
e.g., from the
request page, is not
yet supported.
As we want to
customize the 1306
Sales Invoice, the
first step is to
browse to this in the
report list
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Microsoft Dynamics NAV 2015 Finance
4.
Select the row for report 1306, and
then on the Home tab, in the
Process group, choose Custom
Layouts.
The Custom Layouts
page is used to
create and manage
custom layouts for a
selected report.
Out of the box, the
list is empty, because
there are no custom
layouts.
Notice that the
Custom Report
Layouts page can be
opened by itself by
searching for the
page or using the
Departments, or, as
here, from the
context of a given
report. In the case of
the latter, the page is
filtered to the
selected report ID
when opened. If
opened on its own,
the page lists all
custom layouts
across all reports,
which is useful when
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Microsoft Dynamics NAV 2015 Finance
managing layouts for
multiple reports.
The Custom Layouts
page is also accessed
from the Selected
Layout field on
Report Layout
Selection page. In
this case, the
Custom Layouts
page works as a
lookup. In this mode,
it is still possible to
create and modify
layouts. However,
when you select a
layout in Custom
Layouts page, and
then choose the OK
button to close the
page, the selected
layout becomes the
active layout for the
report.
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Microsoft Dynamics NAV 2015 Finance
5.
6.
7.
On the Home tab, in the New
group, choose New to insert a new
custom layout. The Insert Built-in
Layout for a Report window
appears. The ID and Name fields
are automatically filled in
To add a custom Word report
layout type, select the Insert Word
Layout check box, and then choose
the OK button,
In the Custom Report Layouts
page, in the Description field,
rename the newly created custom
layout to “My Word layout”.
The built-in layouts
themselves cannot
be edited, therefore
we are going to
create a new Word
report layout based
on (or in other
words, a copy of) the
built-in Word layout,
and then customize
that layout further.
The new custom
layout appears in the
Custom Report
Layouts page.
If a new layout is
based on a built-in
layout, then it has
the words Copy of
Built-in Layout in the
Description field. If
there was no built-in
layout for the report,
then the new layout
has the words New
Layout in the
Description field,
which indicates that
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Microsoft Dynamics NAV 2015 Finance
custom layout is
blank.
The Custom Report
Layouts list includes
a Type column that
indicates whether
the custom layout is
RDLC or Word based.
It also includes the
Company Name
column that allows
you to specify
whether the layout
should be company
specific. In this case,
we have made the
custom layout apply
to all companies by
leaving the field
blank.
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Microsoft Dynamics NAV 2015 Finance
8.
On the Home tab, in the Process
group, choose Edit Layout.
With the custom
layout created, we
will now edit it in
Word.
Note that the Edit
function relies on
client-side
automation, and
therefore requires
that the Microsoft
Dynamics NAV 2015
Windows client and
Word 2013 are
installed.
If you are using the
Microsoft Dynamics
NAV 2015 Web client
or a device, the
custom layout can be
edited by manually
exporting the layout
to a Word (.docx)
file, editing it in
Word, and then
importing the layout
file back into the
appropriate report.
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Microsoft Dynamics NAV 2015 Finance
9.
Look at the Word report layout
content.
A Word report layout
is a Word document
with content
controls laid out in
either free form or in
table structures,
which can even be
repeating.
The content controls
themselves map to
fields in the report
dataset.
In this lab, we will
continue changing
some of the
formatting, and then
in a later lab look at
how to add content
controls (fields).
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Microsoft Dynamics NAV 2015 Finance
10. Change the fonts as follows:
a. Select all text (Ctrl+A).
b. On the Home tab, in the Font
group, change the font to
Comic Sans.
11. Change the font size and color of
document title and document no.
as follows:
a. In the header, select the
DocumentTitle_Lbl control, and
then increase font size a
couple of steps and change
the color to Blue, Accent 1 (top
row in normal colors).
b. Repeat for the DocumentNo
control.
12. Add a style to the item lines item
table as follows:
a. Select the item lines table.
b. On the Design tab under Table
Tools, expand the Table Styles
control.
c. Select Grid Table 4, accent 1
(blue, with solid header and
alternating rows).
13. Insert a glowing “Enjoy Microsoft
Dynamics NAV2015!” greeting as
follows:
a. Add text to the end of the
document.
b. Select the text, and then on
Home tab, in the Font group,
select the A in the Text Effects
and Typography field.
In Word, we are
going to make some
format
customizations and
insert a greeting.
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Microsoft Dynamics NAV 2015 Finance
c.
d.
Choose second entry in
second row (Gradient Fill –
Blue, Accent 1, Reflection).
Change the font size to 12.
14. Save the changes and close the
Word document.
15. On the confirmation dialog that
appeared when the layout was
opened for editing, choose Yes to
import the revised layout in the
Microsoft Dynamics NAV client.
With the changes in
place, the Word
layout is saved and
imported back into
Microsoft Dynamics
NAV 2015.
16. In the Custom Report Layouts
page, select the new custom
layout, and then on the Home tab,
in the Report group select Run
Report.
17. In the request page, use default
values, choose the Print button,
and then choose PDF.
18. Open and inspect the result file.
Validate the font, color and size
changes, the table style, and the
greeting.
Before setting the
new custom layout
as the active layout
for the sales invoice
report, we are going
to test it out by
running it from
within the Custom
Report Layouts
page.
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Microsoft Dynamics NAV 2015 Finance
19. Open Report Layout Selection
page again.
20. Locate and select the report 1306
Sales Invoice,
21. Change Selected Layout field to
Custom
Being satisfied with
the new layout, we
are now going to
make this the default
layout for the sales
invoice report.
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Microsoft Dynamics NAV 2015 Finance
22. In Custom Report Layouts page
that appears, select layout “My
Word layout” that you just created,
and then choose the OK button to
close the lookup.
23. Verify that the Selected Layout field
is now set to Custom and the
Custom Layout Description field is
set to “My Word layout” for the
report 1306.
24. Open Posted Sales Invoices by
doing one of the following:
• In the Search box, enter Posted
Sales Invoices, and then choose
the related link.
• In the navigation pane, choose
Posted Documents, and then
Posted Sales Invoices.
25. Select a sales invoice from the list,
and then on the Home tab, in the
Invoice group, choose Print.
To do this, we will
set the Selected
Layout field in the
Report Layout
Selection page to the
newly created
custom layout.
Note that if the
Selected Layout field
is already set to
Custom, then the
actual custom layout
is changed by using
the lookup in the
Custom Layout
Description field
instead.
Finally, we will run
the sales invoice
from a real
application context,
e.g., Posted Sales
Invoices, to verify
that the new custom
layout is used.
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Microsoft Dynamics NAV 2015 Finance
26. In the print dialog, use default
values, select the Print button, and
then choose PDF.
27. Verify that the resulting PDF file is
using the custom layout “My Word
layout” that you created previously.
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Microsoft Dynamics NAV 2015 Finance
Lab 4 — Customize 1306 Sales Invoice Word Layout: Adding Fields and Changing Structure
Lab story: Microsoft Dynamics NAV 2015 enables end users to customize RDLC and Word based report layouts, both from a formatting point of view, as
well as changing the structure and adding new fields from the report’s dataset.
This lab showcases how power users, such as Sean, or technically experienced personas, such as Annie or Stan, can customize the Word based document
reports, like the Sales Invoice report, to include desired fields and layout structure. The lab assumes that lab 3 has been completed, and that there is already
a custom layout available for the document report 1306 Sales Invoice. If this is not the case, the lab can still be run but with the small variation that a new
custom layout based on the built-in Word layout should be used, instead of copying an existing custom layout.
What to do
1.
Open Custom Report Layouts page by doing
one of the following:
• In the Search box, enter Custom Report
Layouts, and then choose the related link.
• In the navigation pane, choose
Departments, Administration, IT
Administration, and then Reports.
What to say
Screenshots
First, we want to make a copy of
the previously created custom
report and work on that. Once
the layout is completed and
tested, we will switch over to
using the layout created in this
lab.
Rather than opening Custom
Report Layouts from the context
of a specific report in the Report
Layout Selection list, we are now
going to open it directly. Note
that doing this will display all
custom layouts unfiltered across
all reports in the tenant. In this
case though, we still only have a
single entry from the previous
lab.
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Microsoft Dynamics NAV 2015 Finance
An alternative to opening the
Custom Report Layout page on
its own, is to open it for a specific
report from the Report Layout
Selection page, and then remove
the report ID filter which has
been set.
2.
3.
4.
5.
6.
Select the “My Word layout” row, and on the
Home tab, in the New group, choose Copy.
In the Description field, rename the newly
created layout to “My advanced Word layout”.
We are going to add fields to the
custom layout made in the
previous lab. However, instead
of modifying that layout directly,
we are going to create a copy.
This lets you work with and test
the layout without risking impact
to an actively used layout.
Select the “My advanced Word layout” row, and
then on the Home tab, in the Process group,
choose Export Layout.
In the Export File dialog, select Save, and save
the file to a preferred device location, such as
the Desktop.
Open the document from the saved location in
Word 2013.
With the custom layout created,
we will now edit it in Word. In
this lab, we will use Import
Layout and Export Layout instead
of Edit Layout, as you would do
when using the Microsoft
Dynamics NAV Web client.
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Microsoft Dynamics NAV 2015 Finance
7.
8.
Select a table structure in the layout, such as the
sales lines.
In Word, on the Layout tab, in the Table group,
choose View Gridlines.
As Word report layouts often use
hidden table structures to align
content controls (such as field
mappings), enabling gridlines in
Word is quite useful to
understand the structure.
As can be seen, the sales invoice
header fields are all arranged in
tables for easier alignment in
Word.
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Microsoft Dynamics NAV 2015 Finance
9.
In Word, do one of the following:
• Right click the ribbon, and then select
Customize the Ribbon.
• On the File menu, choose Options, and then
select Customize Ribbon tab in the Word
Options dialog box.
10. In the right pane, select the Developer check
box, and then choose OK.
11. Select the Developer tab that is now visible in
Word.
To insert new fields from the
report dataset in the Word
layout, we need to take
advantage of the custom XML
mapping feature in Word. This
feature is available in the
Developer tab in Word, which is
hidden by default, so the first
task is to enable it.
12. On the Developer tab, choose XML Mapping
Pane.
13. In the XML Mapping pane, in the Custom XML
Part dropdown list, choose the custom XML
part for the 1306 Sales Invoice. Typically, this is
last in the list. The name of the custom XML
part has the following format:
urn:microsoft-dynamicsnav/reports/Mini_Sales_Invoice/1306
Word layouts in Microsoft
Dynamics NAV 2015 rely on
mapping content controls to
dataset fields. To facilitate this,
Word’s custom XML feature is
used.
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Microsoft Dynamics NAV 2015 Finance
14. The XML Mapping pane now displays the labels
and field controls that are available for the
report. Browse the structure by expanding the
tree and notice heading and different line
structures.
A Word document can contain
one or more embedded XML
parts with data. When Word
layouts are exported or invoked
for editing from Microsoft
Dynamics NAV 2015, the layout
will have a specific Microsoft
Dynamics NAV XML ml part
added, which represents the
dataset structure of the report.
This structure is then used when
mapping the dataset to content
controls.
Therefore, first we need to show
the XML Mapping pane in Word,
and then select the proper
embedded XML part that
represents the report dataset.
The name of the custom XML
part has the following format:
urn:microsoft-dynamicsnav/reports/report_name/ID
Where report_name is the
normalized name that is assigned
to the report as specified by the
report's Name Property in the
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Microsoft Dynamics NAV 2015 Finance
Microsoft Dynamics NAV
Development Environment, and
ID is the identification number of
the report.
15. In the document header table, locate the empty
cell in the last row and second last column.
16. Insert the text marker by clicking in the cell.
17. In the XML Mapping pane, expand the header
structure and locate ShipmentDate_Lbl.
18. Right click on ShipmentDate_Lbl, select Insert
Content Control, and then choose Plain Text.
19. Insert the text marker in the last cell in the row.
20. In the XML Mapping pane, locate
ShipmentDate.
21. Right-click on ShipmentDate, select Insert
Content Control, and then choose Plain Text.
We are going to add a Shipment
date field and a corresponding
Shipment data label (for the
localized field) name to the
document header.
We will add these to the empty
cells at the bottom of the
header, and to the right of the
ShipmentMethodDescription
field.
When inserting the fields from
the XML Mapping pane, Word
inserts a content control at the
text marker in the document,
and links that content control to
the xpath of the field in the
custom XML part that represents
the dataset. The content control
also gets a visible name/caption
which corresponds to the field
name – however, this does not
determine the mapping. The
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Microsoft Dynamics NAV 2015 Finance
name can be changed, but the
mapping remains the same.
To remap a content control,
either delete the content control
and add a new one, or highlight
the content control, find the
correct field in the XML Mapping
pane, right click it and then
select Map to Selected Content
Control,
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Microsoft Dynamics NAV 2015 Finance
22. Save the document in Word.
23. Go back to the Custom Report Layouts page in
Microsoft Dynamics NAV 2015 and make sure
the new custom layout “My advanced Word
layout” is selected.
24. On the Home tab, in the Process group, choose
Import layout
25. In the Import Word Document dialog box,
browse to the location where you exported the
layout in the beginning of the lab, select the
edited Word file, and choose OK to import the
layout.
Sean could have continued to
add, delete, or move fields
around, but for this lab, Sean is
content, so he saves his work
and imports the layout
document back into the new
custom Word layout in Microsoft
Dynamics NAV.
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Microsoft Dynamics NAV 2015 Finance
26. In the Custom Report Layouts page, select the
“My advanced Word layout” row, and then on
the Home tab, in the Report group, select Run
Report.
27. In the resulting request page, use default
values, select the Print button, and then choose
PDF.
28. Inspect the resulting report and validate that
Shipment Date is included.
Before setting the new custom
layout as the active one, Sean
runs it to validate it works as
intended.
29. Open Report Layout Selection page
30. Browse to and select the report 1306 Sales
Invoice.
31. Assuming that Selected Layout field is already
set to Custom, change Custom Layout
Description field to the new “My advanced
Word layout” layout.
32. Open Posted Sales Invoices by doing one of the
following:
• In the Search box, enter Posted Sales
Invoices, and then choose the related link.
Finally, Sean switches over to use
the newly created custom layout,
which the ShipmentDate, as the
active sales invoice Word layout.
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Microsoft Dynamics NAV 2015 Finance
•
In the navigation pane, choose Posted
Documents, and then Posted Sales Invoices.
33. Select a sales invoice from the list, and then on
the Home tab, in the Invoice group, choose
Print.
34. In the print dialog, use default values, select
Print, and then PDF.
35. Validate that the resulting PDF is using the
custom layout “My advanced Word layout” that
you created previously.
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Microsoft Dynamics NAV 2015 Finance
Lab 5 — Creating a new Word Document Report Layout Based on an Existing Word Template
Lab story: Microsoft Word supports the creation of great looking documents. Unless a visual identity has already been defined by a designer though, it is
often much easier to start with an existing Word template, for example, from the community, than from scratch (although possible), and then tweak the
templates visual design instead.
In this lab, we will look at how a power user such as Sean can take an online Word template and add content controls that map to the Microsoft Dynamics
NAV report dataset to create a custom sales invoice to fit the desired visual identity of his company relatively easy.
What to do
1.
2.
3.
4.
Browse for invoice templates in Word online, by
doing one of the following:
• Open Word 2013 and search for sales
invoice.
• In an existing Word 2013 session, on the File
menu, select New, and then search for sales
invoice.
In the search result, look through the different
suggested templates by selecting one and
viewing the preview pane. Use left and right
arrow buttons to shift through templates that
have been found.
Locate the Rust template, and select Create in
the preview pane to create a document from
the template.
Save the document to a desired file location.
What to say
Screenshots
First, Sean is selecting the
template he would like to work
on.
As Microsoft Dynamics NAV
Word layouts cannot be based
on Word .dotx template files
directly, Sean will have to create
a document using the template.
Sean opens Microsoft Word 2013
and browses through available
sales invoice templates using the
preview capability.
He ends up liking the Rust
template the most, and selects
Create to make a document
based on this template.
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Microsoft Dynamics NAV 2015 Finance
5.
6.
Open Report Layout Selection page by doing
one of the following:
• In the Search box, enter Report Layout
Selection, and then choose the related link.
• In the navigation pane, choose
Departments, Administration, IT
Administration, and then Reports,
• In the Small Business Role Center, on the
Actions tab, choose Setup, Company
Information, and then choose Report
Layouts.
Ensure that the correct company is specified in
the Company Name field, because reports
layouts are company specific.
With the Word template in a
document, Sean creates a new
Sales Invoice custom layout in
Microsoft Dynamics NAV 2013.
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Microsoft Dynamics NAV 2015 Finance
7.
Locate the document report 1306 Sales –
Invoice in the list by doing one of the following:
• Scroll down through the list.
• Filter on the Report ID equal to 1306.
8. Select the row for report 1306, and on the
Home tab, in the Process group, choose
Custom Layouts.
9. On the Home tab, in the New group, choose
New to insert a new custom layout. The Insert
Built-in Layout for a Report window appears.
The ID and Name fields are automatically filled
in.
10. To add a custom Word report layout type,
select the Insert Word Layout check box, and
then choose OK.
11. In the list, change the Custom Layout
Description field of the newly created custom
layout to “My Rust Word layout”.
12. On the Home tab, in the Process group, select
Import layout.
13. In the Import Word Document dialog, browse
to the location where you saved the Word
document Word document that is based on the
Rust template (in the beginning of the lab),
select the document, and then choose OK to
import the layout.
As the newly created Word
custom layout just contains a
copy of the built-in Word layout,
Sean imports his template
document created in the
beginning of the lab to overwrite
the content.
14. On the Home tab, in the Process group, choose
Edit Layout.
With the new custom layout
containing the Rust template,
Sean opens the custom layout
for editing to start inserting
content controls that represent
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Microsoft Dynamics NAV 2015 Finance
data from Microsoft Dynamics
NAV.
Note that the Edit function relies
on client-side automation, and
therefore requires that the
Microsoft Dynamics NAV 2015
Windows client and Word 2013
are installed.
If you are us the Microsoft
Dynamics NAV 2015 Web client
or a device, the custom layout
can be edited by exporting the
layout to a Word file, editing it in
Word, and then importing the
layout file back into the
appropriate report.
Also note that when you edit or
export the custom layout, the
required custom XML part is
automatically inserted. Instead
of importing the Rust template
first before editing or exporting
it, Sean could also have exported
only the custom XML part from
the Export Word XML Part in the
General group on the Actions
tab. Then, he could have
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Microsoft Dynamics NAV 2015 Finance
manually inserted XML part into
the template in Word, done all
the content controls, and
imported the custom layout into
Microsoft Dynamics NAV.
However, the lab steps described
here are easier to understand.
15. Select a table structure in the layout, for
example, the sales lines.
16. In Word, on the Layout tab, in the Table group,
choose View Gridlines.
As Word report layouts often use
hidden table structures to align
content controls (such as field
mappings), enabling gridlines in
Word is quite useful to
understand the structure.
As can be seen, the sales invoice
header fields are all arranged in
tables for easier alignment in
Word.
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Microsoft Dynamics NAV 2015 Finance
17. In Word, do one of the following:
• Right click the ribbon, and then select
Customize the Ribbon.
• On the File menu, choose Options, and then
select Customize Ribbon tab in the Word
Options dialog box.
18. In the right pane, select the Developer check
box, and then choose OK.
19. Select the Developer tab that is now visible in
Word.
To insert new fields from the
report dataset in the Word
layout, we need to take
advantage of the custom XML
mapping feature in Word. This
feature is available in the
Developer tab in Word, which is
hidden by default, so the first
task is to enable it.
20. On the Developer tab, choose XML Mapping
Pane.
21. In the XML Mapping pane, in the Custom XML
Part dropdown list, choose the custom XML
part for the 1306 Sales Invoice. Typically this is
the last in the list. The name of the custom XML
part has the following format:
urn:microsoft-dynamicsnav/reports/Mini_Sales_Invoice/1306
Word layouts in Microsoft
Dynamics NAV 2015 rely on
mapping content controls to
dataset fields. To facilitate this,
the Words custom XML feature is
used.
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Microsoft Dynamics NAV 2015 Finance
22. The XML Mapping pane now displays the labels
and field controls that are available for the
report. Browse the structure by expanding the
tree and notice heading and different line
structures.
A Word document can contain
one or more embedded XML
parts with data. When Word
layouts are exported or invoked
for editing from Microsoft
Dynamics NAV 2015, the layout
will have a specific Microsoft
Dynamics NAV XML part added
that represents the dataset
structure of the report. This
structure is then used when
mapping the dataset to content
controls.
Therefore, first we need to show
the XML Mapping pane in Word,
and select the proper embedded
XML part for the report dataset.
The name of the custom XML
part has the following format:
urn:microsoft-dynamicsnav/reports/report_name/ID
Where report_name is the
normalized name that is assigned
to the report as specified by the
report's Name Property in the
Microsoft Dynamics NAV
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Microsoft Dynamics NAV 2015 Finance
Development Environment, and
ID is the identification number of
the report.
23. Locate and select the existing Date content
control.
24. Delete it and make sure the text cursor is still
located to the right of the Date text.
25. In the XML Mapping pane, expand the header
structure and locate DocumentData.
26. Right click on DocumentDate, select Insert
Content Control, and then choose Plain Text.
With the XML Mapping pane
enabled, Sean can finally start
adding content controls for the
various placeholders in the Rust
based custom layout.
As Sean is not going to use the
layout in any foreign locale, he is
just going to use hardcoded text
strings for captions, thus
avoiding spending time on
inserting content controls for
labels.
The Rust template already has
some content controls. As we are
not interested in these controls
other than the placeholder, we
are going to replace these with
Microsoft Dynamics NAV content
controls instead.
First, Sean is adding the
document date in the header.
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Microsoft Dynamics NAV 2015 Finance
27. Create additional header content controls by
repeatedly placing the text cursor in the Word
layout and inserting a content control for the
required field. To insert a control, find it in the
XML Mapping pane, right-click it, select Insert
Content Control, and then choose Plain Text.
Sean repeats adding header
information to the layout, such
as invoice date and number,
company address, customer
address, ship to address, sales
person, shipping method, and so
on.
As part of this, Sean tweaks the
structure a bit, for example, by
adding more address lines
because Microsoft Dynamics
NAV supports more than those
included in the generic Rust
template.
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Microsoft Dynamics NAV 2015 Finance
28. To complete the header, delete the logo place
holder from the Rust template, and then merge
the cell where it was contained with the one to
the right. Then, place the cursor in the cell, and
in the XML Mapping pane, right-click
CompanyPicture, select Insert Content Control,
and the choose Picture.
29. Right-click the inserted picture content control,
and then choose Size and Position.
30. In the Layout dialog box, on the Size tab,
specify the picture dimensions that correspond
to the logo that is used. The Cronus demo data
logo has a height of 3 cm and width of 6 cm.
Sean then inserts a logo
placeholder.
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Microsoft Dynamics NAV 2015 Finance
31. Delete all lines except the first line between the
lines header and the totals part. To do this,
select the rows, right click, and then choose
Delete Rows.
32. Select the remaining row in the lines list.
33. In the XML Mapping pane, go to the nested
Line section at the bottom.
34. Right click the Line entry, select Insert Content
Control, and then choose Repeating.
Lines and totals are just handled
as a number of fixed, empty lines
in the Rust template.
As the number of lines are
dynamic in normal sales invoices,
Sean will remove all of the
redundant lines and insert a
repeater content control for the
line structure requiring repeat
capabilities.
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Microsoft Dynamics NAV 2015 Finance
35. In the cells of the repeating row, insert content
controls for quantity, item no, and so on (These
controls are nested content controls in the
repeater content control). Find the required
fields in the nested Line structure in the XML
Mapping pane.
With the repeater control in
place, individual content controls
for the column values in a line
can be inserted.
Again, Sean tweaks the Rust
template a bit as needed.
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Microsoft Dynamics NAV 2015 Finance
36. In the total cells, insert content controls for total
discount, tax, and so on. Find the required fields
in the nested Totals structure in the XML
Mapping pane.
With the line structure in place,
Sean inserts totals.
–
Using individual content controls for
each total field found in the Totals
structure of the XML Mapping pane.
Using a dynamically formatted total
repeater by using the ReportTotalsLine
structure of the XML Mapping pane.
–
There are two ways totals can be
inserted:
The former has the advantage
that individual total numbers can
be formatted and placed as
desired. The latter has the
advantage that only lines with
content (value), such as discount
total, are shown.
In this lab, Sean will insert
explicit totals. For an example of
using the total repeater, see the
standard report 1306 Sales
Invoice Word layout.
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Microsoft Dynamics NAV 2015 Finance
37. Replace the greeting content control with a
content control that refers to CompanyAddress1
to get the company name in the greeting.
Finally, Sean updates the
greeting and saves the layout
38. Save the changes and close the Word
document.
39. On the confirmation dialog box which appeared
when the layout was opened for editing, choose
Yes to accept the changes and import the
layout into Microsoft Dynamics NAV.
With the layout done, Sean saves
the Word document and accepts
importing the changes into
Microsoft Dynamics NAV.
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Microsoft Dynamics NAV 2015 Finance
40. In the Custom Report Layouts page, select the
new custom layout, and then on the Home tab,
in the Report group choose Run Report.
41. In the resulting request page, use default
values, select the Print button, then choose PDF.
42. Inspect the resultant PDF and validate that the
Rust-based Word layout looks good and has
correct field values.
Before enabling the new custom
layout as the active layout for
the sales invoice report, we are
going to test it out by running it
from within the Custom Report
Layout page.
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Microsoft Dynamics NAV 2015 Finance
43. Go back to the Custom Report Layouts page for
report 1306 Sales Invoice.
44. Select the new Rust-based custom layout “My
Rust Word layout”.
45. On the Home tab, in the Process group, choose
Edit Layout.
46. In Word, on the Design tab, use the left most
Themes drop down list and apply a couple of
different theme options to see the impact in the
document.
47. Apply the Berlin theme.
48. On the Design tab, use the Color drop down list
to select a couple of different color schemes to
see the impact in the document.
49. Apply the Office color scheme.
Sean likes the result, but he
knows that many templates use
styles and support Word themes
and color schemes, so he is going
to explore these options to see if
there are any color and
formatting combination he likes
better.
Applying different themes and
colors, Sean likes the fonts and
setup of the Berlin theme the
most. However, to get a color
scheme that better matches his
company “green” profile, he
changes the color scheme to
Office.
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Microsoft Dynamics NAV 2015 Finance
50. Save and close the Word document.
51. On the confirmation dialog box which appeared
when the layout was opened for editing, choose
Yes to accept the changes and import the
layout into Microsoft Dynamics NAV.
With the layout theme and color
scheme changes, Sean saves the
Word document and accepts
importing the changes into
Microsoft Dynamics NAV.
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Microsoft Dynamics NAV 2015 Finance
52. In the Custom Report Layouts page select the
new custom layout, and then on the Home tab,
in the Report group select Run Report.
53. In the resulting request page, use default
values, select the Print button, and then choose
PDF.
54. Inspect the resulting PDF and validate that the
Rust-based Word layout now has a new theme
and color scheme.
As a final test, Sean reruns the
layout, now with the new theme.
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Microsoft Dynamics NAV 2015 Finance
55. Open Report Layout Selection page again.
56. Browse to and select the report 1306 Sales
Invoice.
57. Change Selected Layout field to Custom.
58. In the Custom Report Layouts page that
appears, select the layout “My Rust Word
layout” that you previously created, and choose
the OK button to close the page.
59. Validate that the Selected Layout field now is
set to Custom and that Custom Layout
Description field in the list contains “My Rust
Word layout” for the report 1306.
Being satisfied with the new
layout, we are going to make this
the default layout for the sales
invoice.
60. Open Posted Sales Invoices by doing one of the
following:
• In the Search box, enter Posted Sales
Invoices, and then choose the related link.
• In the navigation pane, choose Posted
Documents, and then Posted Sales Invoices.
61. Select a sales invoice from the list, and then on
the Home tab, in the Invoice group, choose
Print.
62. In the print dialog, use default values, select the
Print button, and then choose PDF.
63. Validate that the resulting PDF is using the
custom layout “My Rust Word layout” that you
previously created.
Finally, Sean runs the sales
invoice from a real application
context, for example, Posted
Sales Invoices, to verify that the
new custom layout is used.
To do this, we will set the
Selected Layout field in the
Report Layout Selection page to
the newly defined custom layout.
Note that if the Selected Layout
field is already set to Custom,
the actual custom layout is
changed by using the lookup in
the Custom Layout Description
field instead.
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Microsoft Dynamics NAV 2015 Finance
2.
Scheduling Reports
Source: Demo Script – Scheduling Reports, Microsoft
Lab 1 — Setting up the job queue to run a report
Lab story: Stan needs to run a number of long running reports and does not want to wait for them to complete. The scenario is simplified because a typical
customer setup would involve setting up a NAS instance to process the reports.
What to do
1.
2.
Open the Job Queues page.
On the Home tab, in the New
group, choose New to set up
a new job queue.
What to say
Screenshots
Usually, a job
queue would have
been set up and
started
automatically on
startup.
For simplicity, in
this example, we
will start a job
queue explicitly.
Job queues enable
you to specify,
request, and
control when
certain processes
are run, such as
running a report or
executing a
codeunit.
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Microsoft Dynamics NAV 2015 Finance
The partner can
modify the business
logic to direct
reports to a specific
job queue.
3.
4.
5.
6.
7.
In the Code field, type
REPORTS.
Fill in the Description field.
Leave the Job Queue
Category Filter field blank.
On the Home tab, in the
Process group, choose Start
Job Queue.
Close the Job Queue Card
A job queue with
no filter runs the
reports.
In many customer
installations, the
reports will be
picked up by the
DEFAULT job queue
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Microsoft Dynamics NAV 2015 Finance
Lab 2 — Adding the Report Inbox to the Role Center
Lab story: The user wants easy access to the reports that he has scheduled, so he adds the Report Inbox part to the Role Center page.
What to do
1.
2.
3.
4.
To open the Role Center
page that you want to
customize, in the navigation
pane, choose the Home
button, then choose the Role
Center menu item.
On the Application menu
, choose Customize, and
then Customize This Page.
In the Available Parts pane,
select Report Inbox, and then
choose the Add button.
To move the Report Inbox
part to top of the second
column in the Role Center
layout pane, select it and then
use the Move buttons.
What to say
Screenshots
By default, the Report
Inbox is added to most
Role Centers Role that
are shipped on the DVD.
If the Report Inbox is
not present, it can be
added by customizing
the Role Center.
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Microsoft Dynamics NAV 2015 Finance
5.
6.
(Optional) To add the My Job
Queue to the Role Center, in
the Available Parts pane,
select My Job Queue, and
then choose the Add button.
(Optional) To move the My
Job Queue part below the
Report Inbox in the Role
Center layout pane, select it
and then use the Move
buttons.
Optional: When the job
queue is in use, it can be
useful to have easy
access to the state of the
jobs that are currently
running.
The reason for having
the two parts is that the
job queue can be used
for tasks other than
running reports.
Also note, that the job
queue can be accessed
directly from the Report
Inbox by choosing the
Show Queue action. So,
if there is a need to
preserve space on the
Role Center, then you do
not have to include the
My Job Queue part.
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Microsoft Dynamics NAV 2015 Finance
7.
Verify that the Report Inbox
appears in the Role Center.
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Microsoft Dynamics NAV 2015 Finance
Lab 3 — Scheduling a report and viewing the result
Lab story: The user wants to run a number of reports and view the contents later. He does not want to wait for the reports to finish running – he just wants
to continue his work. The first report he needs is the Customer Order Summary report. In other scenarios cases, he may need to run reports that require a
lot of memory. In these case, the reports can be run more efficiently on Microsoft Dynamics NAV Server.
What to do
1.
2.
On the Role Center, on the
Report tab, choose Customer
Order – Summary.
On the report request
window, choose the Print
button, and then choose
Schedule.
What to say
Screenshots
For simplicity, a simple
report on the Role Center
paged is selected.
A good use of this feature is
to schedule “long running
reports” like the Detail Trial
Balance report.
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Microsoft Dynamics NAV 2015 Finance
3.
4.
5.
In the Schedule a Report
window that appears, in the
Description field type a
different text.
In the Report Output Type
field, select the down arrow,
and choose PDF.
Choose the OK button.
The user can enter a
descriptive name that
makes it easier for him to
remember his scheduled
job.
PDF is the default output
format, but you can select
other formats.
The user has the option to
run the report at a later
time. This is particularly
useful for long running
reports that can be run
after normal working
hours.
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Microsoft Dynamics NAV 2015 Finance
6.
7.
Go to the Report Inbox on the
Role Center and show that
the report appears when it is
finished running.
To view the report, select it in
the Report Inbox, and then
choose Show.
The Report Inbox part will
update regularly. You can
also force an update by
pressing F5 in the Role
Center.
Unread reports are shown
in bold
You can show the
generated report by
double-clicking the item or
selecting Show.
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Microsoft Dynamics NAV 2015 Finance
Lab 4 — When a scheduled report fails
Lab story: Stan schedules a report to be run later, but an error occurred during execution. Stan investigates why the report did not generate an output and
realizes that the parameters that were used to run the report are invalid. He changes the parameters, and then reruns the report.
What to do
1.
2.
3.
4.
5.
Open the Role Center.
On the Application menu
, choose Customize, and
then Customize This Page.
In the Available Parts pane,
select My Job Queue, and
then choose the Add button.
To move the My Job Queue
part below the Report Inbox
in the Role Center layout
pane, select it and then use
the Move buttons
In the Role Center, go to the
My Job Queue part.
What to say
Screenshots
When the job queue is in
use, it is useful to have
easy access to the state of
the jobs running.
The reason for having the
Report Inbox and My Job
Queue parts is that the job
queue can be used for
tasks other than running
reports.
Note, that the job queue
can be accessed directly
from the Report Inbox by
choosing the Show Queue
action. So, if there is a
need to save space on the
Role Center real estate,
you do not have to include
the My Job Queue part.
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Microsoft Dynamics NAV 2015 Finance
6.
7.
8.
9.
On the Role Center, on the
Reports tab, choose Price
List.
In the Sales Type field select
Customer.
To schedule the report to run
later, choose the Print button,
then select Schedule.
In the Schedule a Report
window, leave the default
values in fields and choose
the OK button.
10. When the error shows up in
the My Job Queue part, select
the error, and then choose
Show Error.
11. Read the error message, and
then choose the OK button to
close it.
Some reports will
generate an error when
they are run.
In this example, you must
either specify a customer
number or select All
Customers in the Sales
Type field.
The My Job Queue part
will update regularly. You
can also force an update
by pressing F5 in the Role
Center.
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Microsoft Dynamics NAV 2015 Finance
12. Open the Job Queue Log
Entries page.
13. Filter the list to display entries
whose Status is Error.
14. To view the error message,
point to the Error message
field for the entry, or, select
the entry, and then on the
Home tab, choose Show Error
Message.
Optional: Going to this
page is only needed if you
want to know more about
when the job was started
or if you need to look at
failed jobs for other users.
15. Return to the Role Center,
and then run the Price List
report again.
16. On the report request
window, set the Sales Type
field to All Customers, choose
Print, and then choose
Schedule.
17. In the Schedule a Report
window, leave the default
Use the error message
information to rerun the
report with different
parameters.
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Microsoft Dynamics NAV 2015 Finance
values in fields and choose
the OK button.
18. In the Report Inbox on the
Role Center, view the
completed report.
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Microsoft Dynamics NAV 2015 Finance
3.
Save Report as PDF/Word/Excel
User can save report results as Pdf, Word or Excel file.
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