Vector flat christmas elf portrait set.

The final day of our 12 days of Christmas Calandar of gifts!

We wrap up our 12 days of Christmas campaign with a final tip for you NAV users out there. We hope you’ve found these tips and tricks handy for your Microsoft Dynamics NAV system.
If you would like to talk to one of our NAV experts regarding taking advantage of our 10% off Jet Reports or Zetadocs, or maybe you would like a personal webinar to ensure this is exactly what you’re looking for. Please do not hesitate to contact us.

Can I post data into an Accounting Period once I have closed it?

In the following screen image, you can see that the year ended 31/12/2017 is closed.

Can I still post data in the year ended 31/12/2017?

Well, in a word YES, you can.

It’s a common misconception that closing a year means you can no longer post data into it, but this is NOT TRUE.

When you select the Function > Close Year, the following splash screen pops up:

Please note that nowhere in the message does it refer to posting data.

It informs you that what you are in fact doing is “setting in stone” the Period Start and Period End dates of the selected period (e.g. year) and all periods within it. (e.g. 12 individual months)

What does control when data can be posted?

“Allow Posting From” and “Allow Posting To” date fields.

They can be administered in two places:

  1. At Company level
  2. At User Level

Company Level Setup

Click Departments > Financial Management > Administration > Setup > General Ledger Set up

The dates stored in the “Allow Posting From” and “Allow Posting To” control the date range that data can be posted into. In our opinion these should:

  • Not be left blank

An option to consider adopting

Allow Posting From:        The start date of the current accounting year

Allow Posting To:             The end date of the current accounting year

User Level Setup

Click Departments > Administration > Application Setup > Users > User Setup

The dates stored in the “Allow Posting From” and “Allow Posting To” control the date range that data can be posted into for each user.

Here at TES we are passionate about the quality with which you use the tools available to you in your Dynamics NAV solution. Please don’t hesitate to contact us for more detailed assistance.

 

 

Santa Claus working on laptop

Day 11 of our Christmas Calendar

Day 11 is one of our most useful tips customers use in NAV, creating VAT statement templates.

To create a VAT Statement Template, follow these steps.

On the Navigation Pane click:

  1. Departments > Administration > Application Setup > Financial Management > General > VAT Statement Templates.
  2. Click New.
  3. In the Name field, enter a unique name for the template.
  4. In the Description field, enter a short description for the template
  5. Example template below – VATGB

To assign a VAT Statement Name to a template, follow these steps

  1. On the VAT Statement Templates window, select the relevant template. (e.g. VATGB)
  2. On the Navigate tab of the ribbon, click Statement Names.
  3. Click New and in the Name field, enter a unique name for the statement. (e.g. Default)
  4. In the Description field, enter a short description for the statement. (e.g. Default Statement)

5. On the Home tab of the ribbon, click Edit VAT Statement

An example VAT Statement in design mode (Source Cronus UK Ltd)

If you require assistance developing your own VAT statement, please do not hesitate to contact us. We will be more than happy to provide you with the appropriate assistance.

 6. On the home tab of the ribbon, click Preview

An example VAT Statement in Preview mode

VAT Settlement

Periodically, the net VAT must be remitted to the tax authorities.

To calculate this amount, run the Calc. and Post VAT Settlement batch job.

The following list describes some specifics that are related to this batch job:

  • Calculates VAT settlement of open VAT entries in previous accounting periods.
  • Finds all the VAT entries in the VAT Entry window—for every VAT Posting Group combination that is included in the filters in the batch job.
  • Use it to start the posting process or to print a test report.
  • Run it as frequently as it is needed.

Running the Calc. and Post VAT Settlement Batch Job

To run the Calc. and Post VAT Settlement batch job, follow these steps.

  1. On the Navigation Pane, click Departments > Financial Management > Periodic Activities > VAT > Calc. and Post VAT Settlement.

  1. In the Starting Date and Ending Date fields, define the date range for the VAT entries to be settled.
  2. In the Posting Date field, define the posting date for the settlement.
  3. In the Document No. field, enter a unique number. This field is required to run the batch job.
  4. In the Settlement Account field, click the drop-down list and then select the G/L account that the net of the Purchase and Sales VAT entries are transferred to.
  5. In the Show VAT Entries check box:

Click to insert a check mark to display all VAT entries that are used to calculate each VAT Posting Group settlement amount.

Leave it unchecked to display only the total settlement for each VAT Posting Group.

  1. In the Post check box, when you print or preview the batch job, do the following:

Leave it unchecked to print a test report.

Click to insert a check mark to post the transfer to the VAT settlement account automatically. (NOTE – This setting will execute the process regardless of whether you Print or Preview the report. Only use this option where you are sure of your data)

  1. Click to insert a check mark in the Show Amounts in Add. Reporting Currency check box for report amounts to be shown in the additional reporting currency.
  2. On the VAT Posting Setup Fast Tab, filter on the VAT business or product posting groups to be included in the batch job, when it is needed.

VAT Settlement Posting Results

  • When you post the Calc. and Post VAT Settlement batch job, it closes open VAT entries and transfers purchase and sales VAT amounts to the VAT settlement account.
  • When VAT entries are closed, the Closed field on the VAT Entry is selected.
  • The entry number of the settlement entry that closed the VAT entry is automatically inserted in the Closed by Entry No. field. This occurs only when the amount must be transferred between G/L accounts.
  • When a VAT amount is transferred to a VAT settlement account, the account for purchase VAT is credited and the account for sales VAT is debited with the amount from the VAT statement period. The account for VAT settlement is credited with the net amount (or, if the purchase VAT amount is larger, it is debited).
Note

 

After VAT entries are posted and their status is closed, they cannot be reopened. However, VAT reports can be created from these closed entries.

Here at TES we are passionate about the quality with which you use the tools available to you in your Dynamics Nav solution.

We would be more than happy to work with you to help you develop your VAT Statement and take advantage of the VAT Settlement processes to ensure you maximise your return on investment in Dynamics Nav by investing in adopting automated standard tools that you can then use consistently for months, quarters and years to come.

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Microsoft Dynamics NAV 2018 – New Features Webinar

With the new release of Microsoft Dynamics NAV 2018 we want to share with you the enhanced features and updates! Our Finance Director Robin Parkin is showcasing the new software on

Wednesday the 20th of December at 14:00. You can register for this here.

Download our free ‘What’s new in Microsoft Dynamics NAV 2018’ here. 

 

Some enhancements and features you can expect:

Power BI reporting
Dynamics NAV provides Business Intelligence in the place and time you need it. With the new Power BI reporting control, you can gain awareness to your Power BI reports by making them visible from within the most highly-used lists in Dynamics NAV. Not only are you able to view Power BI reports you select, but you can also interact and filter the reports by selecting records from the associated list page.

Image Analyser
The Image Analyzer extension uses powerful image analytics provided by the Computer Vision API for Microsoft Cognitive Services to detect attributes in the images that you add to items and contact persons, so you can easily review and assign them.
• Contact persons – Recognize a person’s gender, or age.
• Items – Identify attributes like type and colour. For example, whether it’s a table or a car, or red or blue. Image Analyzer suggests attributes based tags that the Computer Vision API finds with a confidence level.

User Tasks
The new User Tasks allow you to create tasks to remind you of work to be done. You can create tasks for yourself and assign tasks to others or be assigned a task by someone else in your organization.

Employee ledger entries
In general journal lines, there is a new account type and new balancing account type, Employee. Posting a general journal line with Employee as account type or balancing account type will generate an employee ledger entry.

Preconfigured Excel reports. 
The Business Manager and Accountant Role Centres have a new option in the ribbon for Excel Templates. From the Excel Templates list, users can choose a preconfigured report that is ready to print from Excel.

Register for our Free Webinar Wednesday the 20th of December at 14:00-14:40 here.

OR

Download our free ‘Whats new in Microsoft Dynamics NAV 2018’ guide here! 

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Day 10 of our Christmas Calandar

We’ve already given a 10% discount on Zetadocs for the month of December.

Day 10 brings a handy ‘how to guide’

Using templates to personalize emails with Zetadocs

When sending a NAV report, such as an order confirmation, invoice or shipment notice, Zetadocs Delivery allows you to personalize the email you send by applying a template to the outbound report.

This template can contain stationery (overlays, company logos, address etc.), attachments (e.g. terms and conditions of sale, bank details) as well a dynamic HTML email message.

In this article, I will explain the process of modifying a template within the Zetadocs Client to include an attachment, stationery and a dynamic field.

Before opening the Zetadocs Client to modify a template, you will need to paste the files including the attachment and stationery into the Zetadocs Templates folder. This folder is created when you install the Zetadocs Client. Pasting into this location will allow the files to be visible in the Document Template Wizard.

 

Attachments

In the Document Template Wizard, you can see a list of all the attachments that are located within the Zetadocs Templates folder. You will need to locate the appropriate file from the list and select the add button. This will now include the file as an attachment for this template. Please note that the attachment file must be in a PDF format for it to be detected by the Document Template Wizard.

Benefits

Templates can be customized to facilitate your needs. In this case, you can include any type of document such as an attachment when sending records out of NAV using Zetadocs Delivery. This allows you to send important documents such as terms and conditions or general newsletters. You can even send out leaflets to inform your customers of any attractive promotions that your company is currently offering.

 

 

Dynamic fields

In this section, you can add dynamic fields to personalize the email message. The image below shows that I am using dynamic field to retrieve “Name” and “ZetadocsRecordNo” from the relevant NAV record. Zetadocs can retrieve any field from the header table within the NAV record and display this value in the email body. This is done through applying metadata for the relevant field. This guide will show you how to add extra metadata from the NAV record.

Benefits

Using Dynamic fields is essential if you want to personalize the emails that you send out from NAV. Using this functionality, you can retrieve specific details from the header level and display it in the email. Once sent, the receiver will get the impression that you have made the effort to personalize the email and you have displayed all the relevant information they need to complete the request.

 

 

The Zetadocs templates can be customized to include attachments, stationery and dynamic fields. This provides you with a flexible, easy to use platform to provide highly customized communications to your customers.

 

 

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Day 9 –

 

Most people know by now, that you can paste into NAV pages from Excel, and typically this is used for populating journals, but a further use for this is for importing electronic bank statements when you can’t be bothered to go through all the faff of setting it up formally.  Here a quick how to guide as to how to do this:

 

Just:

  • Copy a blank line out of the Bank Statement side of the Bank Reconciliation page into Excel to make a template,

 

  • Download your bank statement in csv format and open in Excel,
  • Copy the columns from the statement into the right place on your template

 

  • Copy the data and Paste Rows into your Bank Reconciliation.

 

Simple and effective!

 

 

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Day 8 – Our best kept Christmas Secret

My Customers, My Items My Vendors in a saved filter.

People don’t seem to use this because they don’t know how, but its such a useful tip to know! 

On the role centre is the My Customers box, which is a list of customer that do not fit any kind of filter. You can add or remove customers from the list as you need to.

As it stands this is not all that useful. It is just a box on the role centre.

However from the customer list if you set a filter on “No.” it converts it to a real filter.

Becomes

Save this as a filtered view..

And your customer list gets added as a dynamic filter. Each time you add or remove a customer from the My Customers  it updates the saved view

Use the same %Mycust on the customer ledger entries to form a real time debtor list of a number of customers you want to keep an eye on..

 

 

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Day 7 – Saving shortcuts.

Today’s Christmas gift is depicting how to save a menu option you like. 

You can save it as a shortcut so you don’t have to search for it again. This works for reports and pages, saving clicks and time! 

However, if I click in the breadcrumb trail at the top of the page  on “History” this finds it in the Departments menu. If I right click and select Add to Navigation Pane it adds it to my Role Centre

Like this:

Save clicks, save time, be efficient.

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Day 6 of our Christmas Calendar and we have a top tip for NAV users!

Notifications can be turned on for each users to present them information without directly affecting the tasks they are performing.

Notifications can be turned on and off by going to the “My Notifications” page.

For example – Customer exceeds credit limit is set to enabled so this means every time we put on a sales order for a customer who have exceeded their credit limit the user will be presented with a notification:

This doesn’t stop them from performing the task but they are notified that they have exceeded their limit – the users has the option to click details for more information:

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Day 5 of the TES Christmas Campaign!

How to hide data/information on FastTabs within NAV

Have you ever opened up your vendor card or customer card and been looking for a specific field on the card? Only to be greeted with a lot of unnecessary information that you will never ever use in your lifetime. Well now, there is a new way on how to hide these fields!

The first step to start your journey on getting rid of that unnecessary information is to open up a specific card (e.g. a vendor card, customer card or item card) and select the blue arrow located in the top left-hand corner. (Shown on the screenshot below).

Second step is to navigate to ‘Customise’ section and select this to then navigate to the ‘Customise this page…’ after this step is completed a box should appear.

 

Third step is to select the ‘FastTabs’ section on the pop up box and select the specific fast tab that you wish to edit/customise and select the ‘Customise FastTab’ button (Shown on screenshot below).

After you have completed step three, we then move onto step four. For this step another box shall appear (If previous step done correctly) and from here you can remove certain fields from view for the card you are editing. If you remove one field on one vendor card this shall apply to all Vendor cards, this means no matter which vendor card you go on you will not be able to see the field you have removed.

Please see below for a before and after screenshot, and the results from this process.

Before:

 

After:

As a side note please be aware that the field can still be added in if required just follow the same process but instead add the field you have removed.

 

We hope you’ve found this ‘how to guide’ if you would like any more please do not hesitate to contact us. 

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Day 4 of the TES advent calendar

Do you wish you could process or deliver documents in batches by email or hard copy to match customer preferences? How about adding attachments automatically (such as T&Cs or other supporting documents)? Perhaps you would like to be able to file documents automatically, splitting batches using barcode recognition and OCR? What about scheduling delivery of invoices or other NAV reports to send in the background automatically?

 On day 4 of the 12 days of Christmas we’ve partnered with the Zetadocs team to make your wishes for better document management in NAV come true.  

Equisys produces software packages that help businesses become more efficient by dispensing with paper-based processes. Their document management products stand out by being simple to install and manage, reliable and great value – backed by outstanding service and support.   

The Zetadocs® suite integrates with Microsoft Dynamics® NAV to handle the capture, on-screen approval and electronic delivery of business documents. Zetadocs Capture stores emails and scanned documents alongside NAV transactions for instant access from within NAV or directly from an electronic archive, while Zetadocs Delivery enables you to email batches of documents in PDF format from within NAV, helping your finance team produce and send documents such as customer invoices and statements.  

We’re offering an exclusive 10% off deal throughout the month of December just for TES customers, so get in touch with us to find out more. 

For more information visit the Zetadocs website or see the software in action on their YouTube channel