Financial Management with Microsoft Dynamics NAV

2. Financial Management with Microsoft Dynamics NAV Brian Nielsen Senior Program Manager Lead Microsoft Corporation NAV06

3. Financial Management Presentation & Demo of: Account Schedule Improvements Distributing Intercompany Purchase Invoice Costs Online Maps Prepayments Document Approval

4. Account Schedule improvements 4 new improvement that allow you to: Indicate more precisely how row amounts are displayed Display global dimensions across columns use a % operator in formulas Define a basis for percent calculations for �% of Totals�

5. Account Schedule improvements Phyllis, Accounting manager want to create a report showing revenue and operating costs for 3 sales areas. Revenue should be split in 4 elements and each shown as % of total The cash balances and net changes for each sales area should be displayed at the bottom of the report.

6. Account Schedule improvements Indicate more precisely how row amounts are displayed New fields: Row Type and Row Amount

7. Account Schedule improvements Display global dimensions across columns Now dimensions + Business Unit can be set for columns.

8. Account Schedule improvements Use a % operator in formulas The % operator is a new operator available for use in Formula. Use this operator to display a percentage between two rows or two columns. Used between two terms in a formula to divide the first term by the second term and multiply the result by 100.

9. Account Schedule improvements Define a basis for percent calculations for �% of Totals� The % operator used at the end of a formula to use the most recent Set Base For Percent result as the denominator when showing �% of Total�.

10. Account Schedule improvementsDefine a basis for percent calculations for �% of Totals� Using the Set Base for �% of Total� columns.

11. Account Schedules Improvements demo

12. Distributing Intercompany Purchase Invoice Costs Allocate purchase costs from parent company to subsidiary companies. For external Vendor Invoices Intercompany Purchase Invoice cost distribution fields on the purchase lines: IC Partner Code IC Partner Ref. Type [G/L Account only] IC Partner Reference 12 of 7

13. Distributing Intercompany Purchase Invoice Costs Annie, bookkeeper, wants to register a purchase invoice from an ad agency for a current ad campaign. The full cost should be distributed to the 2 subsidiaries. 13 of 7

14. Distributing Intercompany Purchase Invoice Costs demo

15. Financial Check Voiding Additions to existing functionality for financially voiding checks: ability to void the check only ability to enter a date to use for the void 15 of 7

16. Financial Check Voiding demo

17. Mappoint Integration Get the location of your customer, vendors etc

19. Online Maps Integration ... Or directions To/From

22. Prepayments Allows the user to create prepayment invoices and ensure correct and full reversal of prepayments in final invoicing. Create prepayment invoices with most common terms and accounting practices (% of invoice, fixed amount, no VAT, cash based etc.) Ensure full reversal of all prepayments Ensure proper reversal of VAT Both Sales and Purchase orders Integrate with new Document Approval feature 22

23. Prepayments Concepts Uses the existing Sales Order (and Invoice) New fields added to specify Prepayments terms New posting menu items for Prepayments G/L account setup determines the VAT calculation Credit Memos are reversal of all prepayment amounts invoiced 23

24. Prepayments Uses the existing Sales Order (and Invoice) New fields added to specify Prepayments terms New posting menu items for Prepayments 24

25. Prepayments Enter prepayments : By default from item, customer, or vendor cards that are set up for prepayments Manually on the sales and purchase order headers and lines Set Prepayment % on sales lines Set Prepayment Amount on sales lines Set a fixed amount for the sales order Set a fixed Prepayment % for the sales order Reverse proportionally or manually Credit memo reverses all invoiced prepayments 25

26. Overview Prepayments allow companies to charge a prepayment before shipping goods to customers. Available for Purchases and Sales Define default prepayment requirements for: 26

27. Set up Prepayments To use prepayments, companies must set up: General Ledger accounts and Posting groups for prepayments Usually �close to� Account Payables for sales prepayments and �close to� Account Receivables for purchase prepayments Number Series for prepayment documents Either new number series or the existing series for posted invoices, e.g. use S-INV+ for Sales Prepayment Invoices and S-CR+ for Sales Prepayment Cr. Memos Prepayment number series can NOT overlap the numbers series used for posted sales invoices/posted sales credit memos (because they use the same table, e.g. same keys) 27

28. Set up Prepayments To use prepayments, companies must set up: Payment Terms for prepayment invoices Usually a shorter period than for normal invoicing System selections for receipt and issue of prepayment amounts �Check Prepmt. When Posting� in Sales & Receivables (and/or Purchase & Payables) Setup Optional: Prepayment percentages for items, customers, and vendors 28

29. Prepayment � Final Invoicing When the final invoice is posted, the system: Verifies receipt or issue of the Prepayment amount based on setup. Deducts the prepayment amount from the amount due (total sales order amount). Reverses prepayment amounts previously posted to the balance sheet as assets or liabilities. 29

30. Prepayment � Example Susan, Sales Order Processor, creates a Sales Order for a customer. The customer is new and Susan is instructed to require 20% in prepayments. Susan creates the Prepayment invoice and sends it to the customer When prepayment is received and goods are shipped, Susan can create and send the final invoice. 30

31. Prepayments demo

32. Correcting Prepayments To refund all invoiced prepayments for an order issue a prepayment credit memo. To reduce the quantity on the sales or purchase line increase the prepayment percent on the line and reduce the line amount. ! Can only be reduced to the current invoiced amounts. To add new lines to an order after issuing a prepayment add the additional lines to the order and create a prepayment invoice for the new line if needed To increase the prepayment amount increase the prepayment percent on one or more lines or the order itself and issue an additional prepayment invoice. 32

33. Session Objectives And Takeaways Session Objectives: Understand how DA works Understand DA flow Have overview of setup and customization Get an idea of where we are going with �workflow� You could set this up yourself You could send approvals You understand how DA fits in the NAV vision

34. Document Approvals Document approvals Sales and purchase documents Enforces approvals, request and credit limits Simple Mail Transfer Protocol (SMTP) email notifications

35. Document Approvals helps� Enforce purchase/sales limits Approvals from the right people Delegate/Substitute approvals (approver/requester) Checks for errors � reduce cost Gives an overview Users and approvers can see the �history� of the document through approval entries It�s easy to enter comments or record links for review by others Speeding up the process Customizable notification email ensures the approver knows that there is something waiting for his/her approval or if the status of an approval has changed

36. Users

37. Document Approval - Overview

38. Requesting Approval User can send a document for approvals or cancel an approvals request from the document Documents cannot be processed (released, posted, etc.) if the total of the document is over the user�s limit

39. Document Approvals Overviews of approval processes �Approval request history for documents I have sent for approval�

40. Document Approvals Overviews of approval processes �Documents currently requiring my approval�

41. Document Approvals & SMTP Notifications

42. SMTP Notifications

43. Document Approvals Notify approval actions via SMTP mail Approval Required Rejection Cancellation Delegation Overdue approval notifications

44. Integation Attach source documents using Record Links feature (e.g. quotes or vendor invoices)�

45. Document Approvals � and have it available for approver�s view.

46. Document Approvals Users on both ends can add/view a comment

47. Delegation

48. Document Approvals Approval setup User setup based on database or windows logins

49. Document Approvals Approval setup Approval limits for sales, purchases and requests Substitutes for approval delegation

50. Document Approvals demo

51. Document Approvals Approval setup Approval templates � can set up different approval processes for each document

52. Document Approvals Approval Setup Simple setup for SMTP email notifications

53. Your Feedback Is Very Important To Us