Configuration for currencies without decimals (Zero decimal Currencies) in Dynamics AX

Most of the currencies across the globe have decimals (for ex: USD 100.99 where 100 is the dollars and 99 are cents).

 
There are a few currencies that are exception however, below is a list of some such currencies where the smallest currency unit is 1 :

CLP  - Chilean Peso
JPY   - Japanese Yen
KRW - South Korean Won
VND - Vietnamese Dong

The currencies in AX (Dynamics 365 for Operations) can be configured to restrict decimals as below.

Open the Currencies form ( General ledger > Currencies > Currencies). In the rounding rules fast tab setup the following values:

General rounding rule = 1.00
Sales order rounding rule = 1.00
Purchase order rounding rule = 1.00
Fixed asset rounding rule = 1.00

As shown in the screenshot below:

 

Print multiple Purchase Orders from AX (Dynamics 365 for operations)

It is a common requirement for many companies that the print out of the Purchase Order. The option of printing multiple purchase orders (or any other Business documents such as Sales Order, Invoice etc.,) is available in AX.

This can be achieved using the Print Management settings in AX. Below I am going to show you the setup required for the setting up Print Management to generate Purchase order as a PDF format (alternatively it can be directly sent to printer).

First things first. We need to setup the Print Management settings for the Purchase Order as below.

Go to Accounts Payable > Setup > Forms > Form setup

 

The form setup page is opened as below. Click on the Print Management button as highlighted below:

The Print Management for is opened as below. in the below form under the Purchase order select printout type (in our case : Original) and this shows the properties on the right hand side.

In the highlighted Tab "Destination", The current destination is "Default" this is where we need to change to achieve the required goal.

 

Click on the Arrow shown and it will display options as below. In the options select the "Printer Setup"  as shown below:

This will open the "Print destination settings" dialog box. This is a familiar dialog box for many of us. In this box on the left side, choose Printer (as below):

I am selecting the Printer as "Microsoft Print to PDF" as in my case, I wanted to print the Purchase order into a PDF and Click "OK"

You may choose a different printer as is required. The print management functionality can also be used to send Purchase Order via Email. You may choose different options as per your business needs.

Once the setup is done, the destination is changed to "Printer: Microsoft Print to PDF" as below

With this setup is completed. Now we need to go to the Confirmed Purchase orders, which lists down all the Confirmed POs:

Navigate to  "Procurement and sourcing >Purchase orders >Purchase order confirmation >Purchase order confirmations". This opens the Purchase order confirmations form as below

from the list, Select all the Purchase Orders to be printed:

Click on the "User Print Management" option in the screen above and that's it, the selected Purchase orders are printed as separate PDF files and the prompt asks us for the location to where the file needs to be saved.

The same process can be applied to any type of Business document and I hope this article is useful for your AX implementation

Stop Purchase / Sale or Inventory adjustments for a Product (Item) in Microsoft Dynamics AX

Companies using ERPs often have one big complaint, they cannot delete a Product (Item) having transactions. For a corporation having few thousand products, it is a key requirement that they stop a product after few years on shelves (take for example the Nokia’s 1100 model was highly successful mobile phone. Alas! The company has to stop this product as part of their market strategy)

In Microsoft Dynamics AX (Microsoft Dynamics 365 for operations), a Product can be created globally and can be released to a legal entity as per requirement. Only upon successful release, the legal entity can transact on that product (termed as “Released Product”)

A released product cannot be deleted if transactions (Purchases, sales and Inventory) exist. However, a released product can be stopped from making new purchase, sales and/ or Inventory transactions. 

It is a good idea to ensure the On-hand inventory for this released product is zeroed out before a Released product is stopped

Note that each of this needs to be done separately as explained in the below:

1. Go to Released products and select the released product to be stopped. Click on default order settings under MANAGER INVENTORY tab (as highlighted in the below screen capture) 

   

  

2. The Default order settings for the selected released product is opened as below:

3. Stop new purchases: In order to stop the new purchases, go to Purchase Order fast tab and click on the Stopped

  

4. Stop new Inventory transactions: In order to stop the new inventory transactions, go to Inventory fast tab and click on the Stopped 

 

5. Stop new Sales transactions: In order to stop the new sales transactions, go to Sales order fast tab and click on the Stopped

 

This is it. Now the released product is stopped from making any new transactions. 

 

Automatic Settlement for Customers and Vendors in Microsoft Dynamics AX

AX allows automatic settlement of payments with Invoices (and vice-a-versa), The automatic settlements are of 2 types:

1. Automatic settlement with system defined priority
2. Automatic settlements with user defined priority

Automatic settlement with system defined priority: The automatic transactions with system defined priority settles transactions based on the due date. However, the both transactions (Invoice & Payment or adjustment) must be in the same currency

Automatic settlements with user defined priority: For user defined custom priority, the user may set priority based on Transaction type (Invoices, Fee on payment, Dunning letters, Interest) using the Settlement Priority form

In addition to this, AX allows users to specify which posting profiles are allowed for settlement. This functionality works the same way for Vendors (Accounts Payable) & Customers (Accounts Receivable). Below is a brief process on enabling the automatic settlement and setting up user priority.

•     Enable allow automatic settlement for the customer posting profile

•     Enable Automatic Settlement under the Accounts Receivable Parameters > Settlement tab

•     Enable Prioritise Settlement (If priority needs to be given for certain transactions) and “Use priority for automatic settlement”

•     Click on Manage Priority if user needs to change the order of priority (By default AX has its own priority defined based on the date of Invoice & due date on FIFO basis)

•   Activate the necessary attribute and move Up or Down to choose the priority

The necessary setups are done. Now you can proceed making transactions with automatic settlement. Good Luck.

Wish all of you AX consultants transforming towards the Microsoft Dynamics 365 Operations from AX 2012 and older versions a great success in 2017.

Global General Journals – Enter journals in multiple LE's simultaneously in Dynamics AX

Very often most of the Dynamics AX implementations include implementation of multiple legal entities. The accountants need to create and post General Journals in multiple companies and this pretty often requires the users to juggle between companies (Select the company in which Journal needs to be posted and then continue with making transactions).

This is a very common scenario and kills the productivity of the accountant. Many of the accountants are very fast in General Journals entry and posting. Indeed, we require them to be fast, if our accountants are not that fast then the whole organization’s productivity is lost. Accounting is an essential back office task that needs to be productive. What they need is a system aided function where the accounting process is aided to improve productivity.

Here comes a brand new feature in with the new AX that alleviates the accounting users of this problem aiding them in better performing their tasks

“Global General Journals”

 So how does these Global General Journals work? Let us navigate and see it for ourselves:

Go to General ledger > Journal entries > Global general journals

 

In below screenshot observe that the Global general journals form has the Company as the first column (highlighted in Red). Also observe the Company that I am in is USMF in the Top right corner (Highlighted in yellow)

Now I want to create a new Journal in USPI company. I click on New (Alt+N) and enter the company as USPI, Journal name in the Dialog Box and click Ok.

This creates a new General Journal in USPI company with JBN# 00137 and continue with rest of General journal info.

Click on Lines to enter vouchers. Now if you observe the Journal voucher, the company has been updated to USPI (Highlighted in yellow)

 You can now complete the journal voucher and proceed for posting as a normal journal voucher in the USPI company.