Multisite Operations in Microsoft Dynamics® NAV 2009

MULTISITE OPERATIONS IN MICROSOFT DYNAMICS® NAV 2009

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January 2009 The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of publication. This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS DOCUMENT. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.

© 2009 Microsoft Corporation. All rights reserved. Microsoft and Solomon are either trademarks or registered trademarks of Microsoft Corporation or Dynamics NAV Software, Inc. or their affiliates in the United States and/or other countries. Dynamics NAV Software, Inc. is a subsidiary of Microsoft Corporation. The names of actual companies and products mentioned herein may be the trademarks of their respective owners. The names of actual companies and products mentioned herein may be the trademarks of their respective owners.

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Table of Contents Introduction

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Welcome ............................................................................................................ 0-1 Microsoft Dynamics Courseware Contents ........................................................ 0-2 Documentation Conventions .............................................................................. 0-3 Student Objectives ............................................................................................. 0-4

Chapter 1: Consolidation

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Objectives ........................................................................................................... 1-1 Introduction ......................................................................................................... 1-1 Set up Demo Data for Consolidation .................................................................. 1-2 Set Up the Consolidation .................................................................................... 1-4 Business Unit ..................................................................................................... 1-7 Dimensions in Consolidations .......................................................................... 1-13 Lab 1.1 – Set Up Business Units ...................................................................... 1-16 Export Data for Consolidation .......................................................................... 1-18 Test Data for Consolidation .............................................................................. 1-22 Lab 1.3 – Test the Consolidation Data ............................................................. 1-25 Lab 1.4 – Correct the Consolidation Data ........................................................ 1-27 Process the Consolidation ................................................................................ 1-30 Lab 1.5 – Consolidate the Subsidiaries ............................................................ 1-34 Process Consolidation Eliminations ................................................................. 1-36 Print Consolidation Reports .............................................................................. 1-42 Lab 1.6 – Print the Consolidated Trial Balance ................................................ 1-45 Summary .......................................................................................................... 1-46 Test Your Knowledge ....................................................................................... 1-47 Quick Interaction: Lessons Learned ................................................................. 1-48 Solutions ........................................................................................................... 1-49

Chapter 2: Intercompany Postings

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Objectives ........................................................................................................... 2-1 Introduction ......................................................................................................... 2-1 Intercompany Overview and Database Preparation ........................................... 2-2 Set Up the Intercompany Partner ....................................................................... 2-3 Lab 2.1 - Set Up an IC Partner ........................................................................... 2-7 Assign IC Partners to Customers and Vendors .................................................. 2-8 Lab 2.2 - Create an IC Partner Vendor............................................................... 2-9 Set Up the Chart of Accounts for IC Transactions............................................ 2-10 Lab 2.3 - Add an Account and Update the IC Chart of Accounts ..................... 2-13 Set Up Dimensions for IC Transactions ........................................................... 2-15 Lab 2.4 - Remove and Update IC Dimensions ................................................. 2-18 Set Up Default IC Partner G/L Accounts .......................................................... 2-19 IC Outbox and IC Inbox .................................................................................... 2-20 Create an IC Document .................................................................................... 2-26 Lab 2.5 - Create an IC Sales Document........................................................... 2-30 Send IC Documents ......................................................................................... 2-32 Lab 2.6 - Send IC Documents .......................................................................... 2-33 Receive and Accept IC Documents .................................................................. 2-34 Lab 2.7 - Accept an IC Document and Create a Purchase .............................. 2-37 View Handled IC Inbox and IC Outbox Transactions ....................................... 2-38

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Multisite Operations in Microsoft Dynamics® NAV 2009 Lab 2.8 - Delete a Handled IC Transaction ...................................................... 2-41 Reject IC Documents ....................................................................................... 2-42 Lab 2.9 - Reject an IC Document ..................................................................... 2-44 Return and Cancel IC Documents .................................................................... 2-46 Lab 2.10 - Cancel a Rejected IC Document ..................................................... 2-48 Post an IC General Journal .............................................................................. 2-51 Lab 2.11: Post and Send an IC General Journal .............................................. 2-54 Allocate Costs to IC Partners ........................................................................... 2-56 Lab 2.12: Allocate Service Costs to IC Partners .............................................. 2-60 Lab 2.13 - Allocate Purchase Costs to IC Partners .......................................... 2-62 Summary .......................................................................................................... 2-64 Test Your Knowledge ....................................................................................... 2-65 Quick Interaction: Lessons Learned ................................................................. 2-66 Solutions ........................................................................................................... 2-67

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Introduction

INTRODUCTION Welcome We know training is a vital component of retaining the value of your Microsoft Dynamics® NAV 2009 investment. Our quality training from industry experts keeps you up-to-date on your solution and helps you develop the skills necessary for fully maximizing the value of your solution. Whether you choose Online Training, Classroom Training, or Training Materials; there is a type of training to meet everyone's needs. Choose the training type that best suits you so you can stay ahead of the competition.

Online Training Online Training delivers convenient, in-depth training to you in the comfort of your own home or office. Online training provides immediate access to training 24 hours-a-day. It is perfect for the customer who does not have the time or budget to travel. Our newest online training option, eCourses, combine the efficiency of online training with the in-depth product coverage of classroom training, with at least two weeks to complete each course.

Classroom Training Classroom Training provides serious, in-depth learning through hands-on interaction. From demonstrations to presentations to classroom activities, you receive hands-on experience with instruction from our certified staff of experts. Regularly scheduled throughout North America, you can be sure you will find a class convenient for you.

Training Materials Training Materials enable you to learn at your own pace, on your own time with information-packed training manuals. Our wide variety of training manuals feature an abundance of tips, tricks, and insights you can refer to again and again:

Microsoft Dynamics Courseware The Microsoft Dynamics Courseware consists of detailed training manuals, designed from a training perspective. These manuals include advanced topics as well as training objectives, exercises, interactions and quizzes. Look for a complete list of manuals available for purchase on the Microsoft Dynamics website: www.microsoft.com/Dynamics.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Microsoft Dynamics Courseware Contents Test Your Skills Within the Microsoft Dynamics Training Materials you find a variety of different exercises. These exercises are offered in three levels to accommodate the variety of knowledge and expertise of each student. We suggest you try the level three exercises first, if you need help completing the task look to the information in the level two exercises. If you need further assistance each step of the task is outlined in the level one exercise.

Challenge Yourself! Level 3 exercises are the most challenging. These exercises are designed for the experienced student who requires little instruction to complete the required task.

Need a Little Help? Level 2 exercises are designed to challenge students, while providing some assistance. These exercises do not provide step by step instructions, however, do provide you with helpful hints and more information to complete the exercise.

Step by Step Level 1 exercises are geared towards new users who require detailed instructions and explanations to complete the exercise. Level 1 exercises guide you through the task, step by step, including navigation.

Quick Interaction: Lessons Learned At the end of each chapter within the Microsoft Dynamics Training Material, you find a Quick Interaction: Lessons Learned page. This interaction is designed to provide the student with a moment to reflect on the material they have learned. By outlining three key points from the chapter, the student is maximizing knowledge retention, and providing themselves with an excellent resource for reviewing key points after class.

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Introduction

Documentation Conventions The following conventions and icons are used throughout this documentation to help you quickly and effectively navigate through the information. CAUTION: Cautions are found throughout the training manual and are preceded by the word CAUTION in bold. Cautions are used to remind you of a specific result of a specific action which may be undesirable. HINT: Hints are found throughout the training manual and are preceded by the word HINT in bold. Hints are used to suggest time-saving features or alternative methods for accomplishing a specific task. NOTE: Notes are found throughout the training manual and are preceded by the word NOTE in bold. Notes are used to provide information which, while not critical, may be valuable to an end user. BEYOND THE BASICS: Advanced information found throughout the training manual is preceded by the words BEYOND THE BASICS in bold. Beyond the Basics provides additional detail, outside of standard functionality, that may help you to more optimally use the application. EXAMPLE: Examples are found throughout the training manual and are preceded by the word EXAMPLE in bold. Examples bring to light business scenarios that may better explain how an application can be used to address a business problem.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Student Objectives What do you hope to learn by participating in this course? List three main objectives below. 1.

2.

3.

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Chapter 1: Consolidation

CHAPTER 1: CONSOLIDATION Objectives The objectives are: •

Instructions for set up demo data.

•

Explain the required setup in the consolidated company and subsidiaries to perform consolidation.

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Explain and set up Business Units and the Business Unit Cards.

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Create Dimensions in Consolidations

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Explain the process of exporting data from business units located in other databases.

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Explain the processes of testing consolidation data from business units.

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Explain and run the batch jobs used to process consolidation.

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Explain and demonstrate the process of preparing and posting consolidation elimination entries.

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Explain and run consolidation reports after the consolidation is completed.

Introduction Consolidation means combining the financial statements of two or more separate companies (subsidiaries) into a consolidated financial statement. In Microsoft Dynamics® NAV 2009, each individual company involved in a consolidation is called a business unit. The combined company is called the consolidated company and is usually a company set up only for this purpose, holding no normal business transactions. To use Consolidation in Microsoft Dynamics NAV 2009, you must set up the consolidated company and subsidiaries. Additionally, before performing the consolidation, you must perform other consolidation processes, such as exporting and testing data. The eliminations process in Microsoft Dynamics NAV 2009 provides a complete consolidation report to help companies determine the total financial situation for the group.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Set up Demo Data for Consolidation Before you can complete this course, it is required to set up three companies for demonstration and lab purposes. The three companies are set up exactly like other companies are set up. The three companies are: •

CRONUS Consolidated Company

•

CRONUS International CONSOL

•

CRONUS Subsidiary

NOTE: To avoid expanding the database, a clean Microsoft Dynamics NAV 2009 database must be used.

Set up the three companies To set up the three companies open Microsoft Dynamics NAV 2009 in the classic client. 1. Click File, point to Company and then select New. 2. Name the New Company CRONUS Subsidiary. 3. Set up the Chart of Accounts for CRONUS Subsidiary by coping the Chart of Account from CRONUS International. 4. In the Navigation Pane, click Administration, click IT Administration, click General Setup and then select Setup Checklist. 5. Click the Function button and then select Copy Data. 6. In the Copy from field click the drop-down list and select CRONUS International Ltd. 7. Select all G/L lines 8. Click OK to ‘Copy Data cannot’ message box. 9. Click Yes to copy the data from CRONUS International Ltd. 10. Click OK to the data has been copied successfully. 11. Close the Checklist.

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Chapter 1: Consolidation Repeat the steps for CRONUS Consolidated Company: 12. Click File, point to Company and then select New. 13. Name the New Company CRONUS Consolidated Company. 14. Set up the Chart of Accounts for CRONUS Consolidated Company by copying the Chart of Account from CRONUS International. 15. In the Navigation Pane, click Administration, click IT Administration, click General Setup and then select Setup Checklist. 16. Click the Function button and then select Copy Data. 17. In the Copy from field click the drop-down list and select CRONUS International Ltd. 18. Select all the General Ledger and Sales & Receivables lines 19. Click OK to ‘Copy Data cannot’ message box. 20. Click Yes to copy the data from CRONUS International Ltd. 21. Click OK to the data has been copied successfully. 22. Close the Checklist. Rename CRONUS International to CRONUS International CONSOL: 23. Click File, point to Company, click Open, then select CRONUS International and click OK. 24. Click File, point to Company and the select Rename. 25. Rename to CRONUS International CONSOL and click OK. Close Microsoft Dynamics NAV 2009 classic client and open Microsoft Dynamics NAV 2009 in the Role Tailored client.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Set Up the Consolidation In Microsoft Dynamics NAV 2009, companies can perform consolidations: •

Across different charts of accounts.

•

For companies with different fiscal years.

•

Either with the full amount or a specified percentage of a particular company's financial information.

•

For companies with different currency.

•

Using different methods of translating individual G/L account.

Companies that can be consolidated are: •

In the same database as the consolidated company.

•

In other Microsoft NAV 2009 databases.

•

In other accounting and business management systems, assuming that the data from the other system can be exported to a file that has the appropriate format.

•

In either a TXT file with fixed length fields or from an XML format.

Consolidation Information on G/L Accounts Before performing a consolidation, you must set up the consolidated company. The consolidated company is set up exactly like other companies are set up, with its own chart of accounts and dimensions (if they are used). The chart of accounts is independent from the chart of accounts in the other business units, and the chart of accounts in the individual business units can and may differ from one another. If using the consolidation feature in Microsoft Dynamics NAV 2009, you must set up the following: •

Consolidation information on G/L accounts

•

Subsidiaries as Business Units

•

Dimensions to be included in consolidations

Consolidation FastTab The chart of accounts in a subsidiary must specify accounts for consolidation. For each G/L account, set up a posting account in a subsidiary and specify the G/L account in the consolidated company in the consolidation account field. This mapping allows companies with a different chart of accounts to be consolidated. The consolidation information is set up on the Consolidation FastTab on the G/L Account Card.

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Chapter 1: Consolidation To view Consolidation FastTab, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, and then select Chart of Accounts. 2. Locate and double-click on the relevant account to open the G/L Account Card. 3. Click the Consolidation FastTab.

FIGURE 1.1 G/L ACCOUNT CARD - CONSOLIDATION FASTTAB

The Consolidation FastTab has the following fields: •

Consol. Debit Acc. – the account in the consolidated company to which debit balances on this account are transferred.

•

Consol. Credit Acc. – the account in the consolidated company to which credit balances on this account are transferred.

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Multisite Operations in Microsoft Dynamics® NAV 2009 •

Consol. Translation Method – this field contains the consolidation translation method that will be used for the account. The translation method identifies the currency translation rate to be applied to the account. The following are options in the Consol. Translation Method field: o

o

o o

Average Rate (Manual) – the average rate for the period to be consolidated. Calculate the average either as an arithmetic average or as a best estimate and enter it for each business unit. Closing Rate – the rate that prevails in the foreign exchange market at the date for which the balance sheet or income statement is being prepared. Enter the rate for each business unit. Historical Rate – the rate of exchange for the foreign currency that prevailed when the transaction occurred. Composite Rate – the current period amounts are translated at the average rate and added to the previously recorded balance in the consolidated company. This method is typically used for retained earnings accounts because they include amounts from different periods and are therefore a composite of amounts translated with different exchange rates.

Equity Rate – similar to Composite. The posting of the differences will be to separate G/L Accounts.

Consolidation Debit and Credit Account If the balance must be transferred daily, it is a good idea to specify account numbers for both the Consol. Debit Acc. and Consol. Credit Acc. fields because: •

Although amounts equal to zero are not transferred, an account whose final balance is zero can have had a non-zero balance on some dates.

•

There can be a debit or credit balance for some dates even though the final balance for the consolidation period is expected to be a credit or debit balance.

If it is not required to differentiate between debit and credit balances for a particular account, you can always use the same account number in both the Consol. Debit Acc. and Consol. Credit Acc. fields.

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Chapter 1: Consolidation

Business Unit To consolidate several companies' financial data in a consolidated company, the subsidiaries must be set up as business units in the consolidated company. Set up the business unit information on the Business Unit Card; access an overview over each Business Unit Card from the Business Unit page. Access the Business Unit page from the Navigation Pane by clicking Departments, clicking Financial Management, clicking Periodic Activities, clicking Consolidation, and then selecting Business Units. You can run the following consolidation processes from the Business Unit page: •

Specifying exchange rates

•

Testing business units

•

Importing business units

•

Running consolidation reports

Business Unit Card The Business Unit Card contains all the information for a subsidiary in a company. To create a new Business Unit Card, click New.

FIGURE 1.2 BUSINESS UNIT CARD - GENERAL FASTTAB

Business Unit Card – General FastTab The General FastTab of the Business Unit Card includes the following fields: •

Code – a unique code to identify the business unit. When the consolidation function imports information from the business units, this code is used to locate the relevant company.

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Multisite Operations in Microsoft Dynamics® NAV 2009 •

Name – a short description of the business unit.

•

Company Name – identifies the subsidiary to be linked with this business unit. This name, which is to be used in consolidations, must match a company in Microsoft Dynamics NAV 2009.

•

Currency Code – identifies the Business Unit's local currency (LCY). This code specifies how the consolidation feature reads the consolidation file. If a code is not specified, the consolidated amounts are regarded as being denominated in that currency. If the foreign subsidiary is providing the translated financial statement, the Currency Code must be blank. The consolidation process regards consolidated amounts as being denominated in LCY and does not perform a translation.

•

Currency Exchange Rate – indicates which currency exchange rate table that Microsoft Dynamics NAV 2009 uses while importing consolidation data.

•

The options are as follows: o o

Local – the currency exchange rate table in the current company will be used. Business Unit – the currency exchange rate table in the business unit's company will be used.

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Consolidate – determines whether the business unit is included in the consolidation. If selected, the company is included in the consolidation.

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Consolidation % – indicates the percentage of each account in this business unit to be included in the consolidation. If this field is empty, Microsoft Dynamics NAV 2009 imports 100 percent of each account from the business unit.

•

Starting Date and Ending Date – determines the period for which data is imported. Enter the starting date and ending date for the business unit's fiscal year, if it differs from the consolidated company's fiscal year.

•

Date Source – indicates whether the data is retrieved from the business unit in its local currency (LCY) or in its additional reporting currency (ACY).

•

File Format – indicates in which file format the business unit submits data, if it is in a separate database.

Business Unit Card – G/L Accounts FastTab The G/L Account FastTab contains the following fields: •

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Exch. Rate Gains Acct. and Exchange Rate Losses Acc. – identifies the G/L accounts that Microsoft Dynamics NAV 2009 uses to post any exchange rate gains or losses.

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Chapter 1: Consolidation •

Comp. Exch. Rate Gains Acct. and Comp. Exchange Rate Losses Acc. – identifies the G/L accounts that Microsoft Dynamics NAV 2009 uses to post any exchange rate gains or losses that result from consolidation of accounts that have a setting of Composite in the Consol. Trans. Method field. If the Comp. Exch. Rate Gains Acct. or Comp. Exchange Rate Losses Acc. are not specified, the account specified in the Exch. Rate Gains Acc. and Exch. Rate Loss Acc. are used.

FIGURE 1.3 BUSINESS UNIT CARD - G/L ACCOUNTS FASTTAB

•

Equity. Exch. Rate Gains Acct. and Equity. Exchange Rate Losses Acc –identifies the G/L accounts that Microsoft Dynamics NAV 2009 uses to post any exchange gains or losses that result from consolidation of accounts that have a setting of Equity in the Consol. Transl. Method field. If the Equity. Exch. Rate Gains Acct. or Equity. Exchange Rate Losses Acc. are not specified, the account specified in the Exch. Rate Gains Acc. and Exch. Rate Loss Acc. are used.

•

Residual Account – identifies the G/L accounts that Microsoft Dynamics NAV 2009 uses to post residual amounts that may occur because of importing data during a consolidation. For example, posting residual amounts because of balance sheet beginning balances restatements.

•

Minority Exch. Rate Gains Acct. and Minority Exchange Rate Losses Acc. – identifies the G/L accounts that Microsoft Dynamics NAV 2009 uses to post exchange rate gains or losses that result from consolidation of accounts from business unit with minority shares. These fields are used in the Consolidation 100% if the ownership of the business unit is less than 100 percent. If not specified, the accounts specified in the Exch. Rate Gains Acc. and Exch. Rate Loss Acc. fields are used.

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Multisite Operations in Microsoft Dynamics® NAV 2009 NOTE: The G/L account fields used during consolidation depend on the Consolidation Translation Method specified on each G/L accounts card. If a Consolidation Translation Method is not specified when new G/L accounts are created, average is used.

Exchange Rates To specify Exchange Rates for Consolidations, you must select the relevant exchange rate by selecting the line with the relevant business unit in the Business Units window, clicking Related Information, and then pointing to Exch. Rates The Exch. Rates button accesses the three exchange rates Microsoft Dynamics NAV 2009 uses when consolidating the financial statements of business units if the financial statements are in a foreign currency. The three exchange rates are: •

Average Rate (Manual) – the average rate that prevails in the foreign exchange market in the period for which the balance sheet or income statement is being prepared.

•

Closing Rate – the rate that prevails in the foreign exchange market at the date for which the balance sheet or income statement is being prepared.

•

Last Closing Rate – the rate used at the last Balance Sheet closing.

After you select the Exch. Rates button, the Change Exchange Rate page appears, regardless of which of the three exchange rates is selected.

FIGURE 1.4 CHANGE EXCHANGE RATE

Depending on how you enter exchange rates in the program, you can change the exchange rate by changing the contents of the editable field in the window and then clicking OK.

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Chapter 1: Consolidation If you do not manually adjust the exchange rates for the Average Rate, Closing Rate, or Last Closing Rate, the system uses the latest exchange rate from the Currency Exchange Rates page will be used as a default for the consolidation. However, if you add new exchange rates to the Currency Exchange Rates window before you consolidate so that a different default exchange rate will be used, the Average Rate, Closing Rate, and Last Closing Rate exchange rates do not automatically update to contain the new default. To update to the new default exchange rate, you must actively reselect the currency in the Currency Code field in the Business Units window.

Functions The Function option contains the processes for testing and importing the business units. Business units data is tested before importing the data into the consolidated company. To access the Function option, click Actions and point to Function. The options are: •

Test Database – if the business units are existing companies in the current Microsoft Dynamics NAV 2009 database, use this option to test the data in those business units.

•

Test File – if the business units are maintained in other databases, use this option to test the data in a file exported from those databases.

•

Import Database – imports the consolidation data from the companies in the current Microsoft Dynamics NAV 2009.

•

Import File – imports the consolidation data from the export file from the other database.

Reports To access Reports, click Related Information and point to Reports. The following consolidation reports are available: •

Elimination – tentative trial balance report that you can use before posting eliminations.

•

Trial Balance – trial balance report that includes posted consolidation entries used by companies that are consolidating more than four business units.

•

Trial Balance (4) – trial balance report that includes posted consolidation entries used by companies that are consolidating four or less business units.

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Multisite Operations in Microsoft Dynamics® NAV 2009 Set Up Business Units To set up business units in the consolidated company, follow these steps: 1. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, and the select Consolidation. 2. On the Consolidation page, select Business Units. 3. Click New. To fill in the General FastTab, follow these steps 1. In the Code field, enter a unique identifier. 2. In the Name field, enter a short description of the business unit. 3. In the Company Name field, click the drop-down list and select the corresponding company. 4. In the Currency Code field, click the drop-down list and select the relevant currency for this business unit. 5. In the Currency Exchange Rate Table field, click the drop-down list and select the relevant currency exchange rate table. 6. Click to insert a check mark in the Consolidate check box to include this business unit in the consolidation process. 7. In the Consolidation % field, enter the percentage of this business unit to be included in the consolidation process. 8. If the fiscal year for this business unit differs from the consolidated company, enter the business unit's fiscal year in the Starting Date and Ending Date fields. 9. In the Data Source field, click the drop-down list and select the LCY or ACY. 10. In the File Format field, click the drop-down list and select the relevant file format for this business unit. To fill in the G/L Account FastTab, follow these steps: 1. In the Exch. Rate Gains Acc. field, click the drop-down list and select the relevant account. 2. In the Exch. Rate Losses Acc. field, click the drop-down list and select the relevant account. 3. In the Comp. Exch. Rate Gains Acc. field, click the drop-down list and select the relevant account. 4. In the Comp. Exch. Rate Losses Acc. field, click the drop-down list and select the relevant account. 5. In the Equity Exch. Rate Gains Acc. field, click the drop-down list and select the relevant account. 6. In the Equity Exch. Rate Losses Acc. field, click the drop-down list and select the relevant account.

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Chapter 1: Consolidation 7. In the Residual Account field, click the drop-down list and select the relevant account. 8. If the business unit is less than 100 percent: a. In the Minority Exch. Rate Gains Acc. field, click the dropdown list and select the relevant account. b. In the Minority Exch. Rate Losses Acc. field, click the dropdown list and select the relevant account.

Dimensions in Consolidations You can include dimensions that are used by subsidiaries in the consolidation. However, there are many setup conditions. If you do not perform consolidations of subsidiaries by using dimensions: •

Dimensions set up is not required in the consolidated company

•

Dimensions must not be selected in any consolidation function or report.

If you complete consolidations of subsidiaries with dimensions where the subsidiary uses: •

The same dimension as the consolidated company, then the dimension must be set up in the consolidated company.

•

Different dimensions, than the consolidated company dimension(s): o o

Must be set up in the consolidated company. In the subsidiary company must be mapped to the dimensions in the consolidated company.

In Microsoft Dynamics NAV 2009, users can map different dimensions in the subsidiary company by using the Consolidation Code in the Dimensions page. For example, a Nordic business unit has separate dimension values for Denmark, Sweden, and Norway. The consolidated company only requires information for the consolidated Nordic region. To consolidate the dimension value for Denmark, Sweden, and Norway in this business unit into the Nordic dimension value in the consolidated company, the Dimension page is completed as shown in the following tables. In the consolidated company: Code

Name

NORDIC

Sales Territory, Nordic

Consolidation Code

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Multisite Operations in Microsoft Dynamics® NAV 2009 In the Subsidiary company: Code

Name

Consolidation Code

DENMARK

Sales Territory, Denmark

NORDIC

NORWAY

Sales Territory, Norway

NORDIC

SWEDEN

Sales Territory, Sweden

NORDIC

Enter Nordic in the Consolidation Code field for the Norway dimension value. To set up consolidation with dimensions, follow these steps: 1. Click the Microsoft Dynamics NAV button.

FIGURE 1.5 MICROSOFT DYNAMICS NAV BUTTON

2. Click Select Company. 3. Select the subsidiary company with dimensions and then click OK. 4. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, and then select Dimensions. 5. In the Dimensions page, right-click the Column header and select the Choose Column feature. 6. Select the Consolidation Code, click Add, and then click OK. 7. For each dimension that must map to a different dimension, in the Consolidation Code field, enter the corresponding Dimension Code used in the consolidated company.

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Chapter 1: Consolidation To set up consolidation with dimensions values, follow these steps: 1. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, and then select Dimensions. 2. In the Dimensions Page, click Related Information, click Dimensions, and then point to Dimension Values. 3. In the Dimension Values page, right-click the column header and select Choose Column feature. 4. Select the Consolidation Code, click Add, and then click OK. 5. For each dimension that must map to a different dimension, in the Consolidation Code field, enter the corresponding Dimension Value Code used in the consolidated company.

Test Your Knowledge: G/L Account Setup for Consolidations 1. What is the purpose of setting up consolidation information on G/L Accounts in the subsidiary companies? ( ) Post eliminations in the consolidated company. ( ) Determine whether the subsidiary that has to be included will be 100 percent or less. ( ) Map the subsidiary's Chart of Accounts to the consolidated company's Chart of Accounts. ( ) Determine the period for which data is imported.

Test Your Knowledge: Dimension and Consolidation 2. When dimensions are used in consolidations, and the dimensions are different in the subsidiary and the consolidated companies, what setup must occur? (Select all that apply) ( ) The corresponding dimension code in the consolidated company is entered in the Consolidation Code field on the dimension in the subsidiary company. ( ) The corresponding dimension value code in the consolidated company is entered in the Consolidation Code field on the dimension value in the subsidiary company. ( ) Nothing is required. ( ) The dimensions in the consolidated company must be the same as in the subsidiary company.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Lab 1.1 – Set Up Business Units Scenario CRONUS International Corporation owns 100 percent interest in CRONUS International CONSOL and just acquired 50 percent in another company as a subsidiary, named CRONUS Subsidiary. January 2009 will be reported with consolidated financial statements. Phyllis, the accounting manager, set up the chart of accounts in both companies and asked you to help with the setup by entering the following business units: •

CRONUS Subsidiary o o o

•

CRONUS International CONSOL o o o

•

Code: SUB 50 percent owned by CRONUS Consolidated Company Same fiscal year as the parent company

Code: INTC 100 percent owned by CRONUS Consolidated Company Same fiscal year as the parent company

Both subsidiaries o o o

Have the same fiscal year and currency as the parent company Are within the same database using Microsoft Dynamics NAV 2009 Use account 3120 as the residual account

Challenge Yourself! Create the business units for CRONUS Subsidiary and CRONUS International Consol as specified in the scenario.

Need a Little Help? 1. Open the consolidated company. 2. Open the Business Unit Card. 3. Create the business unit for CRONUS Subsidiary as specified in the scenario. 4. Create the business unit for CRONUS International Consol as specified in the scenario.

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Chapter 1: Consolidation Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select CRONUS Consolidated Company, and then click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Click New. 5. In the Code field, enter SUB. 6. In the Name field, enter CRONUS Subsidiary. 7. In the Company Name field, click the drop-down list and select CRONUS Subsidiary. 8. In the Consolidation % field, enter 50. 9. On the G/L Accounts FastTab, in the Residual Account field, enter 3120. 10. Click OK. 11. Click New. 12. In the Code field, enter INTC. 13. In the Name field, enter CRONUS International CONSOL 14. In the Company Name field, click the drop-down list and select CRONUS International CONSOL. 15. On the G/L Accounts FastTab, in the Residual Account field, enter 3120. 16. Click OK.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Export Data for Consolidation If a business unit is located in another database, users must export the consolidation data to a file before it can be consolidated. Each company must be exported separately. Microsoft Dynamics NAV 2009 uses the Export Consolidation batch job for this purpose.

Export Consolidation Batch Job The export consolidation batch job processes all entries in every G/L Account in the following order: 1. For every combination of selected dimensions and date, the contents of the entries' Amount fields are totaled and exported. 2. The next combination of selected dimensions and date with the same account number is processed 3. The combinations in the next account number are processed, and so on. The exported entries contain the following fields: Account No., Posting Date, and Amount. If dimensions information was also exported, dimension codes and dimension values will also be included. For each exported line:

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•

If the total of the Amount fields is a debit, the account number that is set up in the business unit's Consol. Debit Acc. field is exported to the line.

•

If the total is a credit, the corresponding number in the Consol. Credit Acc. field is exported to the line.

•

The date used is either the period's ending date or, if the transfer occurs for each day, the exact date of the calculation.

•

Including dimension, the value is the specified dimension or the value in the Consolidation Code field if the dimension is mapped to a Consolidated Code.

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Chapter 1: Consolidation Access the Export Consolidation batch job on the Navigation Pane by clicking Departments, clicking Financial Management, clicking Periodic Activities, clicking Consolidation, and then selecting Export Consolidation; the Export Consolidation window appears.

FIGURE 1.6 EXPORT CONSOLIDATION

On the Options FastTab, fill in the fields to specify how the batch job will create the file as follows: •

File Format – indicates the file format that the business unit uses to submit the data. If the business unit has version 3.70 or earlier of Microsoft Dynamics NAV, the system will submit a .txt file. If the business unit has version 4.00 or later, the system will submit an .xml file. The only reason to select the old format is if the parent company has not yet upgraded to the current Microsoft Dynamics NAV 4.00 or later.

•

Starting Date and Ending Date – identifies the first and last dates in the period from which entries will be exported. The period defined in these fields cannot be longer than 500 days. If a closing date is used, the Starting Date and Ending Date must be the same.

•

Copy Dimensions – determines how dimensions entries are to be classified when you are exporting to a consolidated company.

•

Parent Currency Code – identifies the currency code of the company that will perform the consolidation.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To run the Export Consolidation batch job, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar, click Select Company, and then select the subsidiary company to be exported, and then click OK. 2. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, and then select Consolidation. 3. In the Consolidation page, select Export Consolidation. 4. In the File Format field, click the drop-down list and select the relevant file format. 5. In the Starting Date field, enter the beginning date of the export. 6. In the Ending Date field, enter the ending date for the export. 7. If dimensions are to be exported, in the Copy Dimension field, click the AssistButton. 8. For each dimension to copy, click to insert a check mark in the check box.

FIGURE 1.7 DIMENSION SELECTION

9. Click OK to close the Dimension Selection page. 10. In the Parent Currency Code field, click the drop-down list and select the parent company currency. 11. Click OK to run the batch job.

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Chapter 1: Consolidation

Lab 1.2 – Create a Consolidation Export File Scenario CRONUS Subsidiary is only 50 percent owned by CRONUS Consolidated Company, and the other 50 percent is owned by a separate company. Phyllis, the accounting manager, is working at the CRONUS Subsidiary company location with their finance team and needs an export file to send to the parent company for their January 2009 consolidation. Create an export file that is based on the following criteria: •

Name the file CRONUS Subsidary_Jan09 and save to your desktop.

•

The other parent company uses the same currency but does not use dimensions.

Challenge Yourself! Run the Export Consolidation batch job as specified in the scenario.

Need a Little Help? 1. 2. 3. 4.

Open the CRONUS Subsidiary company. Open the Export Consolidation batch job. Set the period for January 2009. Run the batch job.

Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. Click Select Company. 2. Select the CRONUS Subsidiary and then click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, and then select Consolidation. 4. In the Consolidation page, select Export Consolidation. 5. In the File Format field, click the drop-down list and select the Version 4.00 or later (.xml). 6. In the Starting Date field, enter 01/01/09. 7. In the Ending Date field, enter 01/31/09. 8. Click OK to run the batch job 9. Click Save. select Desktop, and then click Save.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Test Data for Consolidation Before consolidating data, it is helpful to verify whether there are differences between the basic information in the business units and in the consolidated company. Data in business units can be tested: •

From exported files by using the Consolidation - Test File report

•

Within the database by using the Consolidation - Test Database report

Both batch jobs perform the same function and produce the same result.

Testing Data Both the Consolidation – Test File and Consolidation – Test Database reports review the business units' financial data. The reports then display the G/L accounts and the dimensions that are included in the consolidation period. The report displays error messages when accounts and dimensions are not set up correctly, including when: •

The consolidated debit or credit account specified on the G/L account in the subsidiary company is not set up as a G/L account in the consolidated company.

•

The consolidation code for a dimension set up in the subsidiary is not a dimension in the consolidated company.

•

The dimension in the subsidiary is not set up as a dimension in the consolidated company.

In addition, blank values appear on the report when either the consolidated debit or credit account is not entered on the G/L account in the subsidiary company. Correct all errors before importing the file for consolidation.

Correcting Data To correct accounts, ensure that the consolidation accounts in the subsidiary company are mapped to accounts that exist in the consolidated company. To correct dimensions, ensure that:

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•

In the subsidiary company, the correct consolidation codes are mapped to the appropriate dimensions in the consolidated company.

•

The same dimensions and dimension values are set up in both the consolidated company and the subsidiaries if the same dimension is used.

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Chapter 1: Consolidation Run the Consolidation – Test File Report To run the Consolidation – Test File report, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select the consolidated company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Locate and select the business unit with an export file to test. 5. Click Action, point to Function, and then select Test File.

FIGURE 1.8 CONSOLIDATION - TEST FILE

6. In the File Format field, click the drop-down list and select the format of the field to be imported. 7. In the File Name field, click the AssistButton, click Allow, and then click OK. 8. In the Import from XML File window, locate the exported file. 9. Click Open. 10. Click Preview to review the report on the screen, or click Print to print the report.

Run the Consolidation – Test Database Report To run the Consolidation - Test Database report, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select the consolidated company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Locate and select the business unit to test.

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Multisite Operations in Microsoft Dynamics® NAV 2009 5. Click Action, point to Function, and then select Test Database.

FIGURE 1.9 CONSOLIDATION - TEST DATABASE

6. In the Business Unit FastTab on the Code line, click the Enter a value drop-down list and select the relevant business unit to test. It is recommended that you test each business unit individually. 7. On the Options FastTab, in the Starting Date field, enter the beginning date of the test. 8. In the Ending Date field, enter the ending date of the test. 9. To test that dimensions are correctly mapped, in Copy Dimension field, click the AssistButton to select the dimensions. 10. Click Preview to review the report on the screen, or click Print to print the report.

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Chapter 1: Consolidation

Lab 1.3 – Test the Consolidation Data Scenario In Lab 1.1, you set up the business units for the subsidiary companies. Now, you will test each business unit to verify the set up. Test each business unit separately for January 2009 and preview each report on the screen. Because dimensions and currency are the same in all companies, it is not necessary to specify either in this test. The test report for CRONUS International CONSOL shows that an account is missing consolidation information and two accounts are not set up in the CRONUS Consolidated Company. Note this information; it is corrected in Lab 1.4.

Challenge Yourself! 1. Run the Consolidation - Test Database batch job for INTC company in the January 2009 period. 2. Preview the report and make note of any accounts missing data or with an error message. 3. Run the Consolidation - Test database batch job for the SUB company in January 2009 period. 4. Preview the report and make note of any accounts that are missing data or have an error message.

Need a Little Help? 1. Open the CRONUS Consolidated Company 2. Open the Business Unit Card for CRONUS International CONSOL company. 3. Open the Consolidation -Test Database batch job. 4. Filter on the INTC code on the January 2009 period. 5. Preview the report and note any accounts that are missing data or have an error message. 6. Run the Consolidation - Test Database batch job for the SUB company in the January 2009 period. 7. Preview the report and note any accounts that are missing data or have an error message.

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Multisite Operations in Microsoft Dynamics® NAV 2009 Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company select the CRONUS Consolidated Company, and then click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Period Activities, click Consolidation, and then select Business Units. 4. Locate and select the CRONUS International CONSOL company. 5. Click Actions, point to Functions, and then select Test Database. 6. In the Business Unit FastTab on the Code line, click the Enter a value drop-down list and select INTC. 7. On the Options FastTab, in the Starting Date field, enter the 01/01/09. 8. In the Ending Date field, enter 01/31/09. 9. Click Preview to review the report on the screen. 10. Note the following errors: a. Account 1240 is missing consolidation accounts. b. Account 2211 and 2212 do not exist in the consolidated company. 11. 12. 13. 14. 15. 16. 17. 18. 19.

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Close the Print Preview window. Locate and select the CRONUS Subsidiary company. Click Actions, point to Functions, and then select Test Database. In the Business Unit FastTab on the Code line, click the Enter a value drop-down list and select SUB. On the Options FastTab, in the Starting Date field, enter the 01/01/09. In the Ending Date field, enter 01/31/09. Click Preview to review the report on the screen. Note that there are no errors on the report. Close the Print Preview window.

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Chapter 1: Consolidation

Lab 1.4 – Correct the Consolidation Data Scenario In Lab 1.3, you tested the data for both subsidiary companies and found the following errors in the CRONUS International CONSOL company: •

Account 1240 is missing consolidation account.

•

WIP/Job Sales account 2211 and 2212 do not exist in the consolidated company.

You contact Phyllis about the errors and are instructed to: •

Assign consolidation debit and credit accounts 1240 to account 1240. Verify that the consolidation method is set to Closing Rate.

•

Assign WIP/Job sales accounts to WIP Sales account that is used in the consolidated company. Verify that the consolidation method is set to Closing Rate.

After correcting these accounts, test the CRONUS International CONSOL business unit for January 2009 again.

Challenge Yourself! 1. Find the WIP Sales account number in the CRONUS Consolidated Company and note the number. 2. Update the accounts in the CRONUS International CONSOL company as specified in the scenario. 3. Run the Consolidation - Test Database batch job for INTC company in the January 2009 period to verify that there are no errors.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Open the CRONUS Consolidated Company. Open the Chart of Accounts. Locate the WIP Sales account and note the account number. Open the CRONUS International CONSOL company. Open the Chart of Accounts. Locate and open the G/L Account Card for account 1240. Enter the consolidation information as stated in the scenario. Locate and open the G/L Account Card for account 2211. Enter the consolidation information as stated in the scenario. Locate and open the G/L Account Card for account 2212. Enter the consolidation information as stated in the scenario. Open the CRONUS Consolidated Company.

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Multisite Operations in Microsoft Dynamics® NAV 2009 13. Open the Consolidation - Test database batch job. 14. Filter on the INTC code and the January 2009 period. 15. Run the batch job and verify that there are no errors.

Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company select the CRONUS Consolidated Company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click General Ledger and then select Chart of Accounts. 4. Locate the WIP Sales account no. 2210. 5. Click the Microsoft Dynamics NAV menu on the Command Bar. 6. Click Select Company select the CRONUS International CONSOL, and then click OK. 7. Click OK to the demonstration data message. 8. On the Navigation Pane, click Departments, click Financial Management, click General Ledger and then select Chart of Accounts. 9. Locate and double-click account 1240. 10. Click the Consolidation FastTab. 11. In the Consol. Debit Acc. field, enter 1240. 12. In the Consol. Credit Acc. field, enter 1240. 13. Verify that the Consol. Translation Method is set to Closing Rate. 14. Close the G/L Account Card page. 15. Locate and select account 2211. 16. Click the Consolidation FastTab. 17. In the Consol. Debit Acc. field, enter 2210. 18. In the Consol. Credit Acc. field, enter 2210. 19. Verify that the Consol. Translation Method is set to Closing Rate. 20. Close the G/L Account Card. 21. Locate and select account 2212. 22. In the Consol. Debit Acc. field, enter 2210. 23. In the Consol. Credit Acc. field, enter 2210. 24. Verify that the Consol. Translation Method is set to Closing Rate. 25. Close the G/L Account Card. 26. Click the Microsoft Dynamics NAV menu on the Command Bar. 27. Click Select Company select the CRONUS Consolidated Company, and then click OK. 28. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation and the select Business Units.

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Chapter 1: Consolidation 29. 30. 31. 32. 33.

Locate and select CRONUS International CONSOL company. Click Actions, point to Functions and then select Test Database. On the Options FastTab, in the Starting Date field, enter 01/01/09. In the Ending Date field, enter 01/31/09. On the Business Unit FastTab, in the Code Filter field, click the drop-down list and select INTC. 34. Click Preview to review the report on the screen. 35. Verify that there are no other errors.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Process the Consolidation Once all errors from the test reports are corrected, you can consolidate data from: •

Exported files by using the Import Consolidation from Files batch job.

•

Within the database by using the Import Consolidation from DB batch job.

Both batch jobs perform the same function and produce the same result.

Consolidating Data The Import Consolidation from DB and Import Consolidation from File batch jobs process all the entries in the business unit included in the consolidation. When the batch job begins, a status message indicates which business unit and which account number and date is being processed. The Bach job process updates the G/L Entry table directly; there are no journal batches created to post in the consolidated company. View posted entries by clicking Departments, clicking Financial Management, clicking General Ledger, going to History, and then selecting G/L Registers. When the consolidation process is complete: •

Transactions for each account in the subsidiary are totaled.

•

The net amounts are transferred to the accounts in the consolidated company using the G/L accounts specified on the subsidiary's G/L account in the Consol. Debit Acc. or Consol. Credit Acc. field.

Residual amounts are posted due to rounding differences that occur from the calculation of 50 percent of the business unit entry. If there are existing entries from the business unit in the consolidated company, they are overwritten and the following text is assigned: Changes by consolidation on (work date).

Run the Import Consolidation from DB Batch Job To fill in the Import Consolidation from DB batch job, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar, click Select Company, and then select the consolidated company and then click OK. 2. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, and then select Consolidation. 3. In the Consolidation page, select Business Units.

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Chapter 1: Consolidation 4. Locate and select the Business Unit to import. 5. Click Actions, point to Functions, and then select Import Database.

FIGURE 1.10 IMPORT CONSOLIDATION FROM DB

6. In the Business Unit FastTab on the Code line, click the Enter a value drop-down list and select the relevant business unit to import. It is recommended that you import each business unit individually. 7. On the Options FastTab, in the Starting Date field, enter the first date in the period from which entries are imported. 8. In the Ending Date field, enter the last date in the period from which entries are imported. . 9. To test that dimensions are properly mapped, in the Copy Dimension field, click the AssistButton to select the dimensions. 10. In the Document No. field, enter a number that appears on all the imported entries. 11. Change the value in the Parent Currency Code field, only if the currency code in the business unit differs from the parent company's. To run the batch job, follow these steps: 1. Click OK. 2. Click Yes to consolidate in the specified period. 3. If the consolidation period is not within the latest fiscal year in the consolidated company, messages are displayed that prompt you to continue. Click Yes to each message.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To review posted entries, follow these steps: 1. On the General Ledger folder, locate History and then select G/L Registers. 2. Locate and select the consolidation register. 3. Click General Ledger. 4. Review the entries. To run the Import Consolidation from File batch job, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select the consolidated company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Locate and select the business unit to import. 5. Click Action, point to Function, and then select Import File.

FIGURE 1.11 IMPORT CONSOLIDATION FROM FILE

6. In the File Format field, click the drop-down list and select the format of the field to be imported. 7. In the Document No., enter a number that appears on all the imported entries. 8. Click OK. 9. In the Import from XML File window, locate the exported file. 10. Click Open. 11. Click Yes to consolidate in the specified Period. 12. If the consolidated period is not within the latest fiscal year in the consolidated company, a message is displayed that prompts you to continue. Click Yes.

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Chapter 1: Consolidation To review posted entries, follow these steps: 1. On the General Ledger folder, locate History and then select G/L Registers. 2. Locate and select the consolidation register. 3. Click General Ledger. 4. Review the entries.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Lab 1.5 – Consolidate the Subsidiaries Scenario January 2009 processing is complete and consolidated financial statements are ready to be run. Phyllis, the accounting manager, has given you the responsibility of managing consolidations because of your involvement with the setup. Consolidate the business units using the following criteria: •

Import each business unit individually.

•

Use a document number that represents the business unit and the period (Jan09) for each consolidation.

•

Accept any messages when running the batch jobs.

Challenge Yourself! 1. Run the Import Consolidation from DB batch job for the INTC company, as specified in the scenario. 2. Run the Import Consolidation from DB batch job for the SUB company, as specified in the scenario.

Need a Little Help? 1. Open the CRONUS Consolidated Company 2. Open the Business Unit Card for the CRONUS International CONSOL business unit. 3. Open the Import Consolidation from DB batch job. 4. Filter on the INTC code and the January 2009 period. 5. Enter the document number as specified in the scenario. 6. Run the batch job, accepting any messages. 7. Locate CRONUS Subsidiary business unit. 8. Filter on SUB code and January 2009 period. 9. Enter the document number as specified in the scenario.

Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company select the CRONUS Consolidated Company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation and then select Business Units. 4. Locate and select CRONUS International CONSOL business unit.

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Chapter 1: Consolidation 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.

Click Actions, point to Functions and then select Import Database. On the Options FastTab, in the Starting Date field, enter 01/01/09. In the Ending Date field, enter 01/31/09. In the Document No. field, enter INTC_Jan09. On the Business Unit FastTab, in the Code Filter field, click the drop-down list and select INTC. Click OK. Click Yes to consolidate in the specified periods. Locate and select CRONUS Subsidiary business unit. Click Actions, point to Functions and then select Import Database. On the Options FastTab, in the Starting Date field, enter 01/01/09. In the Ending Date field, enter 01/31/09. In the Document No. field, enter SUB_Jan09. On the Business Unit FastTab, in the Code Filter field, click the drop-down list and select SUB. Click OK.

19. Click Yes to consolidate in the specified periods. 20. Click OK.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Process Consolidation Eliminations When all the financial data from the business units is imported to the consolidated company, the entries involving intercompany transactions must be eliminated. Processing the consolidation elimination consists of the following steps: 1. Calculate the eliminations. 2. Enter the elimination amounts in a general journal. 3. Run the G&L Consolidation Elimination report to review the pending elimination entries. 4. Post the general journal. 5. Run the G&L Consolidation Eliminations report to review the posted results. Calculating the eliminations is a time-consuming, manual process that may be aided by setting up specific intercompany accounts, intercompany customers/vendors, and intercompany posting groups.

General Journal Setup The consolidation elimination entries are entered in the consolidated company using a journal batch that does not contain a check mark in the Copy VAT Setup to Jnl. Lines check box. Use a journal batch with this setup because if an elimination entry is posted in a journal with the Copy VAT Setup to Jnl. Lines check box checked, a VAT entry is automatically posted. This is incorrect because VAT is still chargeable on the transaction, even though it was an intercompany transaction.

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Chapter 1: Consolidation G/L Consolidation Elimination Report The G/L Consolidation Elimination report provides a tentative trial balance that shows the consequences of eliminating the entries by comparing the entries in the consolidated company with the eliminations in the general journal. Access the G/L Consolidation Elimination report from the Business Unit Card by clicking Related Information, pointing to Reports, and then selecting Eliminations.

FIGURE 1.12 G/L CONSOLIDATION ELIMINATIONS

The Options FastTab contains the following fields: •

Starting Date - indicates the first date in the period from which posted entries in the consolidated company will be shown.

•

Ending Date - indicates the last date in the period from which posted entries in the consolidated company will be shown.

•

Business Unit Code - identifies the business units to be included in the report.

•

Journal Template Name -identifies the journal template that will be used for the unposted eliminations.

•

Journal Batch - identifies the journal batch that contains the unposted eliminations.

•

Show - determines whether the amounts are displayed as a Net Change or as a Balance as of the current date.

On the G/L Accounts FastTab, you can set filters on specific accounts and Global Dimensions.

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Multisite Operations in Microsoft Dynamics® NAV 2009 When the report is run, each account appears following the structure of the chart of accounts. An account is not shown if the amount is zero for the reporting period. The following information is displayed for each account: •

Account No. and Name.

•

If Business Unit Codes were entered on the Options FastTab: o o

•

The first amount column displays totals for the consolidated company, excluding the selected business unit and eliminations. The second amount column displays totals of the selected business units' imported entries.

If Business Units Codes were not entered on the Options FastTab: o o

The first amount column displays totals for the consolidated company, excluding eliminations. The second amount column displays totals of the posted eliminations in the consolidated company.

•

The third amount column displays totals for the consolidated company with all the business units and all posted eliminations.

•

The Elimination column displays the elimination entries pending in the general journal. A running total of pending eliminations is shown at the bottom of each page of the report.

•

The Description column displays the text entered in the Description field on the pending eliminations general journal.

•

The Total Incl. Eliminations column displays the consolidated company's projected totals after the pending eliminations are posted.

Demonstration: Process and Review Elimination Entries Scenario: After running the consolidation process, Phyllis reviewed the consolidation entries and found the following intercompany transactions that must be eliminated:

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•

On January 15, 2009, CRONUS International CONSOL sold items to CRONUS Subsidiary in the amount of 7,500 LCY.

•

Because only 50 percent of CRONUS Subsidiary is owned by CRONUS International Company, only 50 percent of the amount must be eliminated.

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Chapter 1: Consolidation Phyllis sets up a general journal batch for consolidation and then enters the eliminations entries, as shown in the following table. Posting Date

G/L Account

Description

Amount

01/31/09

2325

Eliminate Interco Sales

-3,750.00

01/31/09

6110

Eliminate Interco Sales

3,750.00

01/31/09

5425

Eliminate Interco Sales

3,750.00

01/31/09

7110

Eliminate Interco Sales

-3,750.00

Before the elimination entries are posted, the G/L Consolidation Eliminations report is run to review the result of the posting these entries. NOTE: You must complete labs 1.1, 1.4, and 1.5 to perform this demonstration, and the G/L accounts must be set to Direct Posting.

Steps: Process and Review Elimination Entries To set up the general journal, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select CRONUS Consolidated Company, and then click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click General, and then select Journal Templates. 4. With the GENERAL line selected, click Related Information, point to Template, and then select Batches. 5. Click New. 6. In the Name field, enter CONSOLELIM. 7. In the Description field, enter Consolidation Eliminations. 8. Click to remove the check mark in the Copy VAT Setup to Jnl. Lines check box. 9. Click Edit Journal. To enter elimination entries, follow these steps: 1. 2. 3. 4. 5. 6. 7.

Make sure that the CONSOLELIM batch is selected. In the Posting Date field, enter 01/31/09. In the Document No. field, enter ELIM-JAN09. In the Account No. field, enter 2325. In the Description field, enter Eliminate Interco Sales. In the Amount field, enter -3750.00 Click the next line.

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Multisite Operations in Microsoft Dynamics® NAV 2009 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.

In the Account No. field, enter 6110. In the Description field, enter Eliminate Interco Sales. In the Amount field, enter 3750.00 Click the next line. In the Document No. field, enter ELIM-JAN09. In the Account No. field, enter 5425. In the Description field, enter Eliminate Interco Sales. In the Amount field, enter 3750.00 Click the next line. In the Account No. field, enter 7110. In the Description field, enter Eliminate Interco Sales. In the Amount field, enter -3750.00.

NOTE: The Business Unit Code field in the journal lines must be blank so that the elimination entries are not included as imported consolidation entries in the G/L Consolidation Eliminations and the Consolidated Trial Balance reports. To review the G/L Consolidation Eliminations report before posting the journal, follow these steps: 1. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then click Business Units. 2. With either business unit selected, click Related Information, point to Reports, and then select Eliminations. 3. Ensure that no filters are set on the G/L Account FastTab. 4. On the Options FastTab, in the Starting Date field, enter the 01/01/09. 5. In the Ending Date field, enter 01/31/09. 6. Leave the Business Unit Code field empty so that both subsidiaries appear. 7. In the Journal Template Name field, click the drop-down list and select General. 8. In the Journal Batch field, click the drop-down list and select Consolidation Eliminations. 9. Ensure that Net Changes is selected to Show. 10. Click Preview. 11. Review the entries in the Total, Eliminations, Description, and Total Incl. Eliminations columns. To post the eliminations, follow these steps: 1. On the General Journal Page, click Post. 2. Click Yes to post the journal lines. 3. Click OK.

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Chapter 1: Consolidation To review the G/L Consolidation Eliminations report that has posted entries, follow these steps: 1. In the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then click Business Units. 2. With either business unit selected, click Related Information, point to Reports, and then select Eliminations. 3. Ensure that the same filters are set as when they were previously run. 4. Click Preview. 5. Review the entries in the Posted Eliminations column.

Test Your Knowledge: Process Consolidation Eliminations 1. Put the following steps of eliminating intercompany consolidation entries in order: Step: _____: Review the pending elimination entries in the G/L Consolidation Elimination report. _____: Review the posted elimination entries in the G/L Consolidation Elimination report. _____: Enter the amounts in a general journal. _____: Calculate the eliminations. _____: Post the general journal

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Multisite Operations in Microsoft Dynamics® NAV 2009

Print Consolidation Reports Once the eliminations are posted, the consolidated trial balance reports for the consolidated company can be printed. There are two reports: •

Consolidated Trial Balance

•

Consolidated Trial Balance (4)

Consolidation Reports The consolidation reports in Microsoft Dynamics NAV 2009 are as follows: •

Consolidated Trial Balance - this report is recommended for a consolidated company that has more than four business units. The report have information on Net change and balance for each account before and after eliminations and the posted eliminations for each account. The totals for each business unit for a specific account are displayed on separate lines.

•

Consolidated Trial Balance (4) report - this report is recommended for a consolidated company that has four or less business units. Information for each account is displayed on a single line. The totals for each business unit for a specific account are displayed in separate columns. Because of the page width limits, you must select either balance or net change information, not both. The information that you select is then displayed for each account before and after eliminations and then eliminations are posted for each account.

NOTE: Because of the page width limits, large numbers may not display in the reports. When you select to show the reports in whole 1000s, all large numbers are more likely to be displayed.

Print the Consolidation Trial Balance Report To print the Consolidation Trial Balance report, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select the consolidated company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Locate and select the business unit.

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Chapter 1: Consolidation 5. Click Related Information, point to Reports, and then select Trial Balance.

FIGURE 1.13 CONSOLIDATED TRIAL BALANCE

6. On the Options FastTab, in the Starting Date field, enter the first date in the period from which posted entries in the consolidated company are shown. 7. In the Ending Date field, enter the last date in the period from which posted entries in the consolidated company will be shown. 8. Click to insert a check mark in the Amounts in Whole 1000s check box to display amounts in whole 1000s. 9. On the G/L Accounts FastTab, set accounts filters and global dimension filters for the report. 10. Click Preview to review the report on the screen, or click Print to print the report.

Print the Consolidation Trial Balance (4) Report To print the Consolidation Trial Balance (4) report, follow these steps: 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company, select the consolidated company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation, and then select Business Units. 4. Locate and select the business unit.

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Multisite Operations in Microsoft Dynamics® NAV 2009 5. Click Related Information, point to Reports, and then select Trial Balance (4). 6. On the Options FastTab, in the Starting Date field, enter the first date in the period from which posted entries in the consolidated company are shown. 7. In the Ending Date field, enter the last date in the period from which posted entries in the consolidated company will be shown. 8. Click to show amounts as a Net Change or as a Balance as of the current date. 9. Click to insert a check mark in the Amounts in Whole 1000s check box to display amounts in whole 1000s. 10. On the G/L Accounts FastTab, set accounts filters and global dimension filters for the report. 11. Click Preview to review the report on the screen, or click Print to print the report.

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Chapter 1: Consolidation

Lab 1.6 – Print the Consolidated Trial Balance Scenario The consolidation process is complete: •

Data from business is imported.

•

Consolidation eliminations are posted.

It is now time to run January 2009 trial balance for CRONUS Consolidated Company using the following criteria. •

Select the appropriate report for this consolidation.

•

Do not filter on account, global dimensions, or business units.

•

Show amounts as Net Change.

Preview the report; it is not necessary to print.

Challenge Yourself! Run the trial balance for reporting four or less business units based on the criteria that is specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5.

Open the CRONUS Consolidated Company. Open the Business Unit Card. Access the trial balance for reporting four or less business units. Enter the report criteria as specified in the scenario. Run the report.

Step by Step 1. Click the Microsoft Dynamics NAV menu on the Command Bar. 2. Click Select Company select the CRONUS Consolidated Company, and then click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click Periodic Activities, click Consolidation and then select Business Units 4. With either business unit selected, click Related Information, point to Reports and then select Trial Balance (4). 5. Ensure there are no filters set on the G/L Account FastTab 6. On the Options FastTab, in the Starting Date field, enter 01/01/09.

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Multisite Operations in Microsoft Dynamics® NAV 2009 7. In the Ending Date field, enter 01/31/09. 8. Ensure that Net Change is selected. 9. Click Preview to review the report.

Summary Consolidation in Multisite Operations in Microsoft Dynamics NAV 2009 helps companies in the processes of combining the financial statements of two or more subsidiaries into a consolidated financial statement. Once the consolidated company and subsidiary setups are finished, companies can export a file from Microsoft Dynamics NAV 2009. This is useful when subsidiaries are stores in separate Microsoft Dynamics NAV 2009 databases. After testing the business units to ensure that there are no errors, users can complete the consolidation process, process the eliminations, and finally create the consolidation reports for review. The consolidation features in Microsoft Dynamics NAV 2009 enables related companies to create a consolidated company for financial reporting.

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Chapter 1: Consolidation

Test Your Knowledge 1. Which fields must be blank when you post elimination entries in the general journal? ( ) Description ( ) Document No. ( ) Business Unit Code ( ) External Document No. 2. What setup must occur on the general journal batch that is used to post elimination entries? ( ) Copy VAT Setup to Jnl. Lines check box must not contain a check mark ( ) No. Series must be set up. ( ) Copy VAT Setup to Jnl. Lines check box must contain a check mark ( ) Allow VAT Differences check box must contain a check mark 3. In Microsoft Dynamics NAV 2009, which file types do you use when importing or exporting consolidation data? (Select all that apply) ( ) .docx ( ) .xml ( ) .net ( ) .txt 4. Which of the following fields are set up on G/L accounts that are used in consolidations? (Select all that apply) ( ) Consol. Translation Method ( ) Consol. Debit Acc. ( ) Consol. Unit Code ( ) Consol. Credit Acc. Fill in the blanks to test your knowledge of this section. 5. The consolidated Trial Balance report is recommended for companies with more than ______business units. 6. Data is consolidated into the consolidated company using the ____ Consolidation from File or DB batch job.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Quick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter 1.

2.

3.

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Chapter 1: Consolidation

Solutions Dimensions in Consolidations Test Your Knowledge: G/L Account Setup for Consolidations 1. What is the purpose of setting up consolidation information on G/L Accounts in the subsidiary companies? ( ) Post eliminations in the consolidated company. ( ) Determine whether the subsidiary that has to be included will be 100 percent or less. (•) Map the subsidiary's Chart of Accounts to the consolidated company's Chart of Accounts. ( ) Determine the period for which data is imported.

Test Your Knowledge: Dimension and Consolidation 2. When dimensions are used in consolidations, and the dimensions are different in the subsidiary and the consolidated companies, what setup must occur? (Select all that apply) (√) The corresponding dimension code in the consolidated company is entered in the Consolidation Code field on the dimension in the subsidiary company. (√) The corresponding dimension value code in the consolidated company is entered in the Consolidation Code field on the dimension value in the subsidiary company. ( ) Nothing is required. ( ) The dimensions in the consolidated company must be the same as in the subsidiary company.

Process Consolidation Eliminations Test Your Knowledge: Process Consolidation Eliminations 1. Put the following steps of eliminating intercompany consolidation entries in order: Step: 3 : Review the pending elimination entries in the G/L Consolidation Elimination report. 5 : Review the posted elimination entries in the G/L Consolidation Elimination report. 2

: Enter the amounts in a general journal.

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Multisite Operations in Microsoft Dynamics® NAV 2009 1

: Calculate the eliminations.

4

: Post the general journal

Test Your Knowledge 1. Which fields must be blank when you post elimination entries in the general journal? ( ) Description ( ) Document No. (•) Business Unit Code ( ) External Document No. 2. What setup must occur on the general journal batch that is used to post elimination entries? (•) Copy VAT Setup to Jnl. Lines check box must not contain a check mark ( ) No. Series must be set up. ( ) Copy VAT Setup to Jnl. Lines check box must contain a check mark ( ) Allow VAT Differences check box must contain a check mark 3. In Microsoft Dynamics NAV 2009, which file types do you use when importing or exporting consolidation data? (Select all that apply) ( ) .docx (√) .xml ( ) .net (√) .txt 4. Which of the following fields are set up on G/L accounts that are used in consolidations? (Select all that apply) (√) Consol. Translation Method (√) Consol. Debit Acc. ( ) Consol. Unit Code (√) Consol. Credit Acc. Fill in the blanks to test your knowledge of this section. 5. The consolidated Trial Balance report is recommended for companies with more than four 6. Data is consolidated into the consolidated company using the Import Consolidation from File or DB batch job.

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Chapter 2: Intercompany Postings

CHAPTER 2: INTERCOMPANY POSTINGS Objectives The objectives are: •

Review the IC feature and prepare the database to complete Intercompany Postings.

•

Explain the IC Partner Card and the process of setting up an intercompany partner.

•

Assign an IC partner to a customer and/or vendor.

•

Set up the centralized IC Chart of Accounts to be used for IC transactions.

•

Set up the centralized IC dimensions to be used for IC transactions.

•

Explain the IC Outbox and IC Inbox used to transfer IC transactions.

•

Demonstrate the process of creating an IC document.

•

Explain the process of sending an IC transaction to an IC partner.

•

Explain the process of receiving and accepting an IC transaction from an IC partner.

•

Review handled incoming and outgoing IC transactions.

•

Explain the process of rejecting an IC transaction from an IC partner.

•

Explain the process of returning and canceling a rejected IC transaction from an IC partner.

•

Process IC transactions using the IC General Journal.

Introduction The Intercompany (IC) Posting feature in Microsoft Dynamics® NAV 2009 helps companies that control more than one legal business entity. When companies use Intercompany Postings, it simplifies the process of doing business with subsidiary and internal partner organizations. Users enter Intercompany Posting transaction information once in the appropriate documents, and using that data, Microsoft Dynamics NAV 2009 creates transactions in the appropriate companies. Mapping between the companies, charts of accounts, and dimensions facilitates the creation of these transactions. Intercompany in Microsoft Dynamics NAV 2009 describes the steps required to perform Intercompany Postings, beginning with setting up the companies as intercompany partners, called IC partners, and the central Chart of Accounts and Dimensions. Once setup is complete, IC users can process documents and journals.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Intercompany Overview and Database Preparation Intercompany Postings uses a number of entries and documents for the relevant transactions: •

General Journal entries

•

Purchase and sales orders

•

Purchase and sales invoices

•

Credit memos

•

Return orders

To set up Intercompany Postings, the company must create a list of IC partners and an IC chart of accounts. This allows users to also create General Journal transactions; dimensions, if needed, must be set up separately. Set up customers and vendors as business partners, and assign them IC partner codes; this permits exchange of IC purchase and sales documents, including items and item charges. Because the receivables and payables functionalities in Microsoft Dynamics NAV 2009 facilitate handling different currencies, IC transactions can proceed in any currency.

Database Preparation Before you can complete this course, it is required to have two companies in your. The two Intercompanies are set up exactly like other companies. The two companies used in this lesson: •

CRONUS Consultancy Ltd.

•

CRONUS International Ltd.

NOTE: A clean Microsoft Dynamics NAV 2009 database must be used. Therefore, you must set up CRONUS Consoltancy Ltd. To set up CRONUS Consultancy in Microsoft Dynamics NAV 2009, you must open the classic client. 1. Click File, point to Company and then select New. 2. Name the New Company CRONUS Consultancy Ltd. 3. Set up the Chart of Accounts for CRONUS Consultancy Ltd. by copying the Chart of Account from CRONUS International Ltd. 4. In the Navigation Pane, click Administration, click IT Administration, click General Setup and then select Setup Checklist. 2-2

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Chapter 2: Intercompany Postings 5. Click the Function button and then select Copy Data. 6. In the Copy from field click the drop-down list and select CRONUS International Ltd. 7. Select all G/L and Sales & Receivables lines 8. Click OK to ‘Copy Data cannot’ message box. 9. Click Yes to copy the data from CRONUS International Ltd. 10. Click OK to the data has been copied successfully. 11. Close the Checklist. 12. Close Microsoft Dynamics NAV Classic client and open Microsoft Dynamics NAV in the Role tailored client.

Set Up the Intercompany Partner The first step in setting up Intercompany Postings is to create the IC partners for each company involved in intercompany transactions. IC partners are set up on the IC Partner Card page, accessed from the Navigation Pane by clicking Departments, clicking Administration, clicking Application Setup, clicking Financial Management, clicking Intercompany Postings, and then selecting IC Partners.

FIGURE 2.1 IC PARTNER CARD

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Multisite Operations in Microsoft Dynamics® NAV 2009 The code specified in the IC Partner Card is assigned to IC customers and vendors. Later, when sending and receiving IC transactions with partners, you will use this code to identify each company. Therefore, IC partners must all agree on one set of codes to use. For example, if one company is identified as IC partner 30, the other companies must have that company set up as IC partner 30.

IC Partner Card - General FastTab The General FastTab of the IC Partner Card contains the following fields: •

Code - a unique identifier, assigned to IC customers and vendors.

•

Name - name of the IC partner.

•

Currency Code - the IC partner's currency code.

•

Inbox Type - indicates how data is transferred to the IC partner's IC Inbox. The options are: o o o o

•

Inbox Details - identifies the details of the IC partner's Inbox. The options depend on the selection in the Inbox Type field: o o o o

•

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File Location: Used if a file containing IC transactions is sent to IC partners. Database: Used if the IC partner is set up as another company in the same database. E-mail: Used if the transactions are sent by e-mail to the IC partner. No IC Transfer: Used when other transmission formats are used, such as printed invoices, manual data entry, or Microsoft® BizTalk®.

If File Location is selected, this field contains the name andlocation of the file to send to the IC partner. If Database is selected, this field contains the name of the partner company. If E-mail is selected, this field contains the e-mail address of the IC partner. If No IC Transfer is selected, nothing is specified in this field.

Blocked - if selected, IC postings are prevented with this IC partner.

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Chapter 2: Intercompany Postings IC Partner Card - Posting FastTab The Posting FastTab contains the following fields: •

Receivables Account - identifies the default receivables account used as the balancing account for the IC partner in General Journals. When a line is posted from the IC Inbox, this account is used if the Account No. field contains an IC Partner Code. However, if the Source Type on the line is Sales Document, the receivables account is retrieved from the Customer Posting Group.

•

Payables Account - identifies the default payables account used as the balancing account for the IC partner in General Journals. When a line is posted from the IC Inbox, this account is used if the Account No. field contains an IC Partner Code. However, if the Source Type on the line is Purchase Document, the payables account is retrieved from the Vendor Posting Group.

•

Outbound Sales Item No. Type - indicates what type of item number is entered in the IC Partner Reference for items on sales lines sent to this IC partner. The options are: o o o

•

Internal No.: The item number is copied from the No. field on the sales line. Common Item No.: The content of the Common Item No. field on the item card is copied for the item on the sales line. Cross Reference: If there is an entry in the Item Cross Reference table for the partner and the item on the sales line, the content of the Cross-Reference No. field in that table is copied.

Outbound Purchase Item No. Type - indicates what type of item number is entered in the IC Partner Reference field for items on purchase lines sent to this IC partner. The options are: o o o

o

Internal No.: The item number is copied from the No. field on the purchase line. Common Item No.: The content of the Common Item No. field on the item card is copied for the item on the purchase line. Cross Reference: If there is an entry in the Item Cross Reference table for the partner and the item on the purchase line, the content of the Cross-Reference No. field in that table is copied. Vendor Item No.: If there is an entry in the Vendor Item table for the partner and the item on the purchase line, the content of the Vendor Item No. in that table is copied.

To assign Dimensions to the IC partner, click Related Information, point to IC Partner, and then select Dimensions.

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Multisite Operations in Microsoft Dynamics® NAV 2009 Set Up an IC Partner To set up an IC partner, follow these steps: 1. On the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Partners. 2. Click New to insert a new record. 3. In the Code field, enter the identifier agreed upon with the IC partner. 4. In the Name field, enter the IC partner's name. 5. In the Currency Code field, click the drop-down list and select the IC partner's currency. 6. In the Inbox Type field, click the drop-down list and select the inbox used by the IC partner. 7. In the Inbox Details field: o If File Location was selected as Inbox Type, click the drop-down list and select the file location. o If Database was selected as Inbox Type, click the drop-down list and select the IC partner's company name. o If E-mail was selected as Inbox Type, enter the IC partner's email address. 8. Insert a check mark in the Blocked check box if this IC partner is not yet available for use. 9. On the Posting FastTab, in the Receivables Account field, click the drop-down and select the default account. 10. In the Payables Account field, click the drop-down list and select the default account. 11. In the Outbound Sales Item No. Type field, click the drop-down list and select the item number type used by this IC partner. 12. In the Outbound Purchase Item No. Type field, click the dropdown list and select the item number type used by this IC partner.

Set Up an IC Partner with Dimensions To assign dimensions to the IC partner, follow these steps: 1. On the IC Partner Card, click Related Information, point to IC Partner, and then select Dimensions. 2. In the Dimension Code field, click the drop-down list and select the relevant dimension. 3. In the Dimension Value Code field, click the drop-down list and select the relevant dimension value from the list. 4. If there are dimension posting requirements, in the Value Posting field, click the drop-down list and select the appropriate option. 5. Close the Default Dimension page. 2-6

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Chapter 2: Intercompany Postings

Lab 2.1 - Set Up an IC Partner Scenario CRONUS International Ltd. has acquired a new subsidiary, CRONUS Biking Ltd. As the accountant, it is your responsibility to set up the new IC partner. The IC partner code is ICP40, and the partner uses the local currency. CRONUS International Ltd. will be sending their IC transactions by file in a directory on their hard disk. For the purpose of this lab, when you are setting up the file location, create a new folder on the desktop called IC Inbox and save file name ICP40 in the folder. The accounting manager has decided that the receivables and payable GL accounts are 2325 and 5425, respectively. Finally, CRONUS Biking Ltd. will use their internal numbers for sales and purchasing on documents. Dimensions are not set up for this IC partner.

Challenge Yourself! Set up the new IC partner as specified in the scenario.

Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the IC Partner Card. 3. Set up the new IC partner as specified in the scenario.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Partners. 4. Click New to insert a new record. 5. In the Code field, enter ICP40. 6. In the Name field, enter CRONUS Biking Ltd. 7. Ensure that the Inbox Type is set to File Location. 8. In the Inbox Details field, click the drop-down list and click Allow to run Microsoft Common Dialog Control. 9. In the File Location for IC files, select Desktop. 10. Click the Create New Folder icon.

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Multisite Operations in Microsoft Dynamics® NAV 2009 11. 12. 13. 14. 15. 16. 17. 18.

Name the folder IC Inbox. Double-click the IC Inbox folder In the File Name field, verify that ICP40 is entered and click Save. On the Posting FastTab, in the Receivables Account field, enter 2325. In the Payables Account field, enter 5425. Ensure that the Outbound Sales Item No. Type field is set to Internal No. Ensure that the Outbound Purchase Item No. Type field is set to Internal No. Click OK to close the IC Partner Card.

Assign IC Partners to Customers and Vendors Once an IC partner is set up, it is assigned to a customer and/or vendor. You can set up IC transactions using the same customer and vendor setup as with normal customer and vendor transactions; there is little difference in handling documents for/from IC partners compared with the known customer and vendor functionality. NOTE: You can only assign an IC partner to one customer and/or Vendor.

Assign an IC Partner to a Customer and a Vendor To set up a customer as an IC partner, follow these steps: 1. In the Navigation Pane, click Departments, click Financial Management, click Receivables, and then Customers. 2. Locate and select the IC customer. 3. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select the corresponding IC partner. 4. On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and assign the IC posting group. 5. Close the Customer Card. To set up a vendor as an IC partner, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click Payables, and then select Vendors. 2. Locate and select the IC vendor. 3. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select the corresponding IC partner. 4. On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and assign the IC posting group. 5. Close the Vendor Card.

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Chapter 2: Intercompany Postings

Lab 2.2 - Create an IC Partner Vendor Scenario In Lab 2.1, CRONUS Biking Ltd. was set up as an IC Partner. Currently, this partner will only sell to CRONUS International Ltd.; therefore, you must create a vendor for CRONUS Biking Ltd. As the accounts payable coordinator, you are responsible for setting up the IC partner as a vendor, using the following criteria: •

To keep IC vendors grouped, use IC1040 as the Vendor No.

•

Assign the corresponding IC Partner Code.

•

General Business Posting Group is Intercompany and the Vendor Posting group is Domestic.

Challenge Yourself! Create the CRONUS Biking Ltd. vendor using the criteria specified in the scenario.

Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the Vendor Card. 3. Create the vendor using the criteria specified in the scenario.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Payables, and then select Vendors. 4. Click New. 5. In the No. field, enter IC1040. 6. In the Name field, enter CRONUS Biking Ltd. 7. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select ICP40. 8. On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and select INTERCOMP. 9. In the Vendor Posting Group field, click the drop-down list and select DOMESTIC. 10. Click OK to close the Vendor Card.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Set Up the Chart of Accounts for IC Transactions Before IC partners can begin to transfer IC transactions electronically, each company must set up the IC Chart of Accounts in their company. IC partners must agree on the account numbers that are used when IC transactions are processed. Typically, the following steps occur to create the IC Chart of Accounts: 1. The parent company creates a simplified version of their own chart of accounts. 2. This IC Chart of Accounts is exported from their database into an XML file. 3. The XML file is distributed to each of the subsidiaries performing IC transactions. 4. Each subsidiary imports the XML file into the IC Chart of Accounts and maps the accounts to the accounts in their own chart of accounts. The IC Chart of Accounts window can also be filled out manually; however, the parent company will still define which account numbers and names are used. When the IC partners map their Chart of Accounts to the agreed upon IC Chart of Accounts, the account number that does not match must be manually mapped.

Demonstration: Set Up the IC Chart of Accounts in Two Companies Scenario: Cassie, the accountant at CRONUS International Ltd., is in the process of setting up the IC Chart of Accounts for use between: •

CRONUS International Ltd.

•

CRONUS Consultancy Ltd.

Since both companies are in the same Microsoft Dynamics NAV 2009 database, Cassie completes the process for both companies: 1. 2. 3. 4. 5.

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Copies the chart of accounts from CRONUS International Ltd. Maps the accounts to the same accounts. Exports the IC Chart of Accounts to an XML file on the desktop. Imports the XML file into the CRONUS Consultancy Ltd. company. Maps the accounts to the same accounts, since both companies use the same chart of accounts.

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Chapter 2: Intercompany Postings Steps: Set Up the IC Chart of Accounts in Two Companies To copy the IC Chart of Accounts in the CRONUS International Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 4. Click Actions, point to Functions, and then select Copy from Chart of Accounts. 5. Click Yes to copy from the Chart of Accounts. To simultaneously map all accounts to the same accounts, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Acc. with Same No. 2. Click Yes to map the selected lines. The Map-to G/L Acc. No. field on each line is populated with the same number as in the No. field. To export the IC Chart of Accounts, follow these steps: 1. 2. 3. 4. 5.

Click Actions, point to Functions, and then select Export. Click Save. In the save Export window, select desktop. Do not change the default name of ICGLAcc in the File Name field. Click Save to export the IC Chart of Accounts to an XML file.

To import the IC Chart of Accounts into the CRONUS Consultancy Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 4. Click Actions, point to Functions, and then select Import. 5. Select Allow to run Microsoft Common Dialog Control and then click OK. 6. Locate and select the ICGLAcc file on the desktop. 7. Click Open. 8. Click OK to the message stating the number of G/L accounts added.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To map all accounts to the same accounts at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then click Map to Acc. with Same No. 2. Click Yes to map the selected lines. The Map-to G/L Acc. No. field on each line is populated with the same number as in the No. field.

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Chapter 2: Intercompany Postings

Lab 2.3 - Add an Account and Update the IC Chart of Accounts Scenario In CRONUS International Ltd., a new account 2811, T-Bills, needs to be added to the balance sheet, under Securities. Once this account is added in the CRONUS International Ltd. company, it must be added to the IC Chart of Accounts. Copy and map to all accounts and then export the file to the desktop. In the CRONUS Consultancy Ltd. company, add the same account to the Chart of Accounts and then import the XML file. Locate the new account in the IC Chart of Accounts window and manually map the same account number.

Challenge Yourself! 1. Add the new account in the CRONUS International Ltd. company as specified in the scenario. 2. Update and export the IC Chart of Accounts as specified in the scenario. 3. Add the new account in the CRONUS Consultancy Ltd. company as specified in the scenario. 4. Update the IC Chart of Accounts as specified in the scenario.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12.

Open the CRONUS International Ltd. company. Open the Chart of Accounts. Add the new account as specified in the scenario. Open the IC Chart of Accounts. Copy and map all accounts. Export the IC Chart of Accounts, using the default file name. Open the CRONUS Consultancy Ltd. company. Open the Chart of Accounts. Add the new account as specified in the scenario. Open the IC Chart of Accounts. Import the exported XML file. Locate the new account and map manually to the same account

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Multisite Operations in Microsoft Dynamics® NAV 2009 Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, and then select Chart of Accounts. 5. Click New. 6. In the No. field, enter 2811. 7. In the Name field, enter T-Bills. 8. In the Income/Balance field, click the drop-down list and select Balance Sheet. 9. Click OK. 10. Click Indent Chart of Accounts. 11. Click Yes to indent the chart of accounts. 12. Close the Chart of Accounts. 13. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 14. Select all lines and click Actions, point to Functions, and then click Copy from Chart of Accounts. 15. Click Yes to copy from the Chart of Accounts. 16. Locate and select account 2811. 17. Click Actions, point to Functions, and then select Map to Acc. with Same No. 18. Click Yes to map the selected line. 19. Click Action, point to Functions, and then select Export. 20. In the save Export window, select desktop. 21. In the File Name field, do not change the default name. 22. Click Save. If prompted, overwrite any other file with this same name. 23. Click the Microsoft Dynamics NAV Menu on the Command Bar. 24. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 25. Click OK to the message regarding demonstration data. 26. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, and then select Chart of Accounts. 27. Click New. 28. In the No. field, enter 2811. 29. In the Name field, enter T-Bills.

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Chapter 2: Intercompany Postings 30. 31. 32. 33. 34.

35. 36. 37. 38. 39. 40. 41.

Ensure that the Income/Balance field is set to Balance Sheet. Click OK. Click Indent Chart of Accounts. Click Yes to indent the chart of accounts. In the Navigation Pane, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. Click Actions, point to Functions, and then select Import. Locate and select the ICGLAcc file on the desktop. Click Open Click OK to the message stating the number of G/L accounts added. Locate and double-click on account 2811. In the Map-to G/L Acc. No. field, enter 2811 and click OK.

Set Up Dimensions for IC Transactions Before IC partners can begin to transfer IC transactions electronically, each company must set up IC Dimensions in their company. IC partners must agree on the dimensions codes and values that are used when IC transactions are processed. Typically, the following steps occur to create the IC Dimensions: 1. The parent company defines the IC dimension codes and values based on its own dimension codes and values. 2. The IC Dimensions are exported into an XML file. 3. The XML file is distributed to each of the subsidiaries performing IC transactions. 4. Each subsidiary imports the XML file into the IC Dimensions window and maps the dimensions to their own dimension codes and values. The IC Dimensions can also be filled out manually; however, the parent company will still define the dimension codes and values used. When the IC partners map their dimensions to the agreed upon IC Dimensions, dimensions that do not match must be manually mapped.

Demonstration: Set Up Dimensions in Two Companies Scenario: Cassie, the accountant at CRONUS International Ltd., is in the process of setting up IC dimensions for use between: •

CRONUS International Ltd.

•

CRONUS Consultancy Ltd.

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Multisite Operations in Microsoft Dynamics® NAV 2009 There are two dimensions used by CRONUS International Ltd. that will not be included in IC transactions. Therefore, the following dimensions will be removed in this process: •

Department

•

Salesperson

Since both companies are in the same Microsoft Dynamics NAV 2009 database, Cassie completes the process for both companies: 1. 2. 3. 4. 5. 6.

Copies the dimensions from CRONUS International Ltd. Removes the Department and Salesperson dimensions. Maps the dimensions to the same dimension codes. Exports the IC Dimensions to an XML file on the desktop. Imports the XML file into the CRONUS Consultancy Ltd. company. Maps the dimensions to the same dimension codes, since both companies use the same dimensions.

Steps: Set Up Dimensions in Two Companies To copy the dimensions in the CRONUS International Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. Click OK to the message regarding demonstration data. 4. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions 5. Click Actions, point to Functions, and then select Copy from Dimensions. 6. Click Yes to copy from dimensions. To view the Dimensions Values of a dimension, follow these steps: 1. Click a dimension line. 2. Click Related Information, point to IC Dimension, and then select IC Dimension Values. 3. Close the IC Dimension Values. To remove the department and salesperson IC Dimensions, follow these steps: 1. Click the line for the Department dimension. 2. Click Actions and then select Delete. 3. Click Yes to delete the IC Dimension.

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Chapter 2: Intercompany Postings 4. Click the line for the Salesperson dimension. 5. Click Actions and then select Delete. 6. Click Yes to delete the IC Dimension. To map all dimensions to the same dimensions at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Dim. with Same Code. 2. Click Yes to map the selected lines. The Map-to Dimension Code field on each line is populated with the same code as in the Code field. To export the IC Dimensions, follow these steps: 1. Click Actions, point to Functions, and then select Export. 2. In the Save in field, select the desktop. Do not change the default name of ICDim in the File Name field. 3. Click Save to export the IC Dimension to an XML file. To import the IC Chart of Accounts into the CRONUS Consultancy Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions. 4. Click Actions, point to Functions, and then select Import. 5. Locate and select the ICDim file on the desktop. 6. Click Open. 7. Click OK to the message stating the number of dimensions added. To map all dimensions to the same dimensions at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Dim. with Same Code. 2. Click Yes to map the selected lines. The Map-to Dimension Code field on each line is populated with the same number as in the No. field.

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Lab 2.4 - Remove and Update IC Dimensions Scenario After analysis, the Area dimension is not as relevant as initially expected. Therefore, it is no longer an active dimension. To maintain history, the Area dimension is blocked. As the accounting manager, you have already blocked the standard dimension and you now need to block the IC dimension. After the dimension is blocked, export the IC dimensions and import the changes into the CRONUS Consultancy Ltd. company.

Challenge Yourself! 1. Block the Area dimension and export the file. 2. Import the XML file into the CRONUS Consultancy Ltd. company.

Need a Little Help? 1. 2. 3. 4. 5.

Open the CRONUS International Ltd. company. Open the IC Dimensions. Block the Area dimension and export the file. Open the CRONUS Consultancy Ltd. company. Open the IC Dimensions window and import the XML file.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions. 5. Select the Area dimension line and place a check mark in the Blocked check box. 6. Click Actions, point to Functions, and then select Export. 7. In the Export File field, click Save. 8. Select Desktop. Do not change the default name of ICDim in the File Name field. 9. Click Save. 10. Click the Microsoft Dynamics NAV Menu on the Command Bar.

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Chapter 2: Intercompany Postings 11. Click Select Company, select CRONUS Consultancy Ltd., and then click OK. 12. Click OK to the message regarding demonstration data. 13. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions 14. Click Actions, point to Functions, and then Import. 15. Locate and select the ICDim file on the desktop. 16. Click Open. 17. Click OK to the message stating the number of dimension added.

Set Up Default IC Partner G/L Accounts When you create an IC journal or document line to send as an outgoing transaction, enter an account from the IC Chart of Accounts indicating the account used for posting in the IC partner's company. For accounts that are often used on outgoing IC journal or document lines, you can specify a default IC partner G/L account in the Chart of Accounts window. For example, for the receivables accounts, enter the IC partner's payables accounts from the IC Chart of Accounts. Microsoft Dynamics NAV 2009 automatically copies the contents of the default IC Partner G/L Acc. No. field to the IC Partner G/L Acc. No. field on the line: •

On a journal, when a line is entered with an Account Type of IC Partner and the G/L account is entered in the Bal. Account No. field.

•

On a document, when an IC partner (customer or vendor) is selected in the header and the G/L account is entered in the Account No. field on the document line.

To set up a default IC partner G/L account, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, lick General Ledger, and then select Chart of Accounts. 2. Locate and select the G/L account to assign a default. 3. Click the Posting FastTab. 4. In the Default IC Partner G/L Acc. No. field, click the drop-down list. The IC G/L Account List appears, containing the G/L accounts specified in the IC Chart of Account. 5. Select the IC G/L account that the IC partner will post to when you are posting to the G/L account on the line. 6. Click OK.

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IC Outbox and IC Inbox The Intercompany Postings feature includes an IC Inbox and an IC Outbox that provide an overview of the IC transactions to process and the origins of the IC documents. When you post IC transactions, the system transfers them to the IC Outbox. If the information is correct, you can send the transactions on to the IC partner for processing. •

If the information is erroneous, you can cancel and remove the transactions from the IC Outbox and then correct them using the standard functionality of correcting posted entries.

You can review all incoming documents from IC partners in the IC Inbox and manage transactions simultaneously or set filters to process transactions separately. When an IC transaction is accepted, the corresponding documents or IC General Journal lines are created automatically. Each IC partner also has the ability to reject incorrect IC transactions. When IC transactions are rejected, the transaction information is returned to the IC Inbox of the IC partner that sent it originally. That IC partner can then review the information and take action, such as: •

If the transaction is incorrect, cancel the transaction in the IC Inbox, credit or reverse the original transaction, and then create and send a new transaction.

•

If the transaction is correct, cancel the transaction in the IC Inbox, and then re-create the outbox transaction from the Handled IC Outbox Transactions window and resend.

However, if an IC transaction is erroneously rejected and has not yet been returned to the IC partner, the Return to IC Inbox function can reconstitute the original IC transaction in the IC Inbox, where it can be accepted.

IC Outbox Transactions The IC Outbox Transactions window displays the IC transactions that are ready to be sent to IC Partners. Each line in this window represents either:

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•

A transaction that originated in this company.

•

A transaction received from an IC partner that has been rejected, so that it may be sent back.

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Chapter 2: Intercompany Postings Access the IC Outbox Transactions page on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled IC Outbox Transactions.

FIGURE 2.2 HANDLED IC OUTBOX TRANSACTIONS

The fields in the lines are: •

Transaction No. - identifies the number of the transaction.

•

IC Partner Code - indicates the IC partner code that the transaction will be sent to.

•

Source Type - indicates whether the transaction was created in a journal, a sales document, or a purchase document.

•

Document Type, Document No., Posting Date, and Document Date - information from the transferred IC document.

•

Transaction Source - indicates which company created the transaction. The options are: o o

•

Rejected by Current Company: The transaction was received from the IC partner and rejected by the current company. Created by Current Company: The transaction was created by the current company.

Line Action - determines the action taken when the Complete Line Actions function is run. The options are: o o

No Action: The line remains in the Outbox. Send to IC Partner: The transaction is sent to the IC partner's inbox.

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Multisite Operations in Microsoft Dynamics® NAV 2009 o o

Return to Inbox: The transaction is not returned to the partner, but is sent back to the IC Inbox for re-evaluation. Cancel: The transaction is deleted from the outbox and is not sent to the IC partner.

The Outbox Transactions button contains the following menu items: •

Details: Opens the source document of the selected line.

•

Comments: Used to document comments about the selected line.

The Functions button contains the following menu items: •

Set Line Action: Used to change the action to be taken when the Complete Line Actions function is run.

•

Complete Line Actions: Processes the IC transactions based on the selection in the Line Action field on each line.

IC Inbox Transactions In the IC Inbox Transactions window, each line represents either: •

A transaction that was created and sent from an IC partner.

•

A transaction that originated in this company but rejected by the IC partner and sent back.

Access the IC Inbox Transactions page on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled IC Inbox Transactions.

FIGURE 2.3 HANDLED IC INBOX TRANSACTIONS

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Chapter 2: Intercompany Postings The fields in the lines are: •

Transaction No. - identifies the number of the transaction.

•

IC Partner Code - indicates the IC partner code that the transaction is from.

•

Source Type - indicates whether the transaction was created in a journal, a sales document, or a purchase document.

•

Document Type, Document No., Posting Date, and Document Date - information from the transferred IC document.

•

Transaction Source - indicates which company created the transaction. The options are: o o

•

Returned by Partner: The transaction was rejected by the IC partner. Created by Partner: The transaction was created and sent from the IC partner.

Line Action - determines the action taken when the Complete Line Actions function is run. The options are: o o o o

No Action: The line remains in the IC Inbox. Accept: The transaction is transferred to a document or journal. Return to Partner: The transaction is moved to the IC Outbox. From there, it can be returned to the IC partner. Cancel: The transaction is deleted from the IC Inbox.

The Inbox Transactions button contains the following menu items: •

Details: Opens the source document of the selected line.

•

Comments: Used to document comments about the selected line.

The Functions button contains the following menu items: •

Set Line Action: Used to change the action to be taken when the Complete Line Actions function is run.

•

Complete Line Actions: Opens the Complete IC Inbox Action batch job that processes the IC transactions based on the selection in the Line Action field on each line.

•

Import Transaction File: Used to import an .xml file of IC transactions from IC partners that are not in the same database as the current company.

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Multisite Operations in Microsoft Dynamics® NAV 2009 Complete IC Inbox Action Batch Job When actions are completed in the IC Inbox Translations window, the Complete IC Inbox Action batch job processes each transaction according to the contents of the Line Action field for that transaction. The IC Inbox Transaction tab provides the ability to set filters on the fields on the lines in the IC Inbox Transaction window. NOTE: If no filters are set, the batch job processes all of the transactions in the IC Inbox. The Options FastTab contains fields separated into two sections that determine the type of IC document created in the current company: •

Journals: Used when the IC transaction is created from a journal; creates IC lines in the specified journal.

•

Documents: Used when the IC transaction is created from a sales or purchase document; creates IC sales or purchase documents.

The Journals section includes the following fields: •

IC Gen. Journal Template - identifies the journal template where the journal lines are created.

•

Gen. Journal Batch - identifies the journal batch where the journal lines are created.

•

Starting Document No. - specifies the next available number in the number series for the journal batch that is linked to the journal. When the batch job is run, this document number appears on the first journal line. Replace Posting Date - if selected, the journal's posting date is replaced with the date entered in the Posting Date field.

•

Posting Date - indicates the date used as the posting date in the journal when the batch job is run, if the Replace Posting Date check box contains a check mark.

The Document section contains the following fields:

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•

Replace Posting Date - if selected, the document's posting date is replaced with the date entered in the Posting Date field.

•

Posting Date - indicates the date used as the document's posting date when the batch job is run, if the Replace Posting Date check box contains a check mark.

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Chapter 2: Intercompany Postings Test Your Knowledge: IC Outbox and IC Inbox Overview Categorize the following items: Categories (Categories): 1. IC Outbox 2. IC Inbox 3. Complete IC Inbox Action batch job _____ Item 1: Where an IC transaction is rejected. _____ Item 2: Creates IC General Journal lines. _____ Item 3: Where an IC transaction is accepted. _____ Item 4: Posted IC transactions are transferred here. _____ Item 5: Creates IC sales or purchase documents. _____ Item 6: Where a returned IC transaction is received. _____ Item 7: Where erroneously rejected, but unreturned, IC transactions can be reinstated

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Create an IC Document The first step in handling IC documents is creating an order or invoice. When you create an IC document, use the same functionality as when creating an ordinary order or invoice. The only differences are: •

The IC Partner Reference field must have an IC G/L account number.

•

Microsoft Dynamics NAV 2009 automatically sends the IC document to the IC Outbox when the order or invoice is posted.

Demonstration: Create an IC Sales Document Scenario: On January 15, 2009, CRONUS International Ltd. requested 24 hours of consulting time from CRONUS Consultancy Ltd. Arnie, the accounts receivable administrator for CRONUS Consultancy Ltd. posts the following IC invoice: •

G/L Account 6710, Consulting Fees - Dom.

•

IC Partner Reference 8320, Consultant Services

•

Unit Price of 107.00 for each hour

After posting the invoice, Arnie verifies that the document appears in the IC Outbox. First Arnie have to set up CRONUS Consultancy Ltd. to have a posting group for Services for Intercompany postings, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Posting Groups and then select General Posting Setup. 4. In the buttom set up a new posting group that have the following informations: o o o o o

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In the Gen.Bus. Posting Group click the drop-down list and select INTERCOMP. In the Gen. Prod Posting Group click the drop-down list and select SERVICES In the Sales Account and Sales Credit Memo Account field enter 6120. In the Sales Line Disc. Account and the Sales Inv. Disc. Account enter 6910. Click OK.

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Chapter 2: Intercompany Postings Steps: Set up a IC Customer To set up CRONUS International Ltd. as a IC Customer, follow these steps: 1. In the Navigation Pane, click Financial Management, click Receivables and then select Customers. 2. Click New. 3. In the No. field enter IC1001. 4. In the Name field enter CRONUS International Ltd. 5. On the Invoicing FastTab, in the Gen. Bus. Posting Group, click the drop-down list and select INTERCOMP. 6. In the Customer Posting field, click the drop-down list and select DOMESTIC. 7. Click OK.

Steps: Create an IC Sales Document To create the IC sales invoice, follow these steps: 1. In the Navigation Pane, click Receivables, and then select Sales Invoices. 2. Click New. 3. In the No. field enter 1001and press TAB or ENTER. 4. In the Sell-to Customer No. field, enter IC1001. 5. Press TAB or ENTER. 6. In the Posting Date field, enter 01/15/09. 7. Click the lines. 8. Right-click the column header and select the Choose Column feature. 9. Select the IC Partner Ref. Type and IC Partner Reference fields. 10. Click OK to close the Choose Column feature. 11. In the Type field, click the drop-down list and select G/L Account. 12. In the No. field, enter 6710 and then press TAB or ENTER. 13. In the Quantity field, enter 24. 14. In the Unit Price Excl VAT field, enter 107.00. 15. Ensure that the IC Partner Ref. Type is set to G/L Account. 16. In the IC Partner Reference field, enter 8320. 17. Click Post. 18. Click Yes to post the invoice.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To review the IC Outbox, follow these steps: 1. On the Navigation Pane, click General Ledger, go to Intercompany Postings, and then click IC Outbox Transactions. 2. Locate and select the file posted 01/15/09. 3. To verify this is the posted invoice, click Related Information, point to Outbox Transaction, and then select Details. 4. After reviewing the document, close the IC Outbox Sales Doc. and IC Outbox Transactions pages.

Generate an Order Confirmation When creating sales or purchase orders, you can send an order confirmation to the IC Outbox and then to the IC partner. The sequence of events is as follows: 1. An order is created in company A. 2. An order confirmation is generated in company A and then sent to the IC Outbox. 3. The order confirmation is manually sent from the IC Outbox to company B's IC Inbox. 4. The confirmation is reviewed in company B's IC Inbox: o If accepted, an order is created. o If simply reviewed and deleted, an order is not created. 5. When the order created in company A is invoiced, the posted invoice is sent to company A's IC Outbox. 6. The posted invoice is manually sent from the IC Outbox to company B's IC Inbox. 7. The posted invoice is reviewed in company B's IC Inbox and if accepted, an invoice is created. To generate a sales order confirmation, follow these steps: 1. On the Navigation Pane, click Departments, click Sales & Marketing, click Order Processing, and then click Sales Order. 2. Click New and ENTER to insert a new sales order. 3. In the Sell-to Customer No. field, enter the IC partner's customer number. 4. Press TAB or ENTER. 5. Complete the other fields, as needed, in the General FastTab. 6. Enter the sales lines. 7. Click Actions, point to Functions, and then select Send IC Sales Order Cnfmn.

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Chapter 2: Intercompany Postings To review the IC Outbox, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select Handled IC Outbox Transactions. 2. Locate and select the created sales order. 3. Click Related Information, click Outbox Transactions, and then select Detail. 4. Review the sales order confirmation. The same process is used for generating purchase order confirmations. NOTE: The order confirmation functionality is not available on sales or purchase invoices.

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Lab 2.5 - Create an IC Sales Document Scenario On January 25, 2009, a senior advisor from CRONUS Consultancy Ltd. met with a group at CRONUS International Ltd. for a consult appointment. The advisor spent 10 hours onsite, and has a billing rate of 20.00. Create an invoice with number 1002 to CRONUS International Ltd. for the consulting services performed. The service is posted to G/L account 6710 and the IC Partner Reference is G/L account 8320.

Challenge Yourself! Enter and post the sales invoice as specified in the scenario.

Need a Little Help? 1. Open the CRONUS Consultancy Ltd. company. 2. Open the Sales Invoice window. 3. Enter the sales invoice for CRONUS International Ltd. as specified in the scenario. 4. Post the sales invoice.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Receivables and then select Sales Invoices. 4. Click New 5. In the No. field enter 1002 and press ENTER. 6. In the Sell-to Customer No. field, enter IC1001. 7. Press TAB or ENTER. 8. Click Yes to the Check Credit Limit text box. 9. In the Posting Date field, enter 01/25/09. 10. Click lines in the Line FastTab. 11. Ensure that the IC Partner Ref. Type and IC Partner Reference fields are shown. 12. In the Type field, click the drop/down list and select G/L Account. 13. In the No. field, enter 6710 and then press TAB or ENTER. 14. In the Quantity field, enter 10.

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Chapter 2: Intercompany Postings 15. In the Unit Price field, enter 20.00. 16. In the IC Partner Ref. Type field click the drop-down list and select G/L Account. 17. In the IC Partner Reference field, enter 8320. 18. Click Post. 19. Click Yes to post the invoice.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Send IC Documents Once an IC document is created and appears in the IC Outbox, the next step is to send it to the IC Inbox of the IC partner. To send an IC document from the IC Outbox Transaction window, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select Handled IC Outbox Transactions. 2. Click the line of the IC document to send. 3. Click Actions, point to Functions, click Set Line Action, and then select Send to IC Partner. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Click Yes to complete line actions. The following actions have occurred during this process:

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•

The sent line was removed from the IC Outbox Transaction window.

•

A corresponding line was created in the Handled IC Outbox Transactions window.

•

The document appeared in the IC Inbox in the IC partners company.

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Chapter 2: Intercompany Postings

Lab 2.6 - Send IC Documents Scenario It is nearing the end of the month and the accountant at CRONUS International Ltd. has requested that all IC invoices are send. There is only one invoice, posted 01/25/09. After sending this IC document, review the Handled IC Outbox and open the CRONUS International Ltd. company's IC Inbox to verify that the document was sent.

Challenge Yourself! 1. Send the IC document as specified in the scenario. 2. Review the sent document as specified in the scenario.

Need a Little Help? 1. 2. 3. 4.

Open the CRONUS Consultancy Ltd. company. Open the IC Outbox Transactions page. Send the IC document posted 01/25/09. Open and review the line in the Handled IC Outbox Transactions window. 5. Open the CRONUS International Ltd. company. 6. Open and review the sent IC document in the IC Inbox Transactions window.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 4. Click the line of the IC document created 01/25/09. 5. Click Actions, point to Functions, click Set Line Action, and then click Send to IC Partner. 6. Click Actions, point to Functions, and then select Complete Line Actions. 7. Click Yes to complete line actions. 8. Close the IC Outbox Transactions page.

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Multisite Operations in Microsoft Dynamics® NAV 2009 9. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC Handled Outbox Transactions. 10. Review the transferred IC document and then close the Handled IC Outbox Transactions page. 11. Click the Microsoft Dynamics NAV Menu on the Command Bar. 12. Click Select Company, select CRONUS International Ltd., and click OK. 13. Click OK to the message regarding demonstration data. 14. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Inbox Transactions. 15. Select the line of the IC document posted 01/25/09. 16. Click Realted Informations, point to Inbox Transaction and then select Details. 17. Review the IC document.

Receive and Accept IC Documents When an IC partner sends an IC document, the transaction appears in the receiving company's IC Inbox. •

If the document was transferred in a joint database, the transaction automatically appears in the IC Inbox.

•

If the document was sent as an XML document, the XML file is imported into the IC Inbox.

Accept an IC Document as a Purchase Document To accept an IC document and create a purchase document, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then click IC Inbox Transactions. 2. Select the IC transaction line to accept. 3. Click Actions, point to Functions, click Set Line Action, and then select Accept. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Set the Posting Date on the Options FastTab. 6. Place a check mark in the Replace Posting Date check box. 7. In the Posting Date field, enter the new posting date for the purchase document.

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Chapter 2: Intercompany Postings 8. Set line filters on IC Inbox Transactions FastTab. 9. Click OK to run the batch job.

FIGURE 2.4 COMPLETE IC INBOX ACTION

To review the purchase document, follow these steps: 1. On the Navigation Pane, click Payables and then select Purchase Invoices. 2. Select an IC purchase invoice. 3. Review the purchase invoices created from the Complete IC Inbox Action batch job. 4. Close the Purchase Invoice.

Accept an IC Document as a Journal To accept an IC transaction created from an IC General Journal and create an IC General Journal, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select IC Inbox Transactions. 2. Select the IC transaction line to accept. 3. Click Actions, point to Functions, click Set Line Action, and then select Accept.

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Multisite Operations in Microsoft Dynamics® NAV 2009 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Set line filters on the IC Inbox Transactions FastTab. 6. On the Options FastTab, in the IC Gen. Journal Template field, click the drop-down list and select the IC journal template. 7. In the Gen. Journal Batch field, click the drop-down list and select the IC journal batch. 8. If the posting date needs to be changed, place a check mark in the Replace Posting Date check box. 9. In the Posting Date field, enter the new posting date for the purchase document. 10. Click OK to run the batch job. 11. Close the IC Inbox Transactions window. To review the general journal lines, follow these steps: 1. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC General Journals. 2. Review the journal lines created from the Complete IC Inbox Action batch job. 3. Close the IC General Journal page.

Import an XML File When IC partners do not share the same database, IC transactions can be imported into the IC Inbox from an .xml file. When the IC partner sends the file, it is stored in the location specified in the Inbox Details on the IC Partner Card. To import IC transactions from an .xml file, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select Inbox Transactions. 2. Click Actions, point to Functions, and then select Import Transaction File. 3. In the Select file to import into IC Inbox Transactions window, locate and select the .xml file. 4. Click Open. Once the transactions are imported, they are processed as any other IC transaction.

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Chapter 2: Intercompany Postings

Lab 2.7 - Accept an IC Document and Create a Purchase Scenario The IC transaction from CRONUS Consultancy Ltd. has been received and approved. As the accounts payable coordinator at CRONUS International Ltd., accept the IC transaction with a posting date of 01/25/09 and create a purchase invoice with the same posting date. Review the purchase invoice.

Challenge Yourself! 1. Accept the IC document as specified in the scenario. 2. Review the IC purchase invoice.

Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the IC Inbox Transactions. 3. Accept the IC document dated 01/25/07. If necessary, set a filter to only accept this line. 4. Run the Complete IC Inbox Action batch job. 5. Open the Purchase Invoice. 6. Review the IC purchase invoice posted 01/25/09.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Inbox Transactions. 5. Select the IC transaction with the posting date of 01/25/09. 6. Click Actions, point to Functions, click Set Line Action and then select Accept. 7. Click Actions, point to Functions and then select Complete Line Actions. 8. Click OK to run the batch job. 9. On the Navigation Pane, click Payables and then select Purchase Invoices. 10. Locate and review the IC purchase invoice posted 01/25/09.

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Multisite Operations in Microsoft Dynamics® NAV 2009

View Handled IC Inbox and IC Outbox Transactions The Handled IC Inbox Transactions and Handled IC Outbox Transactions windows both provide the ability to review the status and origin of all handled IC transactions, including: •

Sent IC transactions

•

Accepted IC transactions

•

Posted IC transactions

•

Rejected IC transactions

•

Canceled IC transactions

In the Handled IC Outbox Transaction page, a line represents an IC transaction handled in the IC Outbox.

Handled IC Inbox Transactions In the Handled IC Inbox Transaction page, a line represents an IC transaction handled in the IC Inbox. Access the Handled IC Inbox Transaction page on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled Inbox Transactions.

FIGURE 2.5 HANDLED IC INBOX TRANSACTIONS

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Chapter 2: Intercompany Postings The fields in this page are the same as those in the IC Inbox Transactions page except the Line Action field is removed and the Status field appears. The Status field indicates what action has been taken on the IC transaction. The Inbox Transaction button contains the same menu items as those in the IC Inbox Transactions page, but the Functions button contains different menu items: •

Re-create Inbox Transaction - used to recreate the transaction line in the IC Inbox if the documents created from the IC Inbox lines were deleted before they were posted. This provides a backup of received IC transactions.

•

Delete Lines - used to permanently remove the IC transaction lines.

Handled IC Outbox Transactions In the Handled IC Outbox Transaction window, a line represents an IC transaction handled in the IC Outbox. Access this window on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled Outbox Transactions.

FIGURE 2.6 HANDLED IC OUTBOX TRANSACTIONS

The fields in this page are the same as those in the IC Outbox Transactions page except the Line Action field is removed and the Status field appears.

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Multisite Operations in Microsoft Dynamics® NAV 2009 The Status field indicates what action has been taken on the IC transaction. The Outbox Transaction button contains the same menu items as those in the IC Inbox Transactions page, but the Functions button contains different menu items:

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•

Re-create Outbox Transaction - used as a backup if the IC partner did not receive the transaction or the .xml file was accidentally deleted or otherwise corrupt.

•

Delete Lines - used to permanently remove the IC transaction lines.

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Chapter 2: Intercompany Postings

Lab 2.8 - Delete a Handled IC Transaction Scenario As the accounts receivable administrator at CRONUS International Ltd., you are reviewing IC documents in the Handled IC Outbox Transactions page and notice an entry from 01/25/01. Since it is 2009, and because there is no outstanding issue with this order, you decide to delete the transaction line.

Challenge Yourself! Delete the IC transaction as specified in the scenario.

Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the Handled IC Outbox Transactions page. 3. Delete the IC transaction with the posting date of 01/25/01.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Handled Outbox Transactions. 5. Select the IC transaction with the posting date of 01/25/01. 6. Click Action, point to Functions, and then select Delete Lines. 7. Click Yes to delete the selected lines.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Reject IC Documents The Return to IC Partner functionality provides the ability to reject an incorrect IC transaction that has been sent from an IC partner. When rejecting an IC document received from an IC partner, it is first rejected in the IC Inbox, directed to the IC Outbox, and finally sent to the IC partner's IC Inbox.

Reject an IC Document To reject an IC document, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select Inbox Transactions. 2. Select the IC transaction line to reject. 3. Click Actions, point to Functions, click Set Line Action, and then select Return to IC Partner. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. In the Complete IC Inbox Action batch job, in the Line Action filter, click the drop-down list and select Return to IC Partner. 6. Click OK. 7. Close the IC Inbox Transactions page. 8. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC Outbox Transactions. 9. Select the rejected IC transaction line. 10. Click Actions, point to Functions, click Set Line Action, and then select Send to IC Partner. 11. Click Actions, point to Functions, and then select Complete Line Actions. 12. Click Yes to complete line actions.

Return an IC Document Rejected by Mistake If an IC document sent from an IC partner was mistakenly rejected in the IC Inbox, the document can be returned from the IC Outbox to the IC Inbox. Once it is back in the IC Inbox, you can change the Line Action accordingly. To return a rejected IC document to the IC Inbox, follow these steps: 1. On the Navigation Pane, click Department, click Financial Management, click General Ledger, go to Intercompany Postings, and then select IC Outbox Transactions. 2. Select the rejected line.

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Chapter 2: Intercompany Postings 3. Click Actions, point to Functions, click Set Line Action, and then select Return to Inbox. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Click Yes to complete line actions. 6. Close the IC Outbox Transactions page. 7. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then click IC Inbox Transactions. 8. Click Actions, point to Functions, click Set Line Action, and select the appropriate action.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Lab 2.9 - Reject an IC Document Scenario In the Create an IC Sales Document demonstration, a sales invoice to CRONUS International Ltd. was posted on January 15, 2009 in the amount of 2,824.80. This demonstration must be completed to perform this lab. On January 17, 2009, the accounts payable coordinator at CRONUS International Ltd. calls the accounts receivable administrator at CRONUS Consultancy Ltd., inquiring about the status of the invoice since it has not been received. First, as the accounts receivable administrator at CRONUS Consultancy Ltd., send the invoice to the IC partner. Then, as the accounts payable coordinator at CRONUS International Ltd., review the invoice. While reviewing the invoice, you notice that the unit cost is wrong; the agreement is 100.00 for each hour. You reject the invoice and send it back to CRONUS Consultancy Ltd. NOTE: If there is only one IC transaction in the IC Inbox Transactions window, it is not necessary to set filters in the Complete IC Inbox Action batch job.

Challenge Yourself! 1. In the CRONUS Consultancy Ltd. company, send the IC transaction posted 01/15/09. 2. In the CRONUS International Ltd. company, receive, review, and reject the IC transaction posted 01/15/09.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7. 8. 9.

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Open the CRONUS Consultancy Ltd. company. Open the IC Outbox Transactions page. Send the IC transaction posted 01/15/09. Open the CRONUS International Ltd. company. Open the IC Inbox Transactions page. Review the IC transaction posted 01/15/09. Reject the IC transaction posted 01/15/09. Open the IC Outbox Transactions page. Return the IC transaction posted 01/15/09.

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Chapter 2: Intercompany Postings Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 5. Select the IC transaction posted 01/15/09. 6. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 7. Click Actions, point to Functions and the select Complete Line Actions. 8. Click Yes to complete line actions. 9. Click the Microsoft Dynamics NAV Menu on the Command Bar. 10. Click Select Company, select CRONUS International Ltd., and click OK. 11. Click OK to the message regarding demonstration data. 12. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Inbox Transactions. 13. Select the IC transaction with a posting date of 01/15/09. 14. Click Related Information, point to Inbound Transactions and then select Details. 15. Close the IC Inbox Purchase Doc. page. 16. Click Actions, point to Functions, click Set Line Action and then select Return to IC Partner. 17. Click Actions, point to Functions and then select Complete Line Actions. 18. In the Complete IC Inbox Action batch job, click OK. 19. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC Outbox Transactions. 20. Select the rejected IC transaction line with a posting date of 01/15/09. 21. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 22. Click Actions, point to Functions and then select Complete Line Actions. 23. Click Yes to complete line actions.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Return and Cancel IC Documents When an IC document is rejected from an IC partner, it is received in the current company's IC Inbox. If the document has no errors, it can be returned to the IC partner. If the IC document contains errors, it must be canceled and then corrected using the standard functionality of correcting posted entries. To return a rejected IC document that has been approved for processing, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select IC Inbox Transactions. 2. Select the IC transaction returned from the IC partner. 3. Click Actions, point to Functions, click Set Line Action, and then select Cancel. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Click Yes to complete line actions. 6. Close the IC Outbox Transactions page. 7. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then click Handled IC Outbox Transactions. 8. Select the original posting of the rejected IC transaction. 9. Click Actions, point to Functions, and then select Re-create Outbox Transactions. 10. Click Yes to re-create the transaction. 11. Close the Handled IC Outbox Transactions page. 12. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then click Outbox Transactions. 13. Click the re-created IC transaction line. 14. Click Actions, point to Functions, click Set Line Action, and then select Send to IC Partner. 15. Click Actions, point to Functions, and then select Complete Line Actions. 16. Click Yes to complete line actions. NOTE: The function of re-creating IC transactions is only used to re-create a previously sent, identical transaction When a rejected IC document is incorrect, it must be canceled and removed from the IC Inbox.

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Chapter 2: Intercompany Postings To cancel a rejected IC document, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select IC Inbox Transactions. 2. Select the IC transaction returned from the IC partner. 3. Click Actions, point to Functions, click Set Line Action, and then select Cancel. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Click Yes to complete line actions. 6. Close the IC Outbox Transactions page After canceling the rejected IC transaction, correct the originating IC transaction using the standard functionality of correcting posted entries. Once corrected, a new IC transaction can be posted and then sent to the IC Partner.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Lab 2.10 - Cancel a Rejected IC Document Scenario In Lab 2.9, an IC document was rejected and sent back to CRONUS Consultancy Ltd. The accounts payable coordinator at CRONUS International Ltd. informed the accounts receivable administrator at CRONUS Consultancy Ltd. that the unit cost is 100.00, not 107.00. As the accounts receivable administrator at CRONUS Consultancy Ltd., you cancel the IC transaction and ask Annie, the bookkeeper to post the credit memo for the original invoice. Annie confirms that the credit memo is posted and you post the new sales invoice to CRONUS International Ltd. using the following criteria: •

Sales invoice number 1003

•

Accept any messages regarding overdue balance.

•

Posting Date 01/15/09.

•

G/L Account 6710, Consulting Fees - Dom.

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IC Partner Reference 8320, Consultant Services.

•

24 hours at the unit price of 100.00 per hour

Once the sales invoice is posted, send the IC transaction to the IC partner. HINT: It is not necessary to set filters in the Complete IC Inbox Action batch job.

Challenge Yourself! 1. Cancel the IC transaction as specified in the scenario. 2. Create and post the new invoice using the criteria specified in the scenario. 3. Send the new IC transaction as specified in the scenario.

Need a Little Help? 1. Open the CRONUS Consultancy Ltd. company. 2. Open the IC Inbox Transactions page. 3. Cancel the IC transaction returned from the IC partner, posted 01/15/09. 4. Open the Sales Invoice. 5. Create and post the new invoice using the criteria specified in the scenario.

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Chapter 2: Intercompany Postings 6. Open the IC Outbox Transactions page. 7. Send the IC transaction with the posting date of 01/15/09 to the IC partner.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. In the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Inbox Transactions. 5. Select the IC transaction returned from the IC partner, posted 01/15/09. 6. Click Actions, point to Functions, click Set Line Action and then select Cancel. 7. Click Actions, point to Functions and the select Complete Line Actions. 8. In the Complete IC Inbox Action batch job, click OK. 9. In the Navigation Pane, click Receivables and then select Sales Invoices. 10. Click New. 11. In the No. field enter 1003. 12. In the Sell-to Customer No. field, enter IC1001. 13. Press TAB or ENTER. 14. Click Yes to the message stating there is an overdue balance. 15. In the Posting Date field, enter 01/15/09. 16. Click the lines. 17. In the Type field, click the drop-down list and select G/L Account. 18. In the No. field, enter 6710 and then press TAB or ENTER. 19. Ensure that the IC Partner Ref. Type is set to G/L Account. 20. In the IC Partner Reference field, enter 8320. 21. In the Quantity field, enter 24. 22. In the Unit of Measure Code field, click the drop-down list and select Hour. 23. In the Unit Price field, enter 100.00. 24. Click Post. 25. Click Yes to post the invoice. 26. In the Navigation Pane, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 27. Click the IC transaction with the posting date of 01/15/09.

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Multisite Operations in Microsoft Dynamics® NAV 2009 28. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 29. Click Actions, point to Functions and then select Complete Line Actions. 30. Click Yes to complete line actions.

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Chapter 2: Intercompany Postings

Post an IC General Journal IC partners can use the IC General Journal to post IC transactions. However, to create an IC transaction, the journal line must contain either an IC partner account or a customer or vendor account that has been assigned an IC Partner Code. The intercompany lines in the IC General Journal page can be either: •

Outgoing lines set up by the current company.

•

Incoming lines accepted in the IC Inbox.

The IC General Journal is usually used for intra-period postings that will be reversed using proper documents at period end. This is because transactions between two legal entities must be legally binding business documents. The IC General Journal is accessed on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, go to Intercompany Postings and then select General Journals. The notable fields in the IC General Journal window are as follows: •

Account Type - indicates whether the account is an IC Partner, or a Customer or Vendor assigned to an IC partner code.

•

Account No. - identifies the IC partner code of the IC partner, customer, or vendor. Note that if a customer or vendor number is entered in the

•

Account No. field, it must have an IC Partner Code assigned to it.

•

Bal. Account Type - indicates the balance account type, for example, a G/L Account. Note that the Bal. Account Type field must be a G/L Account or a Bank Account.

•

Bal. Account No. - identifies the balancing G/L Account or the Bank Account.

•

IC Partner G/L Acc. No. - indicates the IC G/L account that the amount is posted to in the IC partner’s company. This field must be filled in for outgoing IC transactions on a line with a bank account or G/L account in either the Account No. field or the Bal. Account No. field. If the account number entered into either the Account No. or Bal. Account No. field is set up with a Default IC Partner G/L Acc. No., the account number specified in that field is automatically entered into the IC Partner G/L Acc. No. field on the IC General Journal line. The G/L account specified in this field must be set to Direct Posting in the company with the outgoing IC transaction.

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Multisite Operations in Microsoft Dynamics® NAV 2009 Demonstration: Post an IC General Journal Transaction Scenario: On January 26, 2009, Phyllis the accounting manager at CRONUS International Ltd. posts an IC transaction to CRONUS Consultancy Ltd. in the amount of 21,000.00 for consulting fees, G/L account 6710. The IC Partner G/L account number for this transaction is 8320. After the journal is posted, she sends the IC transaction to CRONUS Consultancy Ltd. Annie, the bookkeeper at CRONUS Consultancy Ltd., receives and accepts the IC transaction. After that, she reviews and posts the IC General Journal.

Steps: Post an IC General Journal Transaction To post the IC General Journal, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC General Journals. 5. In the Posting Date field, enter 01/26/09. 6. In the Document Type field, click the drop-down list and select Invoice. 7. In the Account Type field, click the drop-down list and select IC Partner. 8. In the Account No. field, enter ICP20. 9. In the Amount field, enter 21000. 10. In the Bal. Account Type field, click the drop-down list and select G/L Account. 11. In the Bal. Account No. field, enter 6710. 12. In the IC Partner G/L Acc. No. field, enter 8320. 13. Click Post. 14. Click Yes to post the journal lines. 15. Click OK to the message that the lines were posted. To send the IC transaction, follow these steps: 1. In the Navigation Pane, click General Ledger, go to Intercompany Postings, click IC Outbox Transactions. 2. Click the line with the Source Type of Journal Line, posted 01/26/09. 3. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner.

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Chapter 2: Intercompany Postings 4. Click Actions, point to Functions and then select Complete Line Actions. 5. Click Yes to complete line actions.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To receive and accept the IC transaction, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Inbox Transactions. 5. Click the line with the Source Type of Journal, posted 01/26/09. 6. Click Actions, point to Functions, click Set Line Action and then select Accept. 7. Click Actions, point to Functions and then select Complete Line Actions. 8. In the Complete IC Inbox Action batch job, in the Line Action filter, click the drop-down list and select Accept. 9. On the Options FastTab, in the IC Gen. Journal Template field, click the drop-down list and select INTERCOMP. 10. In the Gen. Journal Batch field, click the drop-down lidt and select DEFAULT. 11. Click OK to run the batch job. To review and post the IC General Journal lines, follow these steps: 1. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC General Journals. 2. Review the two journal lines. 3. Click Post. 4. Click Yes to post the journal lines. 5. Click OK to the message that the lines were posted.

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Chapter 2: Intercompany Postings

Lab 2.11: Post and Send an IC General Journal Scenario You have just been informed that additional consultancy work was performed at CRONUS International Ltd. on January 18, 2009 for $500.00. As the accounting manager at CRONUS Consultancy Ltd. it is your responsibility to post the transaction to: •

The IC partner as an invoice

•

G/L account 6710

•

IC Partner G/L acc. No. 8320

After posting the IC General Journal, send the IC transaction to the IC partner.

Challenge Yourself! 1. Enter and post the journal line as specified in the scenario. 2. Send the IC transaction as specified in the scenario.

Need a Little Help? Open the CRONUS Consultancy Ltd. company. 1. 2. 3. 4. 5.

Open the IC General Journal. Enter the journal line as specified in the scenario. Post the journal. Open the IC Outbox Transactions. Send the IC transaction with the posting date of 01/18/09 to the IC partner.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC General Journals. 5. In the Posting Date field, enter 01/18/09. 6. In the Document Type field, click the drop-down list and select Invoice.

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Multisite Operations in Microsoft Dynamics® NAV 2009 7. In the Account Type field, click the drop-down list and select IC Partner. 8. In the Account No. field, enter ICP01. 9. In the Amount field, enter 500. 10. In the Bal. Account Type field, click the drop-down list and select G/L Account. 11. In the Bal. Account No. field, enter 6710. 12. In the IC Partner G/L Acc. No. field, enter 8320. 13. Click Post. 14. Click Yes to post the journal lines. 15. Click OK to the message that the lines were posted. 16. In the Navigation Pane, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 17. Click the line with the Source Type of Journal Line, posted 01/18/09. 18. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 19. Click Actions, point to Functions and then select Complete Line Actions. 20. Click Yes to complete line actions.

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Chapter 2: Intercompany Postings

Allocate Costs to IC Partners Costs can be allocated to one or several IC partners using either the: •

IC General Journal

•

Purchase order or invoice

Using the IC General Journal is useful when a service is purchased, such as, a parent company hires a service to set up computer systems in two subsidiaries. The invoice is sent to the parent company, but the costs are allocate to the two IC partners. Using purchase documents is useful when the purchasing functions, of operating expenses for example, are centralized in one company and then allocated to the IC partners.

Demonstration: Allocate Costs Using the IC General Journal CRONUS International Ltd. hired vendor 30000, CoolWood Technologies, to provide computer assistance for CRONUS Consultancy Ltd. and CRONUS Biking Ltd. The invoice from CoolWood Technologies, dated February 15, 2009, is received in the amount of 10,000.00. The costs are allocated as follows: •

CRONUS Consultancy Ltd. - 7,500.00

•

CRONUS Biking Ltd. - 2,500.00

An IC General Journal is posted in CRONUS International Ltd. for these amounts and then each allocation is sent to the IC partner. NOTE: The External Document No. must be filled in on the line with the Account Type of Vendor if the Ext. Doc. No. Mandatory check box contains a chec mark in the Purchases & Payables Setup.

Steps: Allocate Costs Using the IC General Journal To enter the vendor line in the IC General Journal, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data.

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Multisite Operations in Microsoft Dynamics® NAV 2009 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC General Journals. 5. On the column header, right-click and select Choose Column. 6. Add External Document No. 7. In the Posting Date field, enter 02/15/09. 8. In the Document Type field, click the drop-down list and select Invoice. 9. In the External Document No. field, enter Comp Srvc Allocation. 10. In the Account Type field, click the drop-down and select Vendor. 11. In the Account No. field, enter 30000. 12. In the Amount field, enter -10000. 13. In the Bal. Account Type field, click the drop-down and select G/L Account. 14. In the Bal. Account No. field, enter 8320. To enter the IC partner lines, follow these steps: 1. Click the next line. 2. In the Document Type field, click the drop-down list and select blank. 3. In the Account Type field, click the drop-down list and select IC Partner. 4. In the Account No. field, enter ICP20. 5. In the Amount field, enter 7500. 6. In the Bal. Account No. field, enter 6710. 7. In the IC Partner G/L Acc. No. field, enter 8320. 8. Click the next line. 9. In the Account No. field, enter ICP40. 10. In the Amount field, enter 2500. 11. In the Bal. Account No. field, enter 6710. 12. In the IC Partner G/L Acc. No. field, enter 8320. To post the IC General Journal, follow these steps: 1. Click Post. 2. Click Yes to post the journal lines. 3. Click OK to the message that the lines were posted.

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Chapter 2: Intercompany Postings To send the IC transactions to the IC partners, follow these steps: 1. In the Navigation Pane, click General Ledger, go to Intercompany Postings, and then select IC Outbox Transactions. 2. Highlight both lines with the Source Type of Journal Line, posted 02/15/09. 3. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 4. Click Actions, point to Functions and then select Complete Line Actions. 5. Click Yes to complete line actions.

Allocate Costs Using a Purchase Document To charge purchase costs to IC partners using a purchase invoice, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click Payables and then select Purchase Invoices. 2. Click New and press ENTER. 3. In the Buy-from Vendor No. field, click the drop-down list and select the relevant vendor. Note that this must be an external vendor. 4. Press TAB or ENTER. 5. Complete the header. 6. Click the lines. 7. Right-click on the header to open the Choose Column function. 8. Add the IC Partner Code, IC Partner Ref. Type, and IC Partner Reference fields. 9. Click OK to close the Choose Column. 10. In the Type field, click the drop-down list and select G/L Account. 11. In the No. field, enter the number of the G/L account in the parent company to be debited by the purchase transaction. This account is also credited when the transaction is posted. 12. In the IC Partner Code field, click the drop-down list and select the IC partner to whom the charges apply. 13. In the IC Partner Reference field, enter the number of the IC partner’s G/L account to be debited by the IC transaction. 14. In the Quantity field, enter the number of units to be charged to the IC partner. 15. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter the cost per item that is to be charged to the IC partner. Depending on the type of expense entered, the method of entering the purchase document differs. For example, when the parent company receives vendor invoices for advertising, the amount is allocated among the subsidiaries based on the original contract.

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Multisite Operations in Microsoft Dynamics® NAV 2009 To charge the costs to the subsidiaries: •

In the Quantity field, enter 1.

•

In the Direct Unit Cost field, enter the total contracted cost for the advertising for the IC partner.

Alternatively, when purchasing boxes of copy paper: •

In the Quantity field, enter a value that represents the number of boxes of copy paper purchased.

•

In the Direct Unit Cost field, enter the per unit cost to be charged to the IC partner.

To post the purchase invoice, follow these steps: 1. Click Post. 2. Click Yes to post the invoice. To send the allocated IC transactions to the IC partners, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 2. Highlight all lines related to the posted purchase invoice. 3. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 4. If a message appears stating the line is a copy of a transaction already set to Send to IC Partner, click Yes. 5. Click Actions, point to Functions and then select Complete Line Actions. 6. Click Yes to complete line actions.

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Chapter 2: Intercompany Postings

Lab 2.12: Allocate Service Costs to IC Partners Scenario CRONUS International Ltd. was informed that CoolWood Technologies provided additional consulting February 21, 2009 at CRONUS Consultancy Ltd. for 1,000.00 and at CRONUS Biking Ltd. for 800.00. As the accounting manager, post an IC General Journal: •

For the 1,800 cost to CRONUS International Ltd. for vendor 30000. Use Consult Allocation as the External Document No.

•

Allocate the specified costs to the IC partners using GL account 6710 and IC Partner G/L Acc. No. 8320.

Once the journal is posted, send the allocations to the IC partners.

Challenge Yourself! 1. Enter and post the IC General Journal as specified in the scenario. 2. Send the IC transactions to the IC partners simultaneously.

Need a Little Help? 1. 2. 3. 4. 5. 6. 7.

Open the CRONUS International Ltd. company. Open the IC General Journal. Enter the debit line to the vendor as specified in the scenario. Enter the allocations to the IC partners as specified in the scenario. Post the IC General Journal. Open the IC Outbox Transactions. Send the IC transactions to the IC partners simultaneously.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC General Journals. 5. Ensure that the External Document No. field is shown. 6. In the Posting Date field, enter 02/21/09.

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Multisite Operations in Microsoft Dynamics® NAV 2009 7. In the Document Type field, click the drop-down list and select Invoice. 8. In the External Document No. field, enter Consult Allocation. 9. In the Account Type field, click the drop-down list and select Vendor. 10. In the Account No. field, enter 30000. 11. In the Amount field, enter -1800. 12. In the Bal. Account Type field, click the drop-down list and select G/L Account. 13. In the Bal. Account No. field, enter 8320. 14. Click the next line. 15. In the Account Type field, click the drop-down list and select IC Partner. 16. In the Account No. field, enter ICP20. 17. In the Amount field, enter 1000. 18. In the Bal. Account No. field, enter 6710. 19. In the IC Partner G/L Acc. No. field, enter 8320. 20. Click the next line. 21. In the Account No. field, enter ICP40. 22. In the Amount field, enter 800. 23. In the Bal. Account No. field, enter 6710. 24. In the IC Partner G/L Acc. No. field, enter 8320. 25. Click Post. 26. Click Yes to post the journal lines. 27. Click OK to the message that the lines were posted. 28. In the Navigation Pane, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 29. Highlight both lines with the Source Type of Journal Line, posted 02/21/09. 30. Click Actions, point to Functions, click Set Line Action and then select Send to IC Partner. 31. Click Actions, point to Functions and then select Complete Line Actions. 32. Click Yes to complete line actions.

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Chapter 2: Intercompany Postings

Lab 2.13 - Allocate Purchase Costs to IC Partners Scenario As the accounts payable coordinator for CRONUS International Ltd., you have been assigned the task of managing orders for all the company’s IC partners. On February 1, 2009 you receive invoice number JAN09 from vendor 10000, London Postmaster. You must create a purchase invoice for postage expenses (G/L account 8240) using the following IC partner distribution: Intercompany Partner Code

IC Partner Reference

Quantity

Per Unit Cost

ICP20

8240

6

39.00

ICP30

8240

12

39.00

After posting the purchase invoice, send the IC transactions to the IC partners.

Challenge Yourself! 1. Enter and post the purchase lines as specified in the scenario. 2. Send the IC transactions with the posting date of 02/01/09 to the IC partners.

Need a Little Help? Open the CRONUS International Ltd. company. 1. 2. 3. 4. 5.

Open the Purchase Invoice. Enter the purchase lines as specified in the scenario. Post the purchase invoice. Open the IC Outbox Transactions. Send the IC transactions with the posting date of 02/01/09 to the IC partners.

Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click Payables and then select Purchase Invoices. 5. Click New and press ENTER. 6. In the Buy-from Vendor No. field, enter 10000.

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Multisite Operations in Microsoft Dynamics® NAV 2009 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27.

28. 29. 30. 31.

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Press TAB or ENTER. In the Posting Date field, enter 02/01/09. In the Vendor Invoice No. field, enter JAN09. Click the lines. Ensure that the IC Partner Code, IC Partner Ref. Type, and IC Partner Reference fields are shown. In the Type field, click the drop-down list and select G/L Account. In the No. field, enter 8240. In the IC Partner Code field, enter ICP20. Ensure that the IC Partner Reference Type is set to G/L Account. In the IC Partner Reference field, enter 8240. In the Quantity field, enter 6. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter 39.00. Click the next line. In the No. field, enter 8240. In the IC Partner Code field, enter ICP40. In the IC Partner Reference field, enter 8240. In the Quantity field, enter 12. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter 39.00. Click Post. Click Yes to post the invoice. In the Navigation Pane, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. Highlight both lines with the Source Type of Journal Line, posted 02/01/09. Click Yes to the message stating the line is a copy of a transaction already set to Send to IC Partner. Click Actions, point to Functions and then select Complete Line Actions. Click Yes to complete line actions.

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Chapter 2: Intercompany Postings

Summary Intercompany in Multisite Operations in Microsoft Dynamics NAV 2009 gives companies the ability to create the necessary documents when they are performing IC transactions including sales and purchase documents and general ledger entries eliminating the need for manually processing many timeconsuming and repetitious IC transactions. The Intercompany Postings lesson described the required steps to perform Intercompany Postings in a company. This included setup of IC partners and of the central Chart of Accounts and Dimensions. Once the setup is complete, the IC documents can be processed, including: •

Sending and receiving IC transactions

•

Accepting and rejecting IC transactions

•

Returning and canceling IC transactions

Using the intercompany functionalities helps companies post Intercompany transactions using the IC General Journal and allocate costs to multiple IC partners. These functionalities helps a company control all transactions when they have one or more legal business entities.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Test Your Knowledge 1. Where are IC Inbox transactions available for review or re-creation? ( ) Completed IC Inbox Transactions ( ) Received IC Inbox Transactions ( ) Handled IC Inbox Transactions ( ) Posted IC Inbox Transactions 2. From where can you send an IC order confirmation? (Select all that apply) ( ) Sales Order ( ) Service Order ( ) Work Order ( ) Purchase Order 3. From where can you allocate costs to multiple IC partners? (Select all that apply) ( ) Purchase Order ( ) General Journal ( ) IC General Journal ( ) Purchase Invoice

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Chapter 2: Intercompany Postings

Quick Interaction: Lessons Learned Take a moment and write down three Key Points you have learned from this chapter 1.

2.

3.

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Multisite Operations in Microsoft Dynamics® NAV 2009

Solutions IC Outbox and IC Inbox Test Your Knowledge: IC Outbox and IC Inbox Overview Categorize the following items: Categories (Categories): 1. IC Outbox 2. IC Inbox 3. Complete IC Inbox Action batch job 2

Item 1: Where an IC transaction is rejected.

3

Item 2: Creates IC General Journal lines.

2

Item 3: Where an IC transaction is accepted.

1

Item 4: Posted IC transactions are transferred here.

3

Item 5: Creates IC sales or purchase documents.

2

Item 6: Where a returned IC transaction is received.

1 Item 7: Where erroneously rejected, but unreturned, IC transactions can be reinstated

Test Your Knowledge 1. Where are IC Inbox transactions available for review or re-creation? ( ) Completed IC Inbox Transactions ( ) Received IC Inbox Transactions (•) Handled IC Inbox Transactions ( ) Posted IC Inbox Transactions 2. From where can you send an IC order confirmation? (Select all that apply) (√) Sales Order ( ) Service Order ( ) Work Order (√) Purchase Order

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Chapter 2: Intercompany Postings 3. From where can you allocate costs to multiple IC partners? (Select all that apply) (√) Purchase Order ( ) General Journal (√) IC General Journal (√) Purchase Invoice

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