Accounts Receivable : Line Level Payment

Dynamics AX 2012 R3 have one functionality called 'Marking lines for payment' ; functionality is only available in Accounts Receivable module of Dynamics AX 2012 R3. Functionality allows specific lines of the invoice can be settled and marked for payment.

To enable this functionality navigate to Accounts receivable > Setup > Accounts receivable parameters, select the settlement tab and enable check box for Mark Lines for Payment.

To test the functionality create one Free Text Invoice with two or more lines, and post it. In a settlement process users will be able to an additional options to mark invoice lines. Where users can mark specific lines for payment.

Following screen will allow user to mark lines for payment.

Once payment for the line is posted, next time user will only able to see open lines (unsettled lines). Hope this functionality will help out customers and consultants who have scenarios where they need to settle invoices based on lines

This functionality is only available for invoices processed through Free Text Invoice only. 

Vendor Invoice Payment Release Date

Hi Guys,

A brilliant functionality in Dynamics AX 2012 allows accounts payable users to decide when to process payments. During the invoice recording process users who records the invoice can put the date on which payment can be released.

A future release date defined can be changed by the user allowing accounts payable accountants to process vendor payments on relevant dates.

To see the functionality we will take an example of Accounts Payable Invoice Journal. To create an invoice journal navigate to Accounts Payable > Invoices > Invoice Journal.

Enter one invoice for the vendor and navigate to invoice tab. 

In invoice tab user can enter the release date or simply remove the approved button to process invoice later. System will only allow to process payment for the invoice on invoice release date or later.

Users can update the invoice payment release data from Accounts Payable > Common > Vendors >  All Vendors >  Invoice tab > Settle Open Transactions

Select the invoice and enter / update invoice payment release date in General tab.

On creating a payment you will see invoice will be grayed until the invoice payment release date. 

This process can help accountants to process only approved payments. Same functionality is available through Purchase Order Invoicing or service based invoices created directly via Pending Vendor Invoices.

Price Details In Microsoft Dynamics AX

Hi Guys,

I have resumed my blog from today :) - and will try to introduce as much functionalities as I can. Going through Dynamics AX, I came across with a price details functionality both available in Sales and Procurement side.

To enable the functionality,

For Purchase Orders: Navigate to Procurement & Sourcing > Setup > Procurement & Sourcing Parameters > Prices > Enables Price Details

For Sales Orders: Navigate to Accounts Receivable > Account Receivable Parameters > Prices > Enable Price Details

Functionalities enables users to review in detail about the prices being fetched by the system, to see the price details on Purchase Orders,  navigate to Purchase Orders Lines > View > Price Details on Purchase Order Main Form.

Similar to Purchase Order functionality is also available on Sales Order. 

Hope this would be helpful for those who are always in hunt to see how prices on Dynamics AX Purchase Orders and Sales Orders are formulated.

Setting up a Retail Store in MS Dynamics AX 2012 R2

Hi fellows,

Today I am going to post simple steps that shows how can we setup a retail store in MS Dynamics AX 2012 R2. DAX Retail Store is an extension of a Warehouse Concept. So we start with creating a new warehouse. It is better we should create a new site for Stores, and create all Store Warehouses under that site.

1) Create A New Warehouse

Navigate to Inventory & Warehouse Management > Setup > Inventory Breakdown > Warehouses

Enter all the basic information and mark Store under the retail tab.

2) Create a Retail Channel for Organisation Hierarchy

For the purpose of Organisation hierarchy we need to create Retail Channel first.

Navigate to Organisation Administration > Common > Organisation > Internal Organisation 

Click Internal Organisation > Retail Channel

While creating a retail channel select the Warehouse created in Step # 1. 

3) Create Organisation Hierarchy for Retail Channel

For Replenishment, Assortment and Reporting we need to create an Organisation Hierarchy specifically for retail stores. We can add all retail based purposes to one hierarchy or create multiple hierarchies for each purpose. 

Navigate to Organisation Administration > Common > Organisation > Organisation Hierarchy

Click new Organisation Hierarchy, enter the name and click Assign Purpose, for testing purpose associate all purposes to single organisation hierarchy. 

• Retail POS Posting
• Retail Assortment
• Retail Replenishment
• Retail Reporting

View the newly created Hierarchy to edit it, add newly created Retail Channel and publish the Organisation Hierarchy. in the image you can see retail channels lie under Business Units. 

4) Create a Retail Store

Navigate to Retail > Common > Retail Channels > Retail Store

Create a New Store [ I will not go through with each and every information but following information must be keyed with caution]

• Warehouse (as step 1)
• Employee Address Book (So store could know, who can log in)
• Default Customer (10001 in case of Contoso)
• Screen Layout ID (GUI for POS)
• Functionality Profile (Options for registers like Reason Codes for Transactions, Receipt Numbering Formats, etc)
• Other information

Save the newly created store and click Price Groups, to select applicable Price Groups.

5) Create Assortments

Assortments helps us to map products to particular store, to create Assortments navigate to Retail > Common > Assortments

Create New Assortments, Add Retail Channels and finally add products. Publish the Assortment

Verify that products has been published to store, by opening the Store Page, and click View Assortments & View Channel Products. To must see the products mapped with Assortments.

6) Create Registers

Registers are Terminals, to create Registers navigate to Retail > Setup > POS > POS Registers  [ I will not go through with each and every information but following information must be keyed with caution]

• Hardware Profile (Printer Steps & other Hardware Information)
• Visual Profile (How POS reacts on terminal)
• Real Time Service Profile
• Screen Layout ID (POS GUI on Terminal) 

7) Verify Distribution Location & Distribution List

Navigate to Retail > Setups > Retail Scheduler > Distribution Locations

Verify our newly created Store exist in this list, if not create a location assign appropriate Database Profile and Data Exchange Settings

Navigate to Retail > Setups > Retail Scheduler > Distribution Locations List

Verify our newly created Store exist in Default Distribution Location List, If not add it manually.

8) Synchronize Newly Created Store

The last step is to push data to newly created stores, for that navigate to Retail > Periodic > Data Distribution > Distribution Schedule and run all N-Jobs.

Thanks for reading :)

...

Supplementary Items in MS Dynamics AX 2012

Supplementary Items in MS Dynamics AX 2012 helps sales people to suggest additional items during sale, for example sales of shoe polish for the sale of shoes and sale of mobile accessories for the sale of mobile phone.

You can also setup supplementary item for specific customer, for example Sales of Packing Material to Customer A and other customers buy without Packing Material.

• To setup supplementary product navigate to release products page (Product Information Management > Common > Products > Released Products).
• Select the product for which we need to setup supplementary items
• click Sell Tab and Supplementary Sales Item in Related Information area
• Select the customer, customer group or all customer
• Select appropriate Inventory Dimensions
• Enter the quantity for supplementary items

MS Dynamics AX 2012 Simple Purchase Order Workflow Walkthrough

Assalam O Alikum Guys,

Today we are going to see a simple workflow available in MS Dynamics AX 2012, also what basic setups must be done before configuring any of the workflow available in modules. 

Number Sequence

In System Administration > Setup > System Parameters > Number Sequence set the number sequence for Workflow ID

Batch Groups

1. Navigate to System Administration > Setups > Batch Group
2. Create three batch groups 
3. DUEDATE, MSGPRO, & LINEITEM
4. Make sure select appropriate Batch servers for the batch groups.

Workflow Infrastructure Configuration Wizard 

1. Navigate to Workflow Infrastructure Configuration through System Administration > Setup > Work flow
2. In this wizard you are required to provide batch groups we created in first setup
3. Click Next
4. Select MSGPRO and Click Next
5. Select DUEDATE | Set hours (1 For Due Date) and Click Next 
6. Select LINEITEM | Set Minutes (1 For Lineitem Work Flow) and Click Next 
7. Click Finish [ See Screen Snap Below ]
8. You can confirm that batches are waiting for execution by Inquiring Batch Jobs
9. Navigate to System Administration > Inquiries > Batch Jobs [ See Screen Snap Below ]

Example Workflow Purchase Order Approval

We are going to create a new Purchase Order Approval Workflow, Specially for Purchase Workflow we need to Activate Change Management at Procurement & Sourcing > Setup > Procurement & Sourcing Parameters > General

1. Navigate to Procurement & Sourcing > Setup > Procurement & Sourcing Workflows
2. Click New, Select Purchase Order Workflow and Click Create Workflow
3. From the left hand side pan (WorkFlow elements), drag/drop Approve Purchase Order element to main workflow screen
4. Click properties on Top Pan
5. Select on which events Notifications should be sent
6. Double click the  Approve Purchase Order element
7. Click Step 1, Click Assignment on Top Pan
8. Click User on Selection
9. Click User Tab
10. Add user [ Better create another user for approval ]
11. Click Basic Settings
12. Enter Subject and Message for Workflow
13. Click Save and Close
14. Click Ok
15. Activate the Version, Click Ok

You have created the basic workflow.

Unable to add placeholder in MS Dynamics AX 2012 Workflow

I stuck in an strange issue, and was unable to resolve, I goggled and was unable to find any blog, knowledge base, or any other help. Actually I was in middle of creating a workflow for Vendor Bank Remitance and was unable to complete it as I wan unable to add any place holders.

I created a new legal entity, and tried to create same workflow and field was there. When I looked at in more details I found out that form is based on current language. I just navigate to Organisation Administration > Setup > Organisation > Legal Entities > Remove the language > Closed the form and re-add language as en-us. 

It resolved the issue,  Hope this helps any one out there.

Procurement Accounting MS Dynamics AX 2012

New accounting framework introduced by MS Dynamics AX 2012 is not as same as available in DAX2009, my this post highlights accounting practice that is followed by Procurement Process in MS Dynamics AX 2012.

Accounts in Procurement Process

To setup accounts for procurement process, we need to setup Purchase Fast Tab within Item Group available at Inventory Management > Setup > Item Groups. Click the Posting Button, to define accounts based on Item Groups & Vendor Groups.

Accounts Type associated with Product Receipt,

• Purchase Expenditure Un-Invoiced
• Purchase, accrual
• Product Receipt

Accounts Type associated with Invoicing,

• Purchase Expenditure Un-Invoiced
• Purchase, accrual
• Purchase Expenditure for product
• Vendor Balance
• Product Receipt
• Purchase, Inventory Receipt

All accounts are Balance Sheet Accounts, as if year-end close we would not like to transfer any account balance to Retained Earnings Account.

Logic,

At the time of receiving (Posting of Product Receipt), following entries are posted by MS Dynamics AX 2012.

Recording Accrual for a Vendor

• Purchase Expenditure, Un-invoiced (Debit)
• Purchase, accrual (Credit)

Recording of Inventory

• Product Receipt (Debit)
• Purchase Expenditure, Un-invoiced (Credit)

Overall effect of this entry should be,

• Product Receipt (With Debit Balance)
• Purchase, accrual (With Credit Balance)
• Purchase Expenditure, Un-invoiced (ZERO EFFECT)

Overall effect of this entry on process should be the same as an entry.

At the time of Invoicing (Posting Vendor Invoice) following entries are posted by MS Dynamics AX 2012:

Reversal  of Accrual for a Vendor

• Purchase Expenditure, Un-invoiced (Credit)
• Purchase, accrual (Debit)

Recording of Actual Liability for a Vendor

• Purchase Expenditure for Product (Debit)
• Vendor Balance (Credit)

Reversal  of Inventory

• Product Receipt (Credit)
• Purchase Expenditure, Un-invoiced (Debit)

Recording of Inventory at the time invoicing

• Purchase Inventory, Receipt (Debit)
• Purchase Expenditure for Product (Credit)

Overall Effect of this entry should be,

• Purchase Expenditure, Un-invoiced (Zero Effect)
• Purchase Expenditure for Product (Zero Effect)
• Purchase, accrual (with Debit Balance)
• Vendor Balance (With Credit Balance)
• Product Receipt (With Credit Balance)
• Purchase Inventory, Receipt (With Debit Balance)

Overall effect of this entry on process should be,

Balances from Receiving Entry,

• Product Receipt (With Debit Balance)
• Purchase, accrual (With Credit Balance)

Balance from Invoicing Entry,

• Purchase, accrual (with Debit Balance)
• Vendor Balance (With Credit Balance)
• Product Receipt (With Credit Balance)
• Purchase Inventory, Receipt (With Debit Balance)

Overall Effect after invoicing,

• Product Receipt (NO EFFECT)
• Purchase, accrual (NO EFFECT)
• Vendor Balance (With Credit Balance)
• Purchasing Inventory , receipt (With Debit Balance)

I am still looking for answers why Microsoft has provided such accounting, when it was never required.

Let me know if you have any questions for this post.

Distribution Review in FA Prior to Posting to GL

In new MS Dynamics GP 2013, Microsoft has introduced a top most required functionality where users using FA Module could review the distribution before posting the transaction to General Ledger.

New look of GL Posting Routing of Fixed Asset Module. We can see we can restrict the posting to,

• Asset ID
• Class ID
• Periods
• Source Document (For example, Deprecation Only)

This windows has also enabled users to print edit list,

It is always better to review distribution before posting.

MS Dynamics GP 2013 Inventory Reason Codes

Inventory Adjustments, Transfers, Variances, and Bin Transfers all allows Warehouse managers to manage inventory efficienctly. Problem arises when they realaly want to know the reasons of transcactions like,

• Inventory Lost
• Inventory Spoiled
• Inventory Damaged by Accidents
• Inventory Expired
• Inventory Movement Due to Space Issues
• Inventory Movement Due to wrong placements
• And so on.

In previous versions of MS Dynamics GP, these could places as Notes or using description,  but users faced too much trouble when sorting or finding the number of transaction for specific users. Thanks to Microsoft that they have introduced reason codes in newer version of MS Dynamics GP 2013.

All administrators are required to set the reason codes and its access to transactions, for example Inventory Movement due to Space issue could only be used in Inventory Transfer Transactions and Inventory Damaged by Accidents could only be used for Negative Adjustments in Inventory Transactions.

To setup the reason codes navigate to Inventory > Setup > Reason Code Setup

Enter the Reason Code, its description  Mark appropriate options like whether it should only be allowed to be used for Adjustment Entries and that must be negative only. User may also enter the default offset account. These Offset account could be modified during the normal transaction.

Microsoft has modifed Item Transaction. Item Transfer, Item In-Transit Transfer and Item Bin Transfer windows to allow users to select reason code for transactions. Also note that its available on line level not on header level, that is it could be much better if user could have select default reason code for entire transaction, though may be it will be available in future releases.

In case of wrong selection of reason code, user shall be prompted for the following kinds of informative messages.