Wednesday 28 May 2014

Invalid Page Number: NAV 2009

Error Message: Invalid Page Number

When attempting to click on the Posted Invoices option, in the Sales & Marketing navigation pane, I am meet with the below error.
“Invalid Page Number (8) for the tab control names “Control1”. (InPage was set to 8 on the CheckBox “Control1000000091”).


This is a relatively common error that occurs when there are certain sections (in this case the Posted Invoices) where the Multi-language settings are not set-up correctly.
To fix this issue and stop the error message from appearing simply click on Tools >> Language.



This will open the window below. From here, select your preferred language (in this case English United Kingdom).

No I am able to select and open the Posted Purchase Invoices.




Wednesday 16 April 2014

NAV 2013 R2: The requested record cannot be located (Save View As...)

When using Navision 2013 R2 it is possible that certain Role Centres will display the error below when clicking the Notifications displayed on the homepage.


The reason for this issue is that the notifications refer to posted information. Therefore, this information is not available to view via the notifications box.

In this example we are trying to view a posted invoice and we are logged into a Procurement Role Tailored Client; although we aren't able to view the posted invoice by clicking on the notification, we are still able to go to Departments > Finance > History > Posted Invoices. From here we can view the invoice for which our notification appeared.


As it is not possible to navigate to this view from the notifications pane; we can instead click on Posted Invoices header and select Save View As...


This will display the options below:


This allows us to personalise the Role Centre so that, from the home page, I am able to navigate to Posted Invoices.


The Save View function allows users to personalise their homepage to ensure that information that they will need to regularly access is readily available to them. In addition it is also possible to save various views with filters applied.




Thursday 13 March 2014

How to: Delete Companies NAV 2013 R2

How to: Delete Companies NAV 2013 R2


Firstly; we recommend that you make a backup before you delete the company. This can be stored as a read only file and even zipped in order to save space.
In addition to this, before deleting the Company, it is very important that you ensure you are the only user who has access to the company.
To make sure that you are the only user who has access to the company
1.       In the Microsoft Dynamics NAV Development Environment, on the File menu, choose Database, and then choose Alter.




2.       Choose the Options tab, select the Single User check box, and then choose the OK button.


To delete a company in Microsoft Dynamics NAV Windows client
1.       In the Microsoft Dynamics NAV Windows client, open a different company.
2.       In the Search box, enter Companies, and then choose the related link.
3.       In the Companies window, choose the company that you want to delete, and then, on the Home tab, in the Manage group, choose Delete.


4.       Confirm that you want to delete the company (CRONUS UK 2).


NB: This deletes the company, this action cannot be undone.

How to: Create a New Company NAV 2013 R2

How to: Create a Company NAV 2013 R2


To create a company in Microsoft Dynamics NAV Windows client or Microsoft Dynamics NAV Web client
1.       In Microsoft Dynamics NAV, in the Search box, enter Companies, and then choose the related link.

2.       On the Home tab, in the Manage group, choose Edit List.

You can create a new company, or you can create a copy of an existing company. When you create a new company, data is not included.
When you create a copy, the business data is copied to the new company.
a.      To create a new company, choose an empty row, and then, in the Company Name field, enter the name of the new company.

The company name can have a maximum of 30 characters. If the database collation is case-sensitive, you can have one company called COMPANY and another called Company. However, is the database is case-insensitive, you cannot create companies with names that differ only by case.


b.      To create a copy of an existing company, choose a company, and then, on the Home tab, in the New group, choose Copy.

Then, in the Copy Company window, in the Company Name field, enter the name of the new company.

Choose the OK button to create the company.

When you create the company name, remember that it will be written at the top of various reports. Therefore, write it exactly as you want it to appear.

You can create as many companies as your license allows for.

Wednesday 5 March 2014

NAV 2013 R2 Creating Cash Flow Forecasts

Setting up a Cash Flow Forecast Card

To calculate a cash of your company on January 31st 2015; firstly you will need to set the work date to 31/01/15.

  • Select Set Work Date

  • Set the work date in the window that opens

The next step is to create a new Cash Flow Forecast Card
  • On the navigation pane click Departments > Financial Management > Cash Flow > Cash Flow Forecasts
  • Click New to create a new Cash Flow Forecast Card

For the purposes of this example we are going to setup a cash flow forecast for the period 31/01/15 to 28/02/15. The example will include neutral payments, consider discounts and cash flow payment terms.


Once the necessary values have been entered NAV will be able to calculate your expected cash flow for this period.

There are a number of possible options when setting up the Cash Flow Forecast Card and the above example is simply one combination of the options available. Full details of the various fields are as follows:

  • Consider Discount - Select the check box to have the cash discounts assigned in entries and documents that will be reflected in the liquidity calculation.
  • Consider Pmt. Disc. Tol. Date - Select the check box to have the program factor in the payment discount tolerance date when you calculate the flow date. You can only select this option if you decide to take the discount into consideration.
  • Consider Pmt. Tol. Amount - Select the check box to use the payment tolerance amounts from the posted customer and vendor ledger entries.
  • Consider CF Payment Terms - In addition to the standard payment terms of customers and vendors, you can specify your own methods of payment for the cash from forecast. If you want to use these in the cash flow calculation, select this field.
  • Show in Chart on Role Center - Select the check box to have this Cash Flow Forecast promoted on the Role Center Cash Flow Chart.
  • G/L Budget From & G/L Budget To - Enter the starting and ending date from which you want to use the budget values from the general ledger in the cash flow forecast.
  • Manual Payments From & Manual Payments To - Enter a starting and ending date from which neutral expenses will be included in the Cash Flow Forecast.





Tuesday 4 March 2014

NAV 2013 R2 Cash Flow Setup

Cash Flows

Understanding cash inflows and outflows is the key to running a successful business. You can use cash flow to easily create a short-term forecast that predicts how and when you expect money to be received and paid out by your business.

Cash Flow Setup 

The program uses a function to automatically calculate the current cash flow of the company. To make sure that the relevant information in the cash flow forecast appears in the correct accounts, you must use the Cash Flow Setup page. You use this page to establish which accounts must be used for the entries in the sales, purchases, service, and fixed assets areas.

To access the Cash Flow Setup:

  • On the navigation pane, click Departments
  • click Financial Management > Cash Flow > Cash Flow Setup

General FastTab
  • Receivables CF Account No. - Enter the number of the cash flow account in which the values for open receivables will be registered. The program uses open customer ledger entries to calculate open receivables.
  • Payables CF Account No. - Open payables are registered in this cash flow account. The program uses open vendor ledger entries to calculate the open payables.
  • Sales Order CF Account No. - All open sales orders are registered in this cash flows account. The program uses all  sales orders that are not yet fully invoiced to calculate the order volume.
  • Service CF Account No. - All open service order item lines are registered in the cash flow account. For this calculation, the program uses all service orders that are not yet invoiced.
  • Purch. Order CF Account No. - Enter the number of the cash flow account in which open purchase orders will be registered. The purchase order volume originates from all purchase orders that are not yet fully invoiced.
  • FA Budget CF Account No. - Enter the number of the cash flow account in which the acquisition costs of the budgeted fixed assets will be registered.
  • FA Sales CF Account no. - Enter the number of the cash flow account in which the proceeds from the planned fixed assets sales are registered.
Number FastTab
  • Cash Flow Forecast No. Series - Select the number series  that the program uses to number cash flow forecasts.
Finally select OK to close the Cash Flow Setup page.



Friday 28 February 2014

Navision 2013 R2 Upload a Licence

Upload a Licence to Navision 

To upload a licence to NAV; it will be necessary to open the Development Environment as this action will not be possible within the Role Tailored view.

Upload the licence by selecting: Tools > Licence Information.


At this point you will be presented with a window displaying the current licence being used by Navision (in the case of new setups, this will be a Cronus licence). From this window please select Upload and select the necessary licence from your files.





NAV 2013 R2 Import Objects

Import New Objects

It is not possible to import objects to NAV 2013 R2 through the role tailored view, as such, it is necessary to open the Development version of R2 before uploading modifications to the system.

Open the development environment; click Tools > Object Designer. When open it will then be possible to import objects to R2.




Do this by selecting File > Import while the Object Designer is open. 


Selecting Import will enable the appropriate objects.fob file to be imported into Navision. The user will be prompted to either Merge or Replace All new objects. With very few exceptions Replace All should be the option chosen as it will overwrite previous versions of the object and avoid conflict between the new and previous code.

After selecting all Replace All and OK the objects will be imported to Navision.

Compile The Objects

After importing the objects.fob to Navision, in the Object Designer select the button All on the left-hand side of the window. Then highlight all of the objects and press F11 to compile all of the objects.

How to Create a User in NAV 2013 R2

Set Up User and User Rights

NAV allows companies to limit users to only view information that pertains directly to their job role. There are a variety of different permissions that a user may be granted dependent on the type of tasks that they will be carrying out on a day-to-day basis. Administrators can specify what authorised users are allowed to do within the database:

  • Read data
  • Insert data
  • Modify data
  • Delete data
  • Execute data
Procedure: Set Up a New User Card

When users log on to the database, they can perform tasks in accordance with the permissions that they have been allocated.

To set up a new user go to the Navigation Page > click Departments > Administration > IT Administration > General > Users.



Once you have reached this page (pictured above) select Users and the click on New, alternatively press Ctrl + N to create a New User.

Now you are in the User Card (below) select the ellipses (...) on the fast tab Windows Authentication, this will open the Select User or Group window. In this window type the domain of your user, in this case metaphorix, and the user name (taken from their windows login). 

The next step is to find the user by selecting Check Names > OK. This will auto-populate the User Card with necessary information to create a user. At this point it is possible to submit additional information to the user card such as a date on which the users permissions will expire and the user's password (assuming database logins are used rather than windows authentication).  


Complete the stage by entering the user's permission level in the bottom left-hand corner, in this case SUPER, and click OK.

The user "danielw" has now been added to Navision 2013 R2.





Depreciation Book Set up NAV 2009

Depreciation Books

The Fixed Assets must have a Depreciation Book, to record depreciations to the fixed assets.

The Depreciation Books must be set up on the Depreciation Book Card.

To open the Depreciation Book Card, in the Navigation Pane; click Departments > Administration > Application Setup >Financial Management > Fixed Assets > and then select Depreciation Books.


NAV 2009 allows for multiple depreciation books and to set up to additional books on the card.

After the depreciation book is set up, one of more depreciation books are attached to an asset, to define how depreciation will be handled for the assets.

General FastTab

The General FastTab contains the basic setup fields for the depreciation books:
  • Default Final Rounding Amount - makes sure that the fixed asset is fully depreciated over the depreciable lifetime.
  • Default Ending Book Value - prevents the asset from being fully depreciated.
  • Disposal Calculation Method - specifies Net or Gross as the method.
  • Sebstract Disc. In Purch. Inv. - displays the line and invoice discount that will post to the account contained in the Purch. FA Disc. Account field in the General Posting Setup window.
  • Allow Changes in Depr. - indicates that the depreciation fields in the FA Depreciation Books are changeable after you have posted entries.
  • Allow Depr. Below Zero - indicates that the system will continue calculating periodic depreciation when the Calculate Depreciation batch job continues, even is the book value of the fixed asset is zero or negative.
  • Allow Correction of Disposal - corrects fixed ledger entries of the type Disposal.
  • Allow Indexation - adjusts the asset values for general proce-level changes. Use this option to calculate the value of fixed assets at replacement costs. Do not finish indexation with FA ledger entries that are posted to the general ledger.
  • Use FA Ledger Check - requires a confirmation that :
    • Acquisition cost is the first cost books as a debit and that the disposal cost is the last cost books.
    • Depreciable basis has a debit balance, and that the book value is a debit.
    • Accumulated depreciation, salvage value, and accumulated sales price are all credit balance.
  • Use Rounding in Periodic Depr. - indicates that the system will round depreciations to while numbers.
  • Use Same FA and G/L Posting Dates - indicates that both dates must differ is these options are cleared. Enter both dates separately.
  • Allow more that 360 Depr. - gives the possibility for the fiscal year to consist of more than 360 depreciation days.
Integration FastTab

The Integration FastTab specifies entries to integrate with the general ledger. Enter only one depreciation book to the general ledger so that it does not post two times.


Select the field of the relevant posting type, or types, of FA transactions that must integrate with the general ledger.

If a company wants to use General Ledger Integration, use the FA G/L Journal to record the information. If a Company do not wan to use the General Ledger Integration, use the FA Journal.

Duplication FastTab

Use the Duplication FastTab to indicate duplicate entries in other depreciation books. This is useful when a company uses multiple depreciation books and, when setup, will create the same entries for all the books to reduce data entry time.


The Duplication FastTab contains the following fields: 
  • Part of Duplication List - indicates that the depreciation book will be a part of the duplication list.
  • Use FA Exch. Rate in Duplic - indicates whether to use echange rates when you duplicate entries from one journal to another.
  • Default Exchange Rate - specifies the default exchange rate.
Reporting FastTab

On the Reporting FastTab an additional foreign currency rate can be allowed for the posted transactions.


NOTE: You do not have to type an additional reporting currency of select these options if you are not already using an additional reporting currency in the general ledger that has a fixed exchange rate, such as EUR.

All entries from the FA module calculate in the correct additional currency in the associated general ledger entries. You only need this additional reporting currency if the additional currency is variable (with a changing exchange rate).

If it is variable, there is a risk that the FA book values will never balance if the additional currency was adjusted. This is the reason to fix the exchange rate of the additional variable currency in the FA module for each fixed asset.

FA Posting Type Setup

Use the FA Posting Type to define how NAV 2009 manages posting types as Write-Down and Appreciation, and then posts to fixed assets.

To open the FA Posting Type Setup page in the Depreciation Book Card > Related Information > point to Depr. Book > FA Posting Type Setup.


NAV 2009 contains a default setup. It is not possible to add or delete lines in this page. However, the existing lines can be changed.

FA Journal Setup

The FA Journal Setup page specifies the defaults setup of templates and batches that NAV uses to duplicate lines from one journal to another, when the Calculate Depreciation of Index Fixed Assets batch jobs create journal lines, or when acquisition costs duplicate in the Insurance Journal.

To open the FA Journal Setup page in the Depreciation Book Card: Click Related Information > point to Depr. Book  and then select FA Journal Setup.



















Thursday 27 February 2014

Fixed Assets Setup NAV 2009

Introduction

Microsoft Dynamics NAV 2009 Fixed Assets Provides a fully integrated Fixed Asset management functionality. This functionality helps a company to keep track of all information relevant to Fixed Assets, such as maintenance costs and schedules, acquisition costs, and related insurance information.

Fixed Assets has unlimited depreciation books, in addition, all of the ordinary depreciation methods are available, including the ability to create custom depreciation methods.

Preparation

Before processing with Fixed Assets, in NAV 2009, the following areas must be set up:

  • Fixed Assets Card
  • Fixed Assets Posting group
  • Depreciations Books
  • Depreciation Tables
  • Fixed Assets Journals
Other features are possible in Fixed Assets:
  • Main Assets with Asset Components
  • Recording opening transactions
  • Duplicate entries to the Depreciations Books
  • Copying for fixed assets and Fixed Assets ledger entries
Fixed Assets Setup

Use the Fixed Assets Setup page to specify the default settings for the Fixed Assets. To access the Fixed Assets Setup page, from the Navigation Pane click Administration > Application Setup > Financial Management > Fixed Assets > FA Setup.

This Window contains two FastTabs :- General and Numbering


General FastTab

This tab contains the basic setup fields for Fixed Assets.

The Default Depr. Book field contains the default depreciation book. Notice that having a default does not prevent the existence of multiple depreciation books.

If the asset is split into main assets and components, you can keep track of the components by posting directly to a main asset. Select the Allow Posting to Main Assets option to post to a main asset.

If the configuration includes insurance facilities, enter a code in the Insurance Depr. Book field to enable the posting of insurance coverage ledger entries. This code is the Default Depreciation Book. The Default Depreciation Book must be set up before the Insurance Depreciation Book. The code in this field is also used when a fixed asset is sold and the values from insurance policies changes.

If the Automatic Insurance Posting field is selected, the program allows for the acquisition costs posted to fixed assets to automatically post to the insurance coverage ledger.

Number FastTab

The Numbering FastTab has two fields:
  • Fixed Assets Nos.
  • Insurance Nos.
Both fields are used to assign a number series for the fixed assets and the insurance policies that cover them.


Fixed Assets Posting Groups

Fixed Assets Posting Groups must be set up to relate transactions to the fixed assets. This positing groups is set up in the FA Posting group page.

To open the FA Posting Groups page, in the Navigation Pane: click Departments > Administration > Application Setup > Financial Management > Posting Groups, and then select FA Posting Groups.


FA Posting Groups

Enter a code for each group of assets and specify the following G/L accounts for different types of expenses and costs:
  • Acquisition costs
  • Accumulated depreciation amounts
  • Acquisition costs on disposal
  • Accumulated depreciation on disposal
  • Gains on disposal Losses on disposal
  • Maintenance expenses
  • Depreciation expenses
Allocation

The Allocation option shows an overview of the allocated percentage on the different types of expenses and costs with an asset.

To set up allocation keys, select Related Information, point to Posting Gr., click Allocations, and select the type of expense to allocate to.

Select an allocation type to open the FA Allocations page.

Use the FA Allocations page to specify the account number and general ledger to post to, and allocate the percentage for that particular asset.

To use Global Dimensions, select Related Information, point to Line and then select Dimensions. Set up the Dimension Code in the fields in the lines.

NOTE: When you use the allocation of posting types in posting groups, the program produces one G/L ledger entry for each allocation and for each asset. This depends on how many assets you have linked to it.

All types of asset transactions are listed with the total allocation percentage amount.   

To view the detailed allocations for each transaction type, click each type to view it's capability in the FA Allocations page.


Friday 21 February 2014

Close Income Statement Batch Job NAV 2009

The purpose of the closing entry is to bring the temporary journal account balances to zero for the next accounting period, which aids in keeping accounts reconciled.

To conduct a Close Income Statement Batch Job in NAV 2009 and will need to go through the following steps.

Firstly, access the Close Income Statement Batch Job on the Navigation Pane by clicking Departments button, click Financial Management, click Periodic Activities, click Fiscal Year, and then select Close Income Statement.


The following fields appear on the batch job:
  • Fiscal Year Ending Date - automatically populated with the last date in the latest closed fiscal year. This date is used to determine the Posting Date for the journal.
Note: The format used by NAV while populating this field is Cmm/dd/yy where C represents Closing. It is not necessary to enter a date in this format as it will occur automatically. 
  • Gen. Journal Template - identifies the name of the general journal template that the entries are added in.
  • Gen. Journal Batch - identifies the name of the general journal batch that the entries will be added in.
  • Document No. - automatically populated with the next available number from the number series for the selected Gen. Journal Batch. 
  • Retained Earnings Ace. - identifies the account that the retained earnings entries are added in.
  • Posting Description - specifies the text to the accompany the entries. The default text is Close Income Statement.
  • Close by - determines how many entries are created by the batch job. The options are:
-Business Unit Code: If this field is selected, and the company is a consolidated company, separate entries are created for each business unit.

-Dimensions: For any dimensions selected, one entry is posted for each dimension value combination used in a G/L account.
- Inventory Period Close - Indicates that the inventory period(s) with ending dates equal to, or greater than, the last date of the accounting period is closed.

Year End Closing Process NAV 2009

The Year End Closing Function is a simple and essential financial process however, as this only occurs once a year, there can often be confusion as to exactly how this process goes.

Before beginning your Year End it is important to note that:

  • The Closed and Date Locked fields for all periods in that fiscal year are selected and they cannot be cleared.
  • The Date Locked field for the first period of the next fiscal year is selected and it cannot be cleared.
  • The period lengths for the closed periods cannot be changed.
Further to the above, in the rare circumstance that you are closing a non-standard fiscal year:
  • Tick the box labelled New fiscal Year
  • Tick the box pertaining to the last period to be included in the year to be closed.
Close the Fiscal Year Step-By-Step

1. On the Navigation pane, click Departments button, click Financial Management, click Periodic Activities, click Fiscal Year, and then select Accounting Periods.

2. Click Close Year. A message appears about the year to be closed. This year is suggested based on the earliest open year, and the corresponding check marks in the New Fiscal Year field.

3. Click Yes to close the year.

Following the year end closure it might be necessary to continue posting into the previous year. When you post in a closed year, entries should be marked as prior-year entries.

When Subsequent entries are posted to a closed fiscal year:

1. Run the Close Income Statement batch job to transfer the balances to the retained earnings (equity) account.

2. Post the transferred entries.

N.B. To prevent users from posting entries in a specific period; set a date range in the Allow Posting From and Allow Posting To fields in the General Ledger Setup window.