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WHATS NEW - APPLICATION IN MICROSOFT DYNAMICS AX 2012 FOR FINANCE, PA, CASE MGMT., HRM, AND PUBLIC SECTOR
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Last Revision: March 2011 This courseware is provided for informational purposes only. Microsoft makes no warranties, express or implied as to the information included in this courseware. Information in this courseware, including URL and other Internet Web site references, is subject to change without notice. Unless otherwise noted, the companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted in examples herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this courseware 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 courseware. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this courseware does not give you any license to these patents, trademarks, copyrights, or other intellectual property. 2011 Microsoft Corporation. All rights reserved.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Welcome ............................................................................................................ 0-1 Microsoft Dynamics Courseware Contents ........................................................ 0-2 Documentation Conventions .............................................................................. 0-3 Student Objectives ............................................................................................. 0-4
Chapter 1: Overview
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Objectives ........................................................................................................... 1-1 Introduction ......................................................................................................... 1-1 New User Interface Elements ............................................................................. 1-2 Organization Model ............................................................................................ 1-9 Help System ..................................................................................................... 1-12 Microsoft Office Add-Ins ................................................................................... 1-13 Work Items ....................................................................................................... 1-16 Document Handling .......................................................................................... 1-17 Interest Terms and Date Ranges ..................................................................... 1-17 Post-Dated Checks .......................................................................................... 1-18 Summary .......................................................................................................... 1-20 Test Your Knowledge ....................................................................................... 1-21 Quick Interaction: Lessons Learned ................................................................. 1-23 Solutions ........................................................................................................... 1-24
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Objectives ........................................................................................................... 2-1 Introduction ......................................................................................................... 2-1 Default Controls Library ...................................................................................... 2-1 Import and Mapping Wizard ............................................................................... 2-3 Summary ............................................................................................................ 2-4 Test Your Knowledge ......................................................................................... 2-5 Quick Interaction: Lessons Learned ................................................................... 2-6 Solutions ............................................................................................................. 2-7
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Objectives ........................................................................................................... 3-1 Introduction ......................................................................................................... 3-1 Prepaid Purchase Orders ................................................................................... 3-2 Lab 3.1 - Set Up a Prepayment .......................................................................... 3-6 Invoice Matching Task for Workflow ................................................................... 3-8 Vendor Invoice Processing Workflow ................................................................. 3-8 Invoice Matching Improvements ......................................................................... 3-9 Summary .......................................................................................................... 3-12 Test Your Knowledge ....................................................................................... 3-13 Quick Interaction: Lessons Learned ................................................................. 3-14 Solutions ........................................................................................................... 3-15
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Objectives ........................................................................................................... 4-1 Introduction ......................................................................................................... 4-1 Managing Collections and Collection Agents ..................................................... 4-2
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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Lab 4.1 - Manage the collection process .......................................................... 4-12 Free Text Invoice Improvements ...................................................................... 4-13 Free Text Invoice Quantities and Unit Prices ................................................... 4-15 Summary .......................................................................................................... 4-17 Test Your Knowledge ....................................................................................... 4-18 Quick Interaction: Lessons Learned ................................................................. 4-19 Solutions ........................................................................................................... 4-20
Chapter 5: Budgeting
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Objectives ........................................................................................................... 5-1 Introduction ......................................................................................................... 5-1 Workflows for Budget Register Entries ............................................................... 5-2 Dimensions for Budgets ..................................................................................... 5-2 Configuring Budget Control ................................................................................ 5-3 Using Budget Control ......................................................................................... 5-9 Lab 5.1 - Use Budget Control on a Purchase Order......................................... 5-12 Budget Amounts ............................................................................................... 5-15 Lab 5.2 - Create and Manage Budgets ............................................................ 5-19 Budget Reporting ............................................................................................. 5-21 Budget Transaction Web Services ................................................................... 5-21 Summary .......................................................................................................... 5-22 Test Your Knowledge ....................................................................................... 5-23 Quick Interaction: Lessons Learned ................................................................. 5-24 Solutions ........................................................................................................... 5-25
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Objectives ........................................................................................................... 6-1 Introduction ......................................................................................................... 6-1 Expense Reports Improvements ........................................................................ 6-2 Lab 6.1 - Create and Process an Expense Report ............................................. 6-6 Budgetary Control .............................................................................................. 6-9 Travel and Expense Policies ............................................................................ 6-10 Credit Card Dispute Management .................................................................... 6-13 Summary .......................................................................................................... 6-14 Test Your Knowledge ....................................................................................... 6-15 Quick Interaction: Lessons Learned ................................................................. 6-16 Solutions ........................................................................................................... 6-17
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Objectives ........................................................................................................... 7-1 Introduction ......................................................................................................... 7-1 Currencies and Exchange Rates Setup ............................................................. 7-2 Shared Fiscal Calendars .................................................................................... 7-5 Subledger Accounting ........................................................................................ 7-8 Accounting Distributions ................................................................................... 7-10 Financial Dimensions ....................................................................................... 7-12 Multiple Charts of Accounts .............................................................................. 7-14 Lab 7.1 - Create Financial Dimensions and Chart of Account Structures ........ 7-18 Advanced Rule Structures for Ledger Posting ................................................. 7-20
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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Table of Contents
Commitment Accounting .................................................................................. 7-21 Summary .......................................................................................................... 7-29 Test Your Knowledge ....................................................................................... 7-30 Quick Interaction: Lessons Learned ................................................................. 7-32 Solutions ........................................................................................................... 7-33
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Objectives ........................................................................................................... 8-1 Introduction ......................................................................................................... 8-1 Project Timesheets ............................................................................................. 8-2 Allocate Project Revenue ................................................................................... 8-4 Project Budgeting ............................................................................................... 8-8 Lab 8.1 - Set Up Budget Controls .................................................................... 8-13 Manage Projects in Enterprise Portal ............................................................... 8-15 Project Funding ................................................................................................ 8-16 Project Beginning Balances.............................................................................. 8-19 Summary .......................................................................................................... 8-20 Test Your Knowledge ....................................................................................... 8-21 Quick Interaction: Lessons Learned ................................................................. 8-23 Solutions ........................................................................................................... 8-24
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Objectives ........................................................................................................... 9-1 Introduction ......................................................................................................... 9-1 Case Management in the Rich Client ................................................................. 9-2 Lab 9.1 - Create a Case ..................................................................................... 9-6 Case Management in Enterprise Portal.............................................................. 9-7 Knowledge Articles ............................................................................................. 9-9 Lab 9.2 - Working with Knowledge Articles and Cases .................................... 9-13 Summary .......................................................................................................... 9-15 Test Your Knowledge ....................................................................................... 9-16 Quick Interaction: Lessons Learned ................................................................. 9-17 Solutions ........................................................................................................... 9-18
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Objectives ......................................................................................................... 10-1 Introduction ....................................................................................................... 10-1 Shared Worker Information .............................................................................. 10-2 Hiring Workers and Terminating Workers ........................................................ 10-4 Application and Recruiting Improvements ........................................................ 10-5 Department and Position Improvements .......................................................... 10-8 Injury and Illness ............................................................................................ 10-11 Summary ........................................................................................................ 10-16 Test Your Knowledge ..................................................................................... 10-17 Quick Interaction: Lessons Learned ............................................................... 10-18 Solutions ......................................................................................................... 10-19
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Public Sector Feature Overview ....................................................................... 11-2 Accounts Receivable Features ......................................................................... 11-3 Budgeting Features .......................................................................................... 11-6 General Ledger Features ................................................................................. 11-7 Procurement and Accounts Payable Features ................................................. 11-8 Public Sector Reports Overview ..................................................................... 11-10 Public Sector Role Center Overview .............................................................. 11-10 Summary ........................................................................................................ 11-12 Test Your Knowledge ..................................................................................... 11-13 Quick Interaction: Lessons Learned ............................................................... 11-14 Solutions ......................................................................................................... 11-15
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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Introduction
INTRODUCTION
Welcome
We know training is a vital component of retaining the value of your Microsoft Dynamics AX 2012 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 Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
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Whats New - Application in Microsoft Dynamics AX 2012 for Finance, PA, CaSe Mgmt., HRM, and Public Sector
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.
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.
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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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Whats New - Application in Microsoft Dynamics AX 2012 for Finance, PA, CaSe Mgmt., HRM, and Public Sector
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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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Chapter 1: Overview
CHAPTER 1: OVERVIEW
Objectives
The objectives are: Describe the new user interface elements in Microsoft Dynamics AX 2012. Describe changes to the organization model. Use and update the help system. Describe the Microsoft Office Add-Ins in Microsoft Dynamics AX. View work items that are based on specific business documents in one location. Review improvements made to the document handling feature in Microsoft Dynamics AX 2012. Describe various interest terms for different date ranges. Describe and set up post-dated checks.
Introduction
Microsoft is committed to delivering a people-ready experience to medium-sized organizations and divisions of larger enterprises that operate in the global economy. Microsoft Dynamics AX 2012 is an innovative version that brings users improved and new functionality. The new features improve the way both users and developers interact daily with the application and also how they customize, set up and work with the application to fit their individual needs. The Microsoft Dynamics AX 2012 value proposition includes the following: Simplifying the complete application life cycle of Microsoft Dynamics AX, from implementation, customization, integration, usability, and maintenance to upgrade and performance, to help reduce the total cost of ownership (TCO). Improving financial capabilities to support companies who operate in the global economy. Adding more industry-enabling functionality for target industries.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Providing best practices in areas such as supplier relationship management (SRM), human resources management (HRM), customer relationship management (CRM), expense management, and compliance and environmental sustainability. Supporting new online services, such as site services for case management and vendor on boarding to improve collaborative scenarios.
Part of the Role Tailored design strategy in Microsoft Dynamics AX 2012 is to increase productivity. The Role Tailored design is used so that people can deliver just the information that they need, where and when they need it. It offers perspective by providing an overview of the work ahead so that organizations can plan and prioritize efforts. The Role Tailored design is a key component of improving user productivity in Microsoft Dynamics AX 2012. The following sections introduce some key new and improved features of Microsoft Dynamics AX 2012. The features are relevant for all audiences and users of Microsoft Dynamics AX 2012. Some of these features are discussed in additional detail in one of the Whats New in Microsoft Dynamics AX 2012 titles; whereas other features are only presented at a high level in this chapter. DISCLAIMER: During the writing stage of the Whats New training content, functionalities in certain areas of Microsoft Dynamics AX 2012 were not fully implemented. An example of this includes the changes that are still occurring to the user interface. While the content was approved and developed with the best knowledge, certain functionalities are still subject to change.
Jewel Menu
The Jewel menu replaces the Microsoft Dynamics AX menu which was available in earlier versions of the workspace. It also provides drop-down menus which in earlier versions were at the top of each form.
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Chapter 1: Overview
The menus are consolidated under a button similar to the Microsoft Windows 7 and Microsoft Office 2010 Jewel menu. To the right side of the Jewel is the Command Bar. This hosts Action Panes, Windows (workspace only), View, and Help buttons.
Navigation Pane
The Navigation Pane is redesigned to provide navigation options that are more visually appealing and usable. In earlier versions there were three panes which displayed Favorites, Places, and Forms, and now they are condensed into a single pane that flows and scrolls as one unit. This makes it easier to control and customize. The footer area of the Navigation Pane now displays small module buttons. This makes it possible to access more modules with one click.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
The Navigation Pane cannot be controlled by developers, but can be personalized by users through the View button in the command bar.
Status Bar
The status bar provides access to actions and in earlier versions it was at the top of each form in a toolbar. The status bar can be personalized by the user, by using the User Options form (Tools > Options) and is still controlled for each form by using the StatusBarStyle property within the form design.
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Chapter 1: Overview
Action Pane Strip
The new Action Pane strip control provides an action presentation that resembles the Microsoft Windows 7 Windows Explorer bar. The Action Pane strip control can be used at the top of forms that do not have sufficient actions to justify the use of a full action pane. They are also used within the form to position actions close to their related records and data fields.
Preview Panes
The Preview pane component displays more information about the selected record in a List Page.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Fast Tabs
A Fast Tab is a new vertical presentation style for the existing tab control. The Fast Tabs figure displays an example of the Customer details form. It shows the General fast tab expanded and the Address, Contact information, Details fast tab, and so on are collapsed. To expand or collapse a Fast Tab you must click the header or description of the Fast Tab.
Fast Tabs are used in the Windows 7 and Microsoft Office when lots of data must be displayed in a highly accessible way. Fast Tabs display tab pages in a vertical sliding way to activate the options in the following list: More than one tab page can be displayed at a time. Longer, more explanatory tab page names are provided to the user. The display of summary fields that give the user information from the tab page without having to be expanded.
Fast Tabs are used extensively in Details forms and Simple List and Details form patterns. Fast Tabs can be seen when the Tab.Style property is set to Fast Tabs. Summary fields are displayed without labels. Therefore, the visual noise is reduced but labels are available when you rest the mouse pointer over them.
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Chapter 1: Overview
Document View
The concept of a document view is introduced into client forms to provide developers and users the ability to have a read-only representation of data that reduces the risk of accidental changes. Users can switch the mode of the form between View and Edit by using the Edit record button in the status bar, the Edit record option in the Jewel menu, or the corresponding keyboard shortcut (Ctrl+Shift+E). Users have personalization options to specify the mode that their forms open in. They can use the User options (File > Tools > Options) form to specify a default View or Edit mode for all forms. You can personalize individual forms to specify the default View or Edit mode for that form.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Enhanced Previews
When a user moved their mouse pointer over a field in earlier versions of Microsoft Dynamics AX, a tooltip was displayed that provided the user a one- or two-field preview of that record. Those previews are improved to make them more visible, available on any grid row, and available, as specified by developers, on other fields.
Improved previews are displayed to the user when they rest the mouse pointer over any foreign key field or over any control on which the developer has set the properties.
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Chapter 1: Overview
The ability to show only abbreviated values (six characters) for nonfocused segments. To provide improved readability, both the cheat sheet and lookup windows open up aligned to the currently focused segment.
Organization Model
Microsoft Dynamics AX 2012 introduces new organizational modeling capabilities. This helps make your organization structure easier to manage by providing the following benefits. More organization types Security more independent of the organization structure Addition of organization hierarchy Data sharing between organizations
Legal Entities
A legal entity is an organization that is identified through a registration with a legal authority. Legal entities can enter into contracts and are required to prepare statements that report on their performance. A company is a type of legal entity. Companies are the only type of legal entity that you can create in Microsoft Dynamics AX 2012. Every legal entity record is associated with a company ID. This is because the data security for many tables in Microsoft Dynamics AX is still based on company ID.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Operating Units
An operating unit is an organization that is used to divide the control of economic resources and operational processes in a business. People in an operating unit have a duty to maximize the use of scarce resources, to improve processes, and to account for their performance. In Microsoft Dynamics AX, operating unit types include cost center, business unit, value stream, and department. For more information about each operating unit type, refer to the table. Operating Unit Type Cost center Business unit Value stream Department Description An operating unit whose managers are accountable for budgeted and actual expenditures. A semi-autonomous operating unit that is created to meet strategic business objectives. An operating unit that controls one or more production flows. An operating unit that represents a category or functional part of an organization that performs a specific task, such as sales or accounting.
NOTE: In addition to legal entities and operating units, you can create teams as a part of the organizational structure. A team is an organization whose members share a common responsibility, interest, or objective. For more information about teams, refer to the Human Capital Management documentation. Teams cannot be used in organizational hierarchies. NOTE: Microsoft Dynamics AX 2012 supports the financial statement with balance sheet only for a legal entity. For example, if you are using a new operating unit type, such as business unit, or a custom operating unit type like branch, Microsoft Dynamics AX 2012 does not support the creation of a balance sheet by those types of organizations.
Organizational Hierarchies
You can set up organizational hierarchies to view and report on different perspectives of your business. For example, you might set up a hierarchy of legal entities for tax, legal, or statutory reporting.
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Chapter 1: Overview
You can set up a hierarchy based on operating units to report financial information that is not legally required, but is used for internal reporting. For example, you might create a purchase hierarchy to control purchasing policies, rules, and business processes. Organizations in a hierarchy can share parameters, policies, and transactions. An organization can inherit or override the parameters of its parent organization. However, shared master datasuch as products, address books and currencies is organization-wide, and cannot be overridden for individual organizations. There are several steps that are involved with creating the organizational hierarchy. 1. 2. 3. 4. Create organizations including legal entities and operating units. Create a new hierarchy. Assign a purpose to the hierarchy. Add organizations to the hierarchy.
The Organizational Hierarchy figure displays an example of an organization chart for Contoso.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Organizational Hierarchy Purposes
Before you add organizations to a hierarchy, you should select a purpose for the hierarchy. The purpose that you select determines the types of organizations that can be included in the hierarchy. The table shows the organization types that are allowed by the default hierarchy purposes. Hierarchy purposes Procurement internal control Expenditure internal control Organization chart Signature authority internal control Vendor payment internal control Audit internal control Security Organizational types allowed All All Departments Legal entities All Legal entities All
Help System
A new Help system is used to supply Help documentation for the application and development workspaces. You can add new help content by adding correctly formatted HTML files to the help server. No compilation, rebuilding, or AOT deployments are necessary to add Help documentation.
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Chapter 1: Overview
The following topics provide more information about each feature of the Microsoft Office add-ins.
Lightweight Reporting
The Excel add-ins provide a lightweight reporting solution. Microsoft Dynamics AX 2012 users have an Export to Excel option in list pages from the client or Enterprise Portal. When the data is in Excel additional columns can be added, filters can be added, and data can be refreshed to populate those columns. With the data in Excel it can be manipulated by using Excel options including: adding calculated columns, creating pivot tables, adding conditional formatting, and so on. The features of using the Microsoft Office Add-ins as a lightweight reporting tool include the following: Exports can be created from any list page or grid in the client or Enterprise Portal. Exports can be extended with additional data. o For example: Phyllis, the Accounting Manager, needs a list of all customers and the customer group they are in. Customer group is not included on the customer export to Excel, but can be added.
Microsoft Dynamics AX 2012 style query filters can be added to limit data being passed to Excel from Microsoft Dynamics AX 2012.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Export can be refreshed as conditions change. Columns not bound to data in Microsoft Dynamics AX 2012 (Unbound columns) can be added to the Excel spreadsheets. Office integration can now export to the Terminal Services Client computer.
Microsoft Dynamics AX 2012 Office Add-ins uses lookups and query infrastructure from Microsoft Dynamics AX 2012. Matrix fields can be defined to aggregate data. o When matrix fields are updated the value is incremented equally among the records making up the aggregate.
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Chapter 1: Overview
Import Data By Using Excel
Data model changes in Microsoft Dynamics AX 2012 have made some imports more complex, especially those that use the global address book. A list of how Microsoft Dynamics AX 2012 Office Add-ins simplifies these processes follows. Imports to multiple related tables are simplified by using AIF document services. o For example: when you enter a customer, both the customer and party information are in a single Excel list object, validation is performed, default data is populated, and record ID "patching" happens automatically.
Data imports can be done either interactively or published to a folder for an Integration port to detect. o Interactive data import allows for synchronous interaction with Microsoft Dynamics AX 2012. This is a simpler mode of operation, but can be slow for large imports. Data import through publishing to a folder provides an asynchronous import where AIF inbound ports can be used to scale out performance. Additionally the Excel client will be responsive as soon as it generates files telling Microsoft Dynamics AX 2012 what to update, not when the update is completed.
Data imports can be brought offline, and lookups can be performed against local caches. o For example: if customer groups and customers are in the same Excel template, and a new customer group is created, and it can be referenced by the customer, and then both tables can be imported/updated.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Localization is simplified. o Document properties in Microsoft Office are used to locate the correct document based on the user locale or programming settings. For example: A German collection letter is sent to a German customer, and an English collection letter is sent to an English customer.
Drag-and-drop designer enables the content controls to be visible on a document surface. Previews are available through Microsoft Dynamics AX 2012 Office Add-ins to let the designer see what the final documents will resemble without having to associate a document together with a process then generate that document in Microsoft Dynamics AX 2012.
Work Items
The concept of work item queues is introduced in Microsoft Dynamics AX 2012 to provide an alternative assignment and management model for task elements in workflows. Workflow tasks can now be managed by a team by using a shared work list. If you use either internal teams, or external partner organizations, to process business transactions, such as purchase requisitions, purchase orders, or new vendor justifications by using workflow, you might have to set up work item queues to help these teams manage the flow of the transactions as they come in from your company and as they are processed by the appropriate organization. The work item queue provides the infrastructure needed to perform the following tasks: Users who belong to a queue can claim work items that are not assigned to anyone else and take the available workflow actions on the work items in the queue. Users can reassign work items from one work item queue to another work item queue within the same work item queue group. Queue owners can reassign work items from one queue user to another queue user within the same work item queue group.
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Chapter 1: Overview
4. Activate the queue. 5. Create a workflow and add a task element. 6. Set up the assignment to a specific queue. Then, when a record of that document type is submitted to workflow, a work item will be created and assigned to the queue.
Document Handling
Document handling is improved in Microsoft Dynamics AX 2012 to include support for URLs and a document file web service.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Scenario: Apply Different Interest Profiles on Customer Invoices
Contoso wants to charge different interest rates on customer sales orders and project invoices. As an OEM, they want to charge a larger interest rate on sales orders to cover the charges they pay to their suppliers. They have set up two interest codes and associated them with different posting profiles. They create sales orders and project invoices with these different posting profiles with the intention of applying different interest rates on overdue invoices based on invoice type.
Post-Dated Checks
The issuing and receipt of Post-Dated Checks (PDCs) is a common business practice in many parts of the world. Many businesses use checks as the primary way to make and receive payments. The PDC functionality is available on both the Accounts receivable and Accounts payable modules and fully integrates with dimensions, check printing, centralized payments, settlements, and the standard banking functionality available in Microsoft Dynamics AX 2012.
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Chapter 1: Overview
Scenario: Create Post-Dated Checks
PDCs are enabled in Accounts Receivable. Contoso receives a PDC for 100.00 U.S. Dollars (USD) from customer ABC. Arnie, the Accounts Receivable Administrator, must now enter and print the check. NOTE: Post-dated checks can only be created if the General ledger > Postdated checks configuration key is enabled.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Summary
Microsoft Dynamics AX 2012 helps mid-sized organizations and entities of large enterprises address the challenges of operating in a fast changing global economy. The Microsoft Dynamics AX 2012 delivers functionality that is relevant and necessary for organizations by adding functionality to help ensure they have productive people, adaptable business processes, and a connected ecosystem. The Overview module covered several high level improvements including the following: User Interface Elements Organizational Model Help System Microsoft Office Add-Ins Work Items Document Handling Interest Terms and Date Ranges Post-Dated Checks
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Chapter 1: Overview
2. TRUE or FALSE: You can attach a URL to a transaction and configure a workflow definition to route paper-based document files for review. ( ) TRUE ( ) FALSE 3. The Post-Dated Check functionality fully integrates with which of the following? (Select all that apply) ( ) Dimension ( ) Check Printing ( ) Centralized Payments ( ) Standard bank functionality Fill in the blanks to test your knowledge of this section. 4. Replaces the companies that were used in earlier versions. _____ 5. Used to divide the control of economic resources and operational processes in a business. _____ 6. A semi-autonomous operating unit that is created to meet strategic business objectives. _____ 7. Represents a category or functional part of an organization that performs a specific task. _____
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
8. An operating unit whose managers are accountable for budgeted and actual expenditures. _____ 9. An operating unit that controls one or more production flows. _____ 10. An organization whose members share a common responsibility, interest, or objective. _____ 11. Which of the following are benefits of the work item queue feature: (Select all that apply) ( ) Users who belong to a queue can claim work items that are not assigned to anyone else and take the configured workflow actions on the work items in the queue. ( ) Lets users reassign work items from one work item queue to another work item queue within the same work item queue group. ( ) Queue owners can reassign work items from one queue user to another work item queue. ( ) Queue owners can reassign work items from one queue user to another queue user within the same work item queue group. 12. TRUE or FALSE: Microsoft Dynamics AX 2012 does not support the use of multiple posting profiles in a single interest calculation job for different invoices associated with a single customer. ( ) TRUE ( ) FALSE 13. Which of the following is not a feature or benefit of the new Help system? ( ) HTML-based content is published by a single deployment to the help server. ( ) AOT changes are required to add or modify content. ( ) Updates to Microsoft Dynamics AX content will not affect content published by an ISV or a customer. ( ) Feature parity in content enables any publisher to use label replacement, integrated search, and other features of the Help system. 14. Which of the following is not supported by the Microsoft Office Add-Ins? (Select all that apply) ( ) Importing and exporting data by using Excel ( ) Importing and exporting data by using Word ( ) Use of templates with Excel ( ) Use of templates with Word
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Chapter 1: Overview
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Solutions
Test Your Knowledge
1. Match the terms on the left with their purpose on the right: b 1. Jewel Menu g 2. Navigation Pane d 3. Status Bar e 4. Action Pane Strip a 5. Fact Boxes f 6. Fast Tabs c 7. Grid Check Boxes a. Provides information related to the record displayed by the host form or List Page. b. Replaces the Microsoft Dynamics AX menu c. A visible indication to users, that they can select multiple records or even select all records. d. Provides access to actions that were previously at the top of each form in a toolbar. e. Used at the top of the forms that do not have sufficient actions to justify the use of a full action pane. f. A new vertical presentation style. g. Displays Favorites, Places, and Forms in a single pane that flows and scrolls as one unit.
2. TRUE or FALSE: You can attach a URL to a transaction and configure a workflow definition to route paper-based document files for review. () TRUE ( ) FALSE 3. The Post-Dated Check functionality fully integrates with which of the following? (Select all that apply) () Dimension () Check Printing () Centralized Payments () Standard bank functionality Fill in the blanks to test your knowledge of this section. 4. Replaces the companies that were used in earlier versions. Legal Entity
5. Used to divide the control of economic resources and operational processes in a business. Operating Unit 6. A semi-autonomous operating unit that is created to meet strategic business objectives. Business Unit 7. Represents a category or functional part of an organization that performs a specific task. Department
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Chapter 1: Overview
8. An operating unit whose managers are accountable for budgeted and actual expenditures. Cost Center 9. An operating unit that controls one or more production flows. Stream Value
10. An organization whose members share a common responsibility, interest, or objective. Team 11. Which of the following are benefits of the work item queue feature: (Select all that apply) () Users who belong to a queue can claim work items that are not assigned to anyone else and take the configured workflow actions on the work items in the queue. () Lets users reassign work items from one work item queue to another work item queue within the same work item queue group. ( ) Queue owners can reassign work items from one queue user to another work item queue. () Queue owners can reassign work items from one queue user to another queue user within the same work item queue group. 12. TRUE or FALSE: Microsoft Dynamics AX 2012 does not support the use of multiple posting profiles in a single interest calculation job for different invoices associated with a single customer. ( ) TRUE () FALSE 13. Which of the following is not a feature or benefit of the new Help system? ( ) HTML-based content is published by a single deployment to the help server. () AOT changes are required to add or modify content. ( ) Updates to Microsoft Dynamics AX content will not affect content published by an ISV or a customer. ( ) Feature parity in content enables any publisher to use label replacement, integrated search, and other features of the Help system. 14. Which of the following is not supported by the Microsoft Office Add-Ins? (Select all that apply) ( ) Importing and exporting data by using Excel () Importing and exporting data by using Word ( ) Use of templates with Excel ( ) Use of templates with Word
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Introduction
One challenge that customers face today is identifying which controls to use to make sure that their business complies with laws, business rules, policies and regulations. The Default controls library, introduced in Microsoft Dynamics AX 2012, contains many of the most frequently used controls. This library provides a resource for customers who are searching for various types of controls that will help meet their needs. Customers who have their own control matrix can use the Default controls library to supplement their control matrix by adding controls in the Compliance Center. For customers who do not have a control matrix, the Default controls library can be repurposed and used as a control matrix from which to select the controls to add to their Compliance Center. Entries in the Default controls library can be used as a guide for customers who decide to manually enter controls to the Compliance Center. Customers can also use the Import and mapping wizard in Compliance Controls to automate the addition of some or all of the Default controls library controls on the Compliance Center.
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Terminology
The new compliance and internal controls process involves several new terms and concepts. The following table introduces these new terms and concepts. Term Control matrix Definition Refers to a file, almost universally a Microsoft Office Excel spreadsheet, that customers use to list, manage, and keep track of their controls. This file can be used as the source file for importing and mapping a compliance environment and importing activities into the Compliance Center. A means by which users manage identified elements of their business to make sure that the policy, regulation, tenet, or other requirement is followed during business operations. The environment that is set up within the Compliance Center to which controls are associated. Environments are typically a hierarchical node structure.
Control
Control environme nt
The Default Controls Library contains various controls for users to select from. The Default Controls Library Excel spreadsheet is installed and stored in the Compliance Center Compliance Resources document library.
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When the control environment is set up, users will open the Import and Mapping wizard, open their control matrix, and for every entry they want to import, select two settings. 1. Select the compliance environment(s) node that the control should fall under. 2. Select the document template that the control will use when it is loaded onto the system. This includes mapping template properties to corresponding data in the matrix.
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5. Review the data that is displayed from the selected file, and then click Next. 6. Select the column that will be used to map the control matrix environment data to the Compliance Center environment, and then click Next.
7. Continue mapping each column from the spreadsheet to the corresponding Compliance Center control, and then click Next. 8. Select the document template and the template properties (one at a time), and then select the corresponding control matrix. When you are finished, click Next. 9. Click Import to process the import. 10. When the import is complete, the system will display a message; click Finish.
Summary
The Compliance Center was introduced in Microsoft Dynamics AX 2009 as a new page inside Enterprise Portal. Several usability improvements are made in Microsoft Dynamics AX 2012 Compliance Center to make sure customers can complete the tasks that are required to meet their compliance objectives. This feature focuses specifically on the following: Improvements to the Internal Controls feature in Compliance Center Introduction of the Default controls library Introduction of the Import and mapping wizard
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Solutions
Test Your Knowledge
1. Approximately how many controls are provided in the Default controls library? ( ) 300 () 400 ( ) 800 ( ) 1000 2. Put the following steps in order: Step: 3 : Click the Next button, and then select a file to be imported.
5 : Click the Next button, and then select the column that will be used to map. the control matrix environment data to the Compliance Center environment 1 : Open the Enterprise Portal website through your web browser. Open the Enterprise Portal web site through your web browser 8 : Click the Next button, and then click the Import button to process the import. 7 : Select the document template and the template properties, and then select the corresponding control matrix. 4 : Click the Next button, and then review the data from the file.
6 : Click the Next button, and then map additional columns by clicking the Next button after each column. 2 : Click Compliance > Import Controls on the navigation pane.
3. Which of the following are valid techniques for creating controls in the Compliance Center? (Select all that apply) ( ) Manually add controls from the Microsoft Dynamics AX client () Manually add controls from Enterprise Portal ( ) Activate Controls in the Default Control Library () Import controls by using the Import and Mapping Wizard
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Introduction
The Accounts Payable module in Microsoft Dynamics AX 2012 is updated significantly to help improve several purchasing processes: Ability to add lines to invoices that are not related to purchase orders New invoice matching methodologies Miscellaneous charge allocation improvements Vendor remittance address improvements Ability to process and track prepayments for purchase orders
The goal is to organize the data, improve efficiency, and enable users to take actions.
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Prepayment Process
Five basic steps involved with processing a prepayment for a purchase order include the following: 1. 2. 3. 4. 5. Create the purchase order. Set up the prepayment. Post the prepayment. Make a payment. Settle the payment against the final invoice.
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10. Optionally, type a Description for the prepayment. 11. Select an option for Fixed or Percent based prepayment. 12. In the Value field type the amount. a. If Fixed is selected for the type, the Value field represents a flat amount in the currency of the purchase order. b. If Percent is selected for the type, the Value field represents a percentage of the purchase order total. 13. Select the desired Prepayment category ID. 14. Click Save. 15. Click Generate > Confirm on the Purchase tab to confirm the purchase order. 16. Close the Purchase order form.
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Procedure: Post the Prepayment Invoice
To post a prepayment invoice, follow these steps: 1. Open Accounts payable > Common > Purchase order > All purchase orders. 2. Search for the desired purchase order. 3. Click the Invoice tab. 4. Click Invoice to create an invoice. 5. A message box will appear and prompt the user, that an unposted prepayment exists for the order. Click Yes to continue and post the prepayment. 6. Enter a unique invoice number into Number field. 7. Verify the invoice information, to make sure that the Prepayment check box is selected. 8. Click Post to post the transaction and then click Post again to confirm. 9. Close the Purchase order details form. A new transaction is posted to the vendor account for the value of the prepayment. NOTE: This procedure cannot be completed in the Virtual Machine image for this course because of an error in the prerelease build.
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Challenge Yourself!
Using the information that is provided, create a new purchase order and set up a prepayment for 10 percent of the purchase order total.
Step by Step
To create a purchase order with a request for a prepayment, follow these steps: 1. Open Accounts payable > Common > Purchase order > All purchase orders. 2. Click New > Purchase order to create a new purchase order. 3. Select 1003 in the Vendor account field. 4. Click Yes to transfer the vendor information to the purchase order. 5. Click OK to create the order. 6. In the Lines tab, select 10003 in the Item number field. 7. Enter "100" into the Quantity field and "2,565.00" into the Unit price field.
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This type of variance might occur when partial invoices meet quantity and price tolerances individually, but when they are combined, they exceed a specified percentage or currency value as defined by the company. Extended price matching tolerances can be set up for each company.
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3. Make sure that the Use invoice matching validation field is selected.
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4. In the Use extended price matching field, select an option: a. None - extended price matching will not be used. b. Percentage - the system will validate each purchase order invoice based on the percentage amount entered into the Extended price tolerance percentage field. c. Amount - the system will validate each purchase order invoice based on the flat amount entered into the Extended price tolerance amount field. d. Percentage and amount - the system will validate each purchase order invoice based on the percentage amount entered into the Extended price tolerance percentage field but not to exceed the flat amount entered into the Extended price tolerance amount field. 5. If it is required, enter the Extended price tolerance percentage. 6. If it is required, enter the Extended price tolerance amount.
Summary
Although many functions in the Accounts payable module are improved in Microsoft Dynamics AX 2012, the basis and main principle of the module remains the same. The greatest changes are in the following areas: The ability to create and track prepayments for a purchase order Improvements to workflow Improvements to invoice matching
Most of the changes are based on efforts to simplify and streamline work, and to make the processes more understandable.
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2.
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Solutions
Test Your Knowledge
1. Which of the following are valid workflow elements for vendor invoice processing? (Select all that apply) () Approval elements () Task for completing and correcting vendor invoices () Task for automatically posting the vendor invoices ( ) Task for automatically updating accounting distributions on vendor invoices 2. Put the following steps in sequence for the Prepayment process: Step: 1 2 3 5 4 : Create the purchase order. : Set up the prepayment. : Post the prepayment. : Settle the payment against the final invoice. : Make a payment.
3. Categorize the following items: c 1. Extended price matching a 2. Invoice totals matching d 3. Line matching b 4. Miscellaneous charges matching a. Invoice totals on a purchase order invoice are compared with the expected totals, based on the purchase order information. b. Miscellaneous charges on a purchase order invoice can be compared with the expected miscellaneous charges from the purchase order. c. The net amount of an invoice line plus the net amount of any pending invoice lines and previously posted invoice lines is compared with the purchase order line. d. Can be set up with two-way matching, three-way matching, or no matching.
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Introduction
The Accounts Receivable module in Microsoft Dynamics AX 2012 is updated significantly to help improve the collections management process. The goal is to let the user organize the data, and enable the collection manager to take actions. In addition, the free text invoice process is improved with several features such as a new process for correcting free text invoices, the ability to create recurring free text invoices, and the addition of Quantity and Unit price fields to the free text invoice lines.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Sometimes one person handles a company's collections for all customers. In other situations, a team of collection agents may work together to manage collections. If your business needs require it, you can set up collections agents. Each collections agent can have one or more customer pools (a query that contains a set of customers) assigned. For example, a collections pool might consist of customers 4000 through 4500, and several customer agents can be assigned to the pool. This enables each customer agent in the customer pool to view customer 4000 through 4500. The new collections management process involves several new terms and concepts- These are introduced in the following table: Term Collection agent Activity Definition A person who works with customers to make sure that payments are collected in a timely manner Four types of activities represent action that a collections agent will take; these activities are the same types of activities that are used in the Sales and Marketing module An action that must be done in the future An action that was completed An appointment in the future that is not completed An event that has already occurred A query that defines a group of customers who will be displayed and managed A calculation of the aged balances for a group of customers at a point in time
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Customer Pools
You can set up customer pools to represent groups of customers. You can use customer pools as filters for the customer information about collections in list pages, in the Collections form, or when you create aging snapshots. The following are examples that might be used for customer pools: Customers who have balances over a specified amount Customers in specific countries/regions or districts Types of customers Customers grouped by size, volume, or frequency of ordering
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Creating and Assigning Collection Agents
Use the Collections agent form to set up employees and contractors as collections agents and optionally assign customer pools to them. A collections agent is a person who works with customers to make sure that payments are collected in a timely manner. In Microsoft Dynamics AX, collections agents are employees and contractors that have a user relationship with a Microsoft Dynamics AX user. NOTE: The user must also belong to a collections team in the Human resources module. You can assign a customer pool to a collection agent. Customer pools are used to filter the customers who each collection agent is responsible for. If you do not assign any customer pools to a collections agent, the collections agent has access to all customer information on the collections list pages.
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The calculations for the company aging snapshot headers include all customer transactions for the companies that are selected. The calculation for the aging snapshot detail records contains only transactions with dates that are in the aging period.
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Accounts receivable > Places > Collections
NOTE: You must double-click a record in the Collections list page to open the details form. The Collections form can be used to perform many tasks, for example: Create and track activities Create cases and group transactions and activities Mark transactions for dispute or follow-up Write off transactions Process Non-Sufficient Funds (NSF) documents Send email messages View customer transactions View customer balances Print relevant customer documents Drill down into details for: o o o Transactions Cases Activities
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Working with Cases and Activities
Use cases to organize collections activities and transactions. For example, if you have to collect for three transactions, you can add them to a case, and then manage activities that are related to your collections work on those three transactions together. When transactions or activities are grouped into a case, use the Case ID filter on the top pane to filter the list to only transactions and activities for a specified case. In addition, you can use the Collections cases list page to view a list of all cases. Drill down into the details by double-clicking a case in the list page.
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3. A new email message is created in Office Outlook. 4. Compose the message, and then click Send.
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4. On the Action Pane, click the Communicate tab. a. To send an email message to the contact for the customer, click Transactions to contact. b. To send an email message to the salesperson that is associated with the sales group for the customer, click Transactions to salesperson. NOTE: These buttons are available only if a contact is set up for the customer who has an email address. 5. A new email message is created in Office Outlook. Information about the transactions is included in an attachment in Office Excel format. 6. Compose the message, and then click Send.
Perform Write-Offs
You can write off bad debts by clicking Write off in the Collections form, and on the Collections, All customers, and Open customer invoices list pages. When you write off transactions for a customer, all transactions for the customer are automatically selected for settlement. The amount that is written off depends on the net amount of the selected transactions. The write-off transaction is created in a general journal and can contain up to three types of journal lines.
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Challenge Yourself!
Use the information that is provided to update the aging snapshot. Next, update the status on the customer invoice. When you are finished, send an email message to the customer including the customer statement.
Step by Step
To update the customer aging snapshot, follow these steps: 1. Click Accounts receivable > Periodic > Collections > Customer aging snapshot. 2. Select 0_90_180 from the Aging period definition field. 3. Accept the other default values, and then click OK. 4. Click Close to close the information log when the process is completed. To update the status for invoice 100972, follow these steps: 1. Click Accounts receivable > Collections > Collections. 2. Highlight Desert Wholesales in the list, and then double-click to open the Collection details form.
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In Microsoft Dynamics AX 2012, a new Correct Invoice button is added to the Free text invoice details form and the Free text invoice list page. A new form will open where the user can adjust the necessary information and then post the correction. NOTE: The invoice correction feature is not enabled by default. You must enable the General ledger > Free text invoice correction configuration key in the License configuration form under System administration.
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Scenario: Adding Quantities and Amounts to a Free Text Invoice Line
Contoso Entertainment is selling surplus widgets left over from a large project recently completed. The widgets were not purchased through the inventory system. Therefore, they cannot be sold through a sales order. Instead, they must be sold through a simple free text invoice transaction. A subcontractor has requested to purchase 15 pieces and Contoso Entertainment agreed to sell all 15 for 50 USD. Arnie, the Accounts Receivable Administrator, must now quickly create a customer invoice for surplus material by using the total amount.
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Summary
Although many functions in the Accounts receivable module are improved in Microsoft Dynamics AX 2012, the basis and main principle of the module remains the same. The greatest changes are in the areas of: Free text invoices o o o Recurring free text invoices Added workflow for free text invoices The addition of quantity and unit price
Collections management o o o o o o Addition of collection agents Addition of customer pools Addition of aging period definitions and aging snapshots New forms for managing collections Integration with Sales and Marketing for tracking activities Ability to write off transactions and process Non-Sufficient Fund (NSF) checks
Most of the changes are based on efforts to simplify and streamline work, and to make the processes more understandable.
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2. Which of the following is not a step in setting up and processing a recurring free text invoice? ( ) Assign a free text invoice template to customer ( ) Set up a customer template for free text invoices ( ) Set up a free text invoice template ( ) Run the generate free text invoice process 3. True or false, the Quantity and Unit price fields are mandatory on free text invoices. ( ) TRUE ( ) FALSE 4. List the four types of activities that can be added to a collection and their purpose.
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3.
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Solutions
Test Your Knowledge
1. Match the Collections details Fact Boxes on the left, with the matching description of the purpose on the right: b 1. Contacts Fact Box c 2. Aged Balances Fact Box a 3. Credit Information Fact Box a. View the credit limit and current balance information for the customer. b. View collections contact information for the customer. c. View balances for the customer, based on the selected aging period definition.
2. Which of the following is not a step in setting up and processing a recurring free text invoice? ( ) Assign a free text invoice template to customer () Set up a customer template for free text invoices ( ) Set up a free text invoice template ( ) Run the generate free text invoice process 3. True or false, the Quantity and Unit price fields are mandatory on free text invoices. ( ) TRUE () FALSE 4. List the four types of activities that can be added to a collection and their purpose. MODEL ANSWER: 1. Action - is used to document a unit of work that is completed 2. Task - is used to log a unit of work that is to be done in the future 3. Appointment - is used to schedule a meeting 4. Event - is used to record something that has already occurred
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Chapter 5: Budgeting
CHAPTER 5: BUDGETING
Objectives
The objectives are: Describe the use of workflows for budget register entries. Enable dimensions in an account structure for budget usage. Explain how to define rules and specify attributes for budget control. Describe how to use budget control on a purchase order. Describe how to enter budget data. Review and run new key reports used for budgets. Describe the features supported by the system for transferring budget data from a third-party application or by using the Microsoft Office Excel add-in.
Introduction
Every business entity, whether it is private or public, sets some financial and operational goals by creating budgets. When the budget is established, the management or responsible person monitors the activities within the budget framework. In Microsoft Dynamics AX 2012 the Budget module is redesigned emphasizing new methods for entering budget amounts and introducing budgetary controls. Workflows are also introduced for Budget register entries. For example, if an approval is required for transferring a budget amount from one department to another, then workflow functionality is introduced to create an approval workflow.
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Chapter 5: Budgeting
Procedure: Define Dimensions for Budgeting
To define dimensions for budgets, follow these steps: 1. Open Budgeting > Setup > Dimensions for budgeting.
2. Select the dimension(s) from the Chart of accounts dimension panel on the right side for which you want to enter budget amounts against. 3. Click the Left arrow to move the selected dimensions to the Budget dimension panel on the left. 4. Click Close
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NOTE: The Budget control configuration key must be enabled under the General ledger - advanced II key in order to use this functionality.
2. Select an Account structure. After you select the account structure, you can see all the dimensions within the selected account structure that are enabled for budget entry populated on the right side panel. 3. Select the Budget dimensions that will be subject to a budget check by moving them to the left panel. 4. Select the default Budget control interval, Budget cycle time span, Budget manager, and Budget threshold. These settings are defaults, and can be changed for specific budget control rules and budget groups.
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Chapter 5: Budgeting
Budget Control Terminology
The primary budget control parameters are described in the following table: Field Budget control interval Description Determines how amounts will be aggregated for a budget check. The budget control interval works together with the budget cycle. Options include Fiscal year, Fiscal period, Fiscal year to date, month, quarter, total budget (spreads across the budget cycle), Budget to date, months to date, quarters to date. The to date is determined by mapping the accounting date of the source document or accounting journal being checked for budget funds available to the associated fiscal period. A time period specified as a number of fiscal calendar periods. The budget period can differ from the accounting period. Determines which user can approve a register entry, for optional use when you configure a workflow. Determines whether a budget threshold should be in place. The threshold can be used to provide warning messages to user or to define budget permissions for users to prevent specific users from exceeding the budget threshold. This field is optional.
NOTE: The budget threshold can be set for a percentage that exceeds 100 percent. This allows for scenarios where an organization could allow for exceeding the budget by a specific percentage. For example, if you want to allow for exceeding budget by 5 percent, you set the threshold value to 105.00.
To define over budget permissions, follow these steps: 1. Open Budgeting > Setup > Budget control configuration. 2. If the current budget control configuration is active, a message will appear at the top of the form. Click Edit to modify the configuration. 3. Click the Over budget permissions tab.
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Click Add to create a new rule. Select the desired User group. Select the Over budget option. Click the Activate budget control tab. Click Activate, and if the Budget control configuration is not turned on, click Turn on. 9. Click Close to exit the Budget control configuration form. 4. 5. 6. 7. 8.
Budget amendments Draft budget amendments Budget transfers Draft budget transfers in Draft budget transfers out Actual expenditures Unposted actual expenditures
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Field Budget reservations for encumbrances Budget reservations for unconfirmed encumbrances Reductions to budget reservations for unconfirmed encumbrances Budget reservations for pre-encumbrances Budget reservations for unconfirmed preencumbrances Description Includes budget reservations that are created for Confirmed purchase orders or travel requests in addition to budget register entries that are in a status of Completed that use the transaction type of Encumbrance. Includes budget reservations that are created for Unconfirmed purchase orders or travel requests in addition to budget register entries that are in a status of Draft that use the transaction type of Encumbrance. Select this option to prevent a reduction in budget reservation caused by a purchase order correction until the correction is confirmed.
Includes budget reservations that are created for Approved or Confirmed purchase requisitions in addition to budget register entries that are in a status of completed with the transaction type of Pre-encumbrance. Include budget reservations that are created for Unconfirmed or Unapproved purchase requisitions in addition to budget register entries that are in a status of Draft with the transaction type of Pre-encumbrance.
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You can map a budget cycle time span to a fiscal year, or you can specify the number of periods for part of a fiscal year or to span fiscal years. To implement a budget cycle time span for budget control, assign a budget model to the budget cycle time span. Use the Budgeting > Setup > Budget cycles form to specify the fiscal year or the number of periods in a budget cycle and to associate budget cycles with fiscal calendars.
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Chapter 5: Budgeting
NOTE: Only main account types of Total, Profit and Loss, and Expense are available for selection because these are the accounts typically used in recording actual expenditures. Total accounts are included for the purposes of budget register entries because you can create budget against main accounts that are marked as total. Use the Define budget groups tab to create a budget pool or collection of dimension values whose budget amounts will be pooled for a secondary budget check. Budgets will always be checked against the dimension combinations that are found in the budget control rule. If that dimension combination is also found in a budget group, a secondary budget check will be performed at the budget group level.
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Procedure: Create Budget Register Entries
To enter and view budget register entries, follow these steps: 1. Open Budgeting > Common > Budget register entry. 2. Click Budget register entry in the New group of the Action pane. 3. Select the Budget model and Budget code. NOTE: Budget codes must be set up before you create budget register entries. 4. Optionally, select a Reason code and enter a Reason comment. 5. Save the record. 6. Click Add line in the Budget account entry fast tab.
7. Select the Account structure and enter the Dimension values. 8. Enter the budget amount into the Amount field. 9. Click Update budget balances to update the budget amounts for the budget enabled dimensions. 10. Click OK to complete the update. 11. When the process is completed, click Close on the Info log form, and then close the Budget register entry form.
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Chapter 5: Budgeting
Procedure: Use Budget Control on a Purchase Order
To use budget control on a purchase order and follow the reservation through to vendor invoice, follow these steps: 1. Open Accounts payable > Common > Purchase order > All purchase orders. 2. Click Purchase order in the New group of the Action pane and then select a vendor. 3. Click Yes to transfer the address, and then click OK to create the purchase order. 4. In the Purchase lines tab, select the Item number. 5. Enter a Quantity of 1 and Unit price of 200.00. 6. Enter the accounting distributions by clicking Financials tab > Distribute amounts 7. Enter ledger account: "606300 OU_2311 OU_4595". 8. If the user selected the Perform the budget check on line entry for purchase order setting in the Budget control configuration form, then when you close the Accounting distribution form that you will notice the budget check result displaying on the purchase order line. In this example, the budget check is successful. 9. Review the budget control statistics by opening Budgeting > Inquiries > Budget control statistics from the breadcrumb bar. 10. Select Budget cycle "FY2011" and Dimension values "606300". The system will display a 200.00 USD reservation for encumbrance. 11. Drill down by using the encumbrance's Action Pane to see the transaction making up that balance. The purchase order is shown and the status of the budget reservation is Draft. 12. Confirm the purchase order by going to the Purchases tab on Action Pane and clicking Confirm.
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Challenge Yourself!
Use the information that is provided in the scenario to set up the budget register entries. Use the information in the following table to guide you. Field Budget model Budget code Account structure Dimension values Budget amount Value SUB1 Budget Account Structure - P&L 606300 10,000 USD
Create a new purchase order for Topaz Electronics for 1000 pieces in the procurement category Audio > Receivers > 2.1. Perform a budget check on that order and review the budget check errors and warnings. Next, decrease the quantity on the purchase order to 19 and perform another budget check. When you are finished, confirm the purchase order. Use the information in the following table to guide you. Field Dimension values Vendor Procurement category Quantity Unit price Value 606300 - OU_1 - OU_4571 - Conference/Seminar 1201: Topaz Electronics Audio > Receivers > 2.1 1000 ea/19 ea 199.95
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Chapter 5: Budgeting
Need a Little Help?
Create a new Budget register entry. Update budget balances. Open Accounts payable > Common > Purchase orders > All purchase orders, and then click Purchase order in the New group of the Action pane. Select vendor 1201: Topaz Electronics and then add a new line to the purchase order. Select the Financials tab and select Distribute amounts. Enter the ledger account. Click Financials > Perform budget check, and then click to review the errors. Financials > Budget check errors and warnings Decrease the quantity on the purchase order. Click Financials > Perform budget check. Confirm the Purchase order.
Step by Step
To create budget register entries, follow these steps: 1. Open Budgeting > Common > Budget Register Entries. 2. Click Budget register entry in the New group of the Action pane. 3. Select "SUB1" in the Budget model field, and then select "Budget" in the Budget code field. 4. Save the record. 5. Click Add line in the Budget account entries fast tab. 6. Select "Account structure - P&L" in the Account structure. 7. Enter "606300: Administrative Expenses" in the Dimension values field. 8. Enter "10,000" into the Amount field. 9. Save the record and then click Update budget balances to update the budget amounts for the budget enabled dimensions. 10. Click OK to complete the update. 11. When the process is completed, click Close on the Infolog form, and then close the Budget register entry form.
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To use budget control on a purchase order and follow the reservation through to confirmation, follow these steps: 1. Open Accounts payable > Common > Purchase orders > All purchase orders. 2. Click Purchase order in the New group of the action pane, and then select vendor 1201: Topaz Electronics, and then click Yes to transfer the address. 3. Click OK to create the purchase order, and then a new line will be added to the Purchase order automatically. 4. Select the Procurement category Audio > Receivers > 2.1. 5. Enter "1000" in the Quantity field, enter "ea: each" in the Unit field, and then enter "199.95" in the Unit price field. 6. Enter the accounting distributions by clicking Financials > Distribute amounts. 7. Enter Ledger account: "606300", and then close the Accounting distributions form. 8. Click Financials > Perform budget checking. 9. An error message is received warning the user that the budget is exceeded. Close the Infolog form, and then click Financials > Budget check errors or warnings. 10. Review the errors or warnings in the Budget check errors or warnings form, and then close the form when you are finished. 11. Change the Quantity on the purchase line to 19, and then click Financials > Perform budget checking. 12. Notice the green validation check box on the left side of the purchase line grid row. Confirm the purchase order by clicking the Purchases tab on the Action pane and then click Confirm. 13. Close the Purchase order form.
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Chapter 5: Budgeting
Budget Amounts
The budget data is entered through the Budget register entry form which consists of a header and lines. The header information is applied to the whole budget register entry and the lines (account entries) are where budget amounts for specific dimension combinations are entered. NOTE: If you intend to use budget control, you should configure budget control before you enter budget amounts. Budget control must be configured for the budget amounts to be included in the budget control system. Refer to the Configuring Budget Control lesson for more information.
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Create Recurring Budget Register Entries
For some expenses, such as rent or lease, the amount that was budgeted will typically be the same amount for each period. You can replicate a budget account entry to accommodate this need. For example, you decide to create a budget account entry every month until 12/31/2010. You are performing this function on 6/22/2010. Therefore, after you apply this function, you will have budget transaction line for every month through the end of the year. To perform this action; 1. Select the budget account entry. 2. Click Enter recurrence from the budget account entry action strip. 3. Select the Interval type, Interval, and Expiration date on the Create recurrence form.
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Chapter 5: Budgeting
3. Select the line just created. 4. Click Allocate to dimensions. This opens the dialog box where you can select the budget allocation term to apply.
5. Select the Allocation term and then click Allocate. Notice that the original budget account entry is reversed and new budget account entries are created based on the definition of the budget allocation term.
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4. To apply the period allocation key to a budget account entry click Allocate across periods from the Budget register entry form. After you apply the period allocation key, a reversal is created for the budget account entry entered together with new budget account entry based on the percent allocation by month that was defined in the period allocation key.
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Chapter 5: Budgeting
Challenge Yourself!
Use the information that is provided in the scenario to create a new budget register entry, and allocate the amounts over the 12 month period by using the Sales curve period allocation key. The following table provides additional details. Field Budget model Budget code Account structure Dimension values Amount Value SUB1 Budget Account structure 140120: Car Audio Receipts 65,000.00 USD
Step by Step
To create and manage budgets, follow these steps: 1. 2. 3. 4. Open Budgeting > Common > Budget register entry. Click Budget register entry in the New group of the Action Pane. Select "SUB1" for the Budget model. Select "Budget" for the Budget code to classify the budget register entry.
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5. Save the record by clicking in the lines. 6. Click the Budget account entries tab and then click Add line. 7. Type the Date for the budget account entry that determines the period that the amount will be recorded to. 8. Select "Account structure" in the Account structure field. 9. Enter the Dimension values "140120". 10. Enter "65,000.00" in the Amount field. 11. Specify the transaction Currency as "USD". 12. Save the record by pressing Ctrl+S. 13. Click Allocate across periods. 14. Select "20: Sales curve" from the list, and then click Allocate. The system will automatically reverse the original budget account entry and create new budget account entries for each period. 15. Click Update budget balances. 16. Click OK to process the budget register entries. When the process is completed, the Infolog form will open. Click Close to exit the Infolog form. 17. Close the Budget register entry form.
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Chapter 5: Budgeting
Budget Reporting
The following new budget reports are included in the Budgeting module in Microsoft Dynamics AX 2012 for a better and transparent reporting: Actual versus budget report Budget funds available report Budget detail report
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Summary
Budgeting has provided an overview of the new budgetary control features that are introduced in Microsoft Dynamics AX 2012.The key areas of improvement are as follows: Budget Control Configuration steps Introduction of Workflow for certain types of budget register entries Budget Transaction Web Services to interface with external budgeting tools Dimensions for Budgets to determine which dimensions within the account structure(s) associated with the chart of accounts are available for budgeting.
These new features will help organizations enforce tighter budgetary control and improve their efficiency, as far as financial goals are concerned.
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Chapter 5: Budgeting
3. The main account must be included as one of the dimensions on the budget control configuration. ( ) True ( ) False 4. Which of the following business documents can have budget control enabled? (Select all that apply) ( ) Purchase requisitions ( ) Request for quotes ( ) Purchase orders ( ) Vendor invoices
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2.
3.
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Chapter 5: Budgeting
Solutions
Test Your Knowledge
1. Budget control rules can be defined for which of the following? ( ) One dimension value () Any combination of dimension values ( ) All dimension values for a specified dimension 2. Match the terms on the left with their definitions on the right side: e 1. Budget checking rules d 2. Allocation terms b 3. Period allocation keys f 4. Budget cycle time spans a 5. Budget threshold c 6. Commitment accounting a. Used to provide warning messages to user or to define limits for users to prevent them from exceeding the budget. b. Lets you define allocations by percent to specific periods. c. Enables the posting of expenses before the creation or collection of the underlying documents and before those committed funds are paid out. d. Used to define a pre-determined allocation to dimension values by percentage. e. Used to define which source documents should validate against the budget control configuration. f. Determines the length of a given budget.
3. The main account must be included as one of the dimensions on the budget control configuration. ( ) True () False 4. Which of the following business documents can have budget control enabled? (Select all that apply) () Purchase requisitions ( ) Request for quotes () Purchase orders () Vendor invoices
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Introduction
Improvements are made to the existing expense management functionality in Microsoft Dynamics AX 2012 with additional features to help companies increase employee productivity and decrease expense processing costs. The following are key areas of improvements: Improvements to the user experience in the Client and the Enterprise Portal Ability to maintain and manage receipts Automation of the expense management process with improved credit card import and dispute handling Preventive compliance and enforcement with company travel policies Support of policies that span multiple companies and operating units Ability to apply budgetary control Ability to enter cross-company expense reports Improvements to the expense management workflow Tighter integration with the Project management and accounting module Support for Value-Added Tax (VAT) recovery
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4. Select a Business purpose and Destination, and then enter a brief Travel description for the requisition. 5. In the Estimated expenses tab, click Add new expense. 6. Select the Expense category. 7. Optionally, select the Project. 8. Enter the Estimated date, Estimated amount, and Currency for the requisition. 9. Enter any additional information available into the Expense line details tab. 10. Click Save and repeat steps 5-10 for each expense. 11. If workflow is enabled for travel requisitions, click Submit. Otherwise, click Save and close.
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Procedure: Create an Expense Report
To create an expense report, follow these steps: 1. Open the Employee services webpage in your Internet browser. 2. Click the New expense report icon under the Manage Expense section. 3. Optionally, select the Travel requisition to relate a travel requisition to the new expense report. NOTE: If you do this additional fields on the expense lines must be mapped to the specific lines in the Expense Report. 4. Click Create, and the New expense report - Step 2 of 2 form will open. 5. Click Add new expense to create a new line. 6. Select the Expense category. 7. Optionally, select the Project. 8. Enter the Transaction date, Transaction amount, and Currency for the requisition. 9. Enter any additional information available into the Expense line details tab. 10. Click Save and repeat steps 5-10 for each expense. 11. Click Attach receipts to add a copy of the receipts. 12. Click Print expense report to print a copy of the expense report details. 13. If workflow is enabled for expense reports, click Submit. Otherwise, click Save and close.
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Challenge Yourself!
Use the information that is provided to create the travel requisition for the estimated amounts expected for the trip to Los Angeles, CA in two weeks: Line 1 2 3 Category Flight Hotel Meals Amount 357.00 445.00 200.00 Currency USD USD USD
Use the information that is provided to create the expense report for the trip to Los Angeles, CA that you returned from Yesterday. Line 1 2 3 Category Flight Hotel Meals Amount 424.87 467.34 189.78 Currency USD USD USD
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11. 12. 13. 14. 15. 16. 17. 18. 19. Select "Hotel" in the Expense category field. Enter the Transaction date (yesterday). Enter "467.34" into the Transaction amount field. Click Add new expense to create a new line. Select "Meals" in the Expense category field. Enter the Transaction date (yesterday). Enter "189.78" into the Transaction amount field. Click Add new expense to create a new line. Click Save and close.
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Budgetary Control
Generally, the success of a budget is limited to an organizations ability to monitor actual spending and the tools and policies that are enforced to control in the following lists: Pre-Trip o o Creation of pre-trip requisitions Approval of pre-trip requisitions
Post-Trip o o o Submission of expense report that has all the expense transactions from the trip. Approval of expense report. Posting of expense reports.
Budgets within the public sector are more than just an expected spending amount. They are enacted to law and cannot be exceeded or revised without multiple levels of approval. It is necessary for all governments to make sure they do not incur expenses that will allow overspending. A sound budgeting program for travel and expenses typically involve various tasks as part of the end-to-end process.
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From the Enterprise Portal, Nancy creates the travel requisition and fills in the required fields. Nancy creates several lines on the requisition for airline, hotel, and meal expenses, entering the estimated amounts for each. Because budget control is enabled on the lines, the system validates each line as they are entered and saved. The amounts entered for the airline and meals pass the budget check. However, the hotel amount entered exceeds the budget. Nancy receives a warning message and is still able to submit the requisition. Because approval is required, the requisition is assigned to Kevin, Nancy's manager, to review and approve or deny.
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5. Select the desired organization entity from the Available organizations node, and then click Add >>. The entity will move to the Selected organizations node. 6. Click Create policy rule in the Policy rules tab. 7. Use the Condition editor to create the rule.
8. Select an action in the Do the following field. Available options are as follows: a. Allow users to submit and approve but display a warning message b. Do not allow users to submit or approve and display a warning message c. Do not allow users to submit until they enter a justification d. Do not allow users to approve until they enter a justification e. Do not allow user to submit or approve until they enter a justification
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5. Select or verify the Employee, Credit card number, and Transaction dates, and then click Next. 6. A list of available transactions will be displayed. Select the transactions that will be disputed and then click Next. 7. Select the Dispute reason. 8. Enter the Expected amount and Expected amount currency. 9. Use the Attach document button to attach any evidence or proof for the dispute. 10. Click Next and verify the information on the Dispute summary screen. 11. Click Submit to finalize the dispute. 12. The system displays the Dispute submitted successfully page. Use the Print button to print a copy of a dispute letter, and then click Finish to exit the wizard.
Summary
The Expense management functionality in Microsoft Dynamics AX 2012 is improved significantly. The key areas of improvements are as follows: Ability to maintain and manage receipts Automation of the expense management process with improved credit card import and dispute handling Preventive compliance and enforcement with company travel policies Support of policies that span multiple companies and operating units Ability to enter cross-company expense reports Improvements to the expense management workflow
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2.
3.
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Solutions
Test Your Knowledge
1. Which of the following allow for queuing within the workflow framework? (Select all that apply) ( ) Travel Requisitions () Expense Report () VAT Recovery ( ) Policy Violations 2. Budgetary control allows for which of the following? (Select all that apply) () Enables options for preventing users from exceeding the budget. () Enables options for checking budgets at the header or line level. () Prevents users from submitting an expense report or travel requisition when the budget is exceeded. ( ) Prevents users from posting an expense report or travel requisition when the budget is exceeded. 3. Put the following steps in sequence for the expense policy procedure: Step: 4 3 2 1 : Begin the travel expense reporting process. : Create travel and expense policies. : Setup travel and expense policy parameters. : Plan how the policies should be organized.
4. Credit card dispute management provides a framework that automates the credit card transaction dispute process with the card provider. ( ) True () False
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Introduction
To make the General ledger functional, you must set up the chart of accounts, fiscal calendars, and currencies. The chart of accounts is a list of main accounts and financial dimensions that are defined by the account structures that are used by the chart. Fiscal calendars specify what time period financial data is posted in, and currency setup determines which currencies are available for business transactions. These settings have always been available in earlier versions of Microsoft Dynamics AX. However, in Microsoft Dynamics AX 2012 significant changes are made to help improve the daily procedures in the General ledger.
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Currencies Overview
In Microsoft Dynamics AX 2012, all currencies are provided by default. The currencies are loaded the first time that a user opens the General ledger parameters form. In Microsoft Dynamics AX 2012 only one currency can represent the Euro (EUR). By default, the EUR currency is selected as the Euro currency. To change the Euro currency, you must first clear the Represents the Euro currency check box on the EUR record in the Currencies form. Then, you can select the Represents the euro currency on the desired currency. Because exchange rates types are shared data across the system, they only have to be set up one time.
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2. Press CTRL+N or click New to create a new record. 3. Enter the identification of the exchange rate type in the Exchange rate type field and a description in the Name field. 4. Click the Exchange rates tab to enter exchange rates for the exchange rate type. 5. Define the necessary exchange rates between a currency pair (from and to currency). 6. Define the Exchange rate multiplier. Typically the system is based on either one unit or one hundred units. If the field is set to one hundred units, the exchange rate should specify the equivalent of one hundred units of the foreign currency. For example, if the "from" currency is U.S. dollars and the "to" currency is Euro, the exchange rate should specify how many U.S. dollars equal one hundred Euros. 7. Save the record and close the form.
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Procedure: Maintain Legal Entity Specific Data
When you run currency revaluation, exchange rate differences may occur because of a change in the exchange rates. For each legal entity you must define main accounts to appropriately account for the exchange rate loss or gain. To set up legal entity specific exchange rate loss/gain accounts, follow these steps: 1. Open General ledger > Setup > Currency > Currency revaluation accounts. 2. Select the legal entity in the Legal entities field. 3. Select a Currency and define the main accounts that will be posted to for any unrealized and realized gains/losses for the currency in that legal entity. 4. Repeat the same steps for each legal entity/currency. 5. Save the record and close the form. NOTE: This setup can also be completed from the General ledger > Setup > Ledger form if different gain/loss accounts are not required for each currency.
An example of this would be if you have a subsidiary company in Canada, and your primary company is in the United States. When you run reports, you want to see the results of the business operations in Canadian dollars (CAD). You must convert your U.S. dollars (USD) into CAD. The system uses the exchange rate that is defined on the Exchange rates form to convert the amounts for reporting.
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Scenario: Set Up Shared Fiscal Calendars
Phyllis, the Accounting Manager, wants to define calendars for different purposes and share them across different ledgers without having to create them in each legal entity.
To create a new fiscal calendar, follow these steps: 1. Open General ledger > Setup > Fiscal Calendar.
2. Click New fiscal calendar. 3. Enter fiscal calendar details such as Calendar, Description, Start date, End date, Name, Length of the period, and Unit on this form. 4. Click Create to finalize the new calendar. 5. Click New fiscal year to create a new year copying the selected years settings. NOTE: There is no Period status control on the Fiscal Calendar form. This is because, when you are sharing a calendar across multiple legal entities, all the legal entities may not be ready to be closed at the same time. Therefore, you control the period status on a per-legal entity basis, in their ledger.
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2. Select the calendar from the drop-down menu in the Fiscal Calendar field.
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3. Click Ledger calendar on the upper-left corner of the form and it will open the desired calendar. 4. Click the Periods tab. 5. Use the Period status field to set the period status. a. Open b. Closed c. On hold (this was earlier named Stopped)
Subledger Accounting
Improvements are made for previewing and updating the accounting entries in the subledger before journalizing a source document in Microsoft Dynamics AX 2012. The subledger journal entries provide the preview of the accounting entry, and the accounting distributions can be used to correct the subledger journal entry to make sure that the correct ledger accounts are being updated. Options are also now available for how the subledger journal entries will be transferred to general ledger: synchronously or asynchronously, also whether in detail or summary. When the Asynchronous or Batch transfer option is selected, source documents will not immediately transfer to General ledger. Instead, a periodic job must be initiated to transfer the amounts-in detail or summary-from the subledger to the General ledger. In Microsoft Dynamics AX 2012, the following source documents have implemented the accounting distribution and subledger journal entry functionality. Free text invoice Purchase requisition Purchase order Product receipt Vendor invoice Travel requisition Expense report
Asynchronous Processing
Asynchronous processing is useful when you are processing a large volume of source documents. It enables the processing to be scheduled and the user to return to data entry more quickly.
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Accounting Distributions
Before you post a source document, you can view the full accounting entry of the source document. This includes debits and credits. This lets you verify that the source document is being posted to the correct accounts. This view of the full accounting entry is named a subledger journal entry. You cannot edit subledger journals entries directly. To edit subledger journal entries, you must correct the accounting distributions, posting profile, or posting definition. Accounting distributions are used to define how an amount is be accounted for, such as what revenue or expense ledger account an amount will journalize to in the General ledger. The primary information on an accounting distribution is the amount on the source document line, and the ledger account for which to distribute that amount. The ledger account on the accounting distributions can be defaulted based on the following: The default main account on a posting profile or source document line. The template defined on the purchase order line. The default financial dimension values on the purchase order line.
NOTE: If financial dimension values exist on the source document header, they are copied to the source document lines by default. These values can be overridden on a line-by-line basis.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
3. Click the Invoice lines tab and select the invoice line with the subledger journal entry to view. 4. In the Accounting group, click Subledger journal to open the Subledger journal form.
Accounting Distributions
When you define how to account for an amount on a source document line, the accounting distribution may be split based on percentage, quantity, or amount. Two versions of the Accounting distributions form can be accessed from any of the supported source documents. The accounting distributions can be accessed from each source document line by selecting the Distribute amounts button. The accounting distributions can be accessed for the complete source document by selecting the View distributions button.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
6. You can create distributions in the following ways: a. To create multiple distributions with the same quantity, percent, or amount distribution, click New for each accounting distribution to create, select a ledger account for each distribution, and then click Distribute equally. b. To create distributions one at a time, on the action pane strip, click New. Select the ledger account to distribute the invoice line to and enter the quantity, percent, or amount to distribute. For example, if you selected Amount in the Distributed by field, enter an amount in the Amount field. Information will be displayed in the Quantity and Percent fields when you tab off of the record. 7. Repeat until you are finished creating distributions. 8. Close the form.
Financial Dimensions
The main purpose of financial dimension is to provide more detail about the activity in your chart of accounts. For example, you have ten departments in your organization and you must create a salary expense account for the payroll. Instead of creating ten separate payroll accounts for each department you can assign the same payroll expense account to each department. By doing this, you can keep your chart of accounts short and more manageable. The following are the main features and changes that are made to financial dimensions in Microsoft Dynamics AX 2012: The Financial dimension wizard is removed. The user can create and rename financial dimension in a form, exactly like other base data entities. It is no longer required to synchronize the database when adding a new financial dimension. Valid from and to dates on each financial dimension value. The users can mask the financial dimension. The mask is used to validate the financial dimension value.
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General ledger > Setup > Financial dimensions > Financial dimension sets
The following elements make up the shared chart of accounts. Main account templates Chart of accounts Main accounts Account structures Advanced rules Financial dimensions Financial dimension values
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Tabs
Tab Main accounts Account Structures Description View the main accounts that are included in the selected chart of accounts. Add account structures to the selected chart of accounts or remove account structures from the selected chart of accounts. You must create at least one account structure before you can enter transactions.
Buttons
Button New Automatic account type selection New from template Description Open the form, where you can create one or more account structures, also known as a chart of accounts Open the Automatic account type selection form, where you can set up the selection of the account type according to the first character that you enter. Create a new main account based on a template that is set up in the Main account templates form.
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Procedure: Create a Main Account
To create a new main account, follow these steps. 1. Click General ledger > Setup > Chart of accounts > Chart of accounts. 2. Select a chart of accounts. 3. On the Main accounts tab, click New. 4. Click New to create a new line. 5. Enter an account number in the Main account field and enter an account name. 6. Select the type of account in the Type field. Profit and loss will be displayed as the default value unless you have defined automatic selection of account type by prefix in the Automatic account type selection form. 7. Enter or select an account category, if the account type is anything other than Total. 8. Enter or select a reporting type, if the account type is Reporting. 9. Enter any available information in the additional fields. 10. In the Select the level of main account to display field, select Legal entity to enter and view legal entity specific data for the main account. 11. Use the Add legal entity and Remove legal entity buttons to select which legal entities the main account is valid for. NOTE: A message will display below the Legal entities form that displays for which legal entity you are viewing the main account. 12. Enter any legal entity specific data into the General and Setup tabs. 13. Repeat steps 11 and 12 for each legal entity that the main account should be valid for.
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2. Click New or press Ctrl + N to create a new record. 3. Click Add segment to add financial dimension to the structure from the list. 4. Click Validate to check whether you created a valid combination of financial dimensions. 5. Click Activate when the validation is completed. 6. Save the record and close the form. NOTE: This form can also be accessed from the Chart of accounts form.
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Challenge Yourself!
Use the information that is provided to create a financial dimension and assign attributes to it. 1. Ledger account 401190 - "Sales-Other". 2. Department OU_1 - "Internal Sales".
Step by Step
1. Open General ledger > Setup > Financial dimensions > Dimensions. 2. Click New. 3. Select < Custom dimension > in the Use values from field. 4. Enter "Holiday" in the Dimension name field. 5. Click the Financial dimension values button. 6. Click New to create a new value. 7. Enter "Fall" into the Dimension value field and Description field.
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Commitment Accounting
Commitment accounting is also known as Encumbrance Accounting. Commitment accounting enables the recording of a commitment in the general ledger for future or planned expenses before the creation or collection of the underlying documents, such as, invoices or purchase orders, before those committed funds are paid out. This enables the financial records to reflect the allocation of budgetary resources when they are committed instead of when the actual expenditure is recorded. This provides financial information earlier than budget to actual reports. Examples of commitments might include internal purchases or monthly utility payments. Commitment accounting records the reservation of funds for future payment obligations in the general ledger. In Commitment accounting the accounting entries are made and the appropriation is charged when a contract is started or when an order is placed for goods or services. The entries record the amount to be reserved out of the unencumbered balance that is remaining in an appropriation to honor the commitment.
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About Purchase Order Encumbrances
An encumbrance is a reservation of budget funds that are set aside to make sure that actual expenditures do not exceed the available budget. If the encumbrance process is enabled, you can create purchase order encumbrances that are recorded in the general ledger when a purchase order is confirmed. Encumbered amounts can then be spent when vendor invoices that reference a purchase order are confirmed. Encumbered amounts on a purchase order are relieved when a vendor invoice is confirmed to spend all or part of the encumbered amount. Relieved amounts are subtracted from the amount of the purchase order encumbrance. NOTE: You must use budget control in order to perform budget funds availability check and to create reservations of budget funds against the budget balances. Commitment accounting only records the commitment of funds in the form of a sub ledger journal entry and then in the general ledger. A pre-encumbrance is a request to reserve budget funds for planned expenditures. The funds arerequested, but have not yet been approved for a purchase order. If the pre-encumbrance process is enabled, you can create purchase requisitions with a pre-encumbered amount for the planned expenditure. The pre-encumbered amounts are then recorded in the general ledger. When purchase requisitions are approved, you can create purchase orders for the requested amounts. When you create and confirm a purchase order for the preencumbered amount on a purchase requisition, a purchase order encumbrance is created for that amount. The pre-encumbered amount is then automatically relieved. This avoids having a budget reservation be counted two times in the general ledger, as both a pre-encumbrance and an encumbrance.
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Posting Definitions
Posting definitions are used in addition to posting profiles to create sub ledger journal lines for originating transactions that meet selected criteria. Posting definitions contain the accounts or dimensions to generate when a posting definition is used. After you create posting definitions, you must assign them to transaction posting types. Transaction posting definitions identify which posting definitions to use with a specific posting type.
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5. Under Match criteria, click Add, and then enter the account number that must be in the originating entry. 6. Optional: If you have multiple match account numbers, in the Priority field, select a number to indicate the order the transactions should be processed. Accounts marked 1 are processed first. 7. Under Generated entries, click Add, and then enter the account number where the system will generate a ledger line when a match exists. 8. In the Generated debit/credit field, select the way to generate the debit or credit. 9. Optional: To link to an existing posting definition, select the definition on the Linked definitions tab. Linked posting definitions must be associated with the same module. This tab is visible only if the current posting definition is not linked to another posting definition. If it is already linked to another definition, the Test tab is visible. 10. Optional: To test the posting definition, click Test. A test lets you enter sample transaction data and then view the system-generated ledger lines that will result when the posting definition is used. 11. Close the form.
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Year-End Close Options
If you select this option... Process and do not carry forward budget The following closing and opening steps will occur for purchase order encumbrances. Closing steps: 1. The remaining encumbrances in the general ledger and outstanding budget reservations for encumbrances are reversed. 2. Year-end closing transactions are generated in the general ledger. Opening steps: 1. Closing transactions are reversed. 2. Encumbrances are reestablished in the general ledger. 3. Budget reservations for encumbrances are created for the purchase orders that are being processed against next year's budget. IMPORTANT: This option is available only if budget control is enabled. Closing steps: 1. The remaining encumbrances in the general ledger and outstanding budget reservations for encumbrances are reversed. 2. Year-end closing transactions are generated in the general ledger. 3. Budget adjustments are created to reduce the budget in the fiscal year that is being closed. Opening steps: 1. Closing transactions are reversed. 2. Encumbrances are reestablished in the general ledger. 3. Budget reservations for encumbrances are created for the purchase orders that are being processed and classified as carry forward encumbrances. 4. Budget adjustments are created in the new fiscal year to re-establish the budget register entries that were carried forward from the previous fiscal year and classified as carry forward budget.
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11. Verify the default values for the Opening parameters fields and make any changes. a. The default value for the Accounting date field is the first day of the opening fiscal year. b. The default value for the Period field is the first period that has a type of Operating in the opening fiscal year. This type of period is used to record accounting transactions. You can select a different period. However, it must have a type of Operating. 12. Click Process when you are ready to run the purchase order year-end process. 13. If any messages are displayed, make the necessary corrections and run the process again for the affected purchase orders.
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Summary
This modulde reviewed the new features that are included in the General ledger module of Microsoft Dynamics AX 2012. The key areas of improvement are as follows: Shared currencies across multiple legal entities. Subledger journals entries that let you preview the accounting entry on a source document before you post it. New functionality for accounting distributions on many source document. Ability to create structures of a main account and the financial dimensions assigned to it. Advanced rules that provide you additional information for a specific general ledger account. Shared fiscal calendars used by multiple legal entities.
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3. Define the steps that are required to enable a currency for conversion. Step: _____: On the General fast tab, select the Conversion check box to enable a currency for conversion. _____: Select a currency. _____: Open General Ledger > Setup > Currencies. 4. What are the Account aliases used for? ( ) To create main account in the chart of accounts. ( ) To create an account template. ( ) To create a shortcut to a complete or partial account number. ( ) To configure the accounting rule.
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2.
3.
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Solutions
Test Your Knowledge
1. Where can you change the period status? ( ) On the Fiscal calendar form when you create it. () On the Fiscal calendar form when you open it from the Ledger form. ( ) On the Fiscal year form. ( ) On the Working days calendar. 2. Categorize the following items: e 1. Account Structure a 2. Accounting Distribution c 3. Shared Chart of Accounts d 4. Accounting Currency b 5. Reporting Currency a. A process of splitting the source accounting documents b. The monetary unit of measure used to record the converted monetary value of economic transactions in ledger accounts for financial and management reporting. c. The same chart of accounts that are used by the multiple legal entities d. The usual monetary unit of measure that is used to record the converted monetary value of economic transactions in ledger accounts. e. A configuration of the main account financial dimension and other financial dimensions.
3. Define the steps that are required to enable a currency for conversion. Step: 3 : On the General fast tab, select the Conversion check box to enable a currency for conversion. 2 1 : Select a currency. : Open General Ledger > Setup > Currencies.
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4. What are the Account aliases used for? ( ) To create main account in the chart of accounts. ( ) To create an account template. () To create a shortcut to a complete or partial account number. ( ) To configure the accounting rule.
5. When do you use Financial dimension default templates? MODEL ANSWER: When there are common patterns that you use to distribute source document amounts, you can use a template.
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Introduction
The Project management and accounting module in Microsoft Dynamics AX 2012 is improved to help simplify and streamline project-related processes. In addition, many features from the Microsoft Dynamics client are extended to now be available in Enterprise Portal. Key areas of improvement include the following: Improvements to timesheets in the client and the Enterprise Portal. Additional methods for allocating revenue on fixed price projects are introduced. Budget control for projects is introduced. Users can create projects in the Enterprise Portal. Users can create and manage funding for project contracts including funding sources, funding limits, and funding rules. Ability to add beginning balances to projects that do not affect the general ledger.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Project Timesheets
Improvements are made to the process for submitting project timesheets in Microsoft Dynamics AX 2012. This includes the following: Users are now able to enter time for multiple projects. Timesheet support in Enterprise Portal includes the ability to manage favorites and to quickly create a new timesheet based on a previous timesheet or based on favorites. Instant access to hours already logged in a timesheet week from a fact box. This also helps prevent users from entering duplicate hours. Quick manual entry of timesheet lines by letting the user key in partial activity/category IDs. The system will automatically resolve to the first matching activity/category. Improved readability of the timesheets by displaying both the ID and names concatenated for project, activity and category fields. The timesheet list page lets you preview the timesheet lines without having the need to open the timesheet. The timesheet line-level approvals now use support from the workflow framework for lines to achieve consistency with other tasks. The timesheet review experience is improved by not displaying timesheet lines with zero hours. The system now automatically deletes such lines upon submission.
*Nancy is also set up as a delegate for Tricia from 7/1/2010 through 7/15/2010.
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4. Select the Date for the timesheet. 5. In the Lines tab, select an option to add a line: a. Click New line to manually add a new timesheet line. b. Click Copy from > My favorites to create lines from your favorites. c. Click Copy from > Timesheet to copy lines from a timesheet that you are asked to select from.
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6. Enter the Customer or Project and the Activity, Category, and Line property. 7. Enter the number of daily working hours into each cell. There is one column for each day in the period. 8. Click Save to update the lines on the timesheet.
When fixed rate is selected, each transaction receives a fixed sales rate based on the sales price setting. If there is a cost over/under run, the estimate would post a fee transaction to adjust to the contract value. When Adjustable internal sales rate is selected, each transaction receives a sales rate based on the sales price setting. If there is a cost over/under run, the estimate will adjust each hour, expense and item transactions based on the new profit markup rate.
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The Behavior of Revenue Recognition figure shows the behavior of how the revenue is posted and related to the various transactions types.
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Value Added Hour Rate
Using the value added hour rate means that all profits are related to the hours. For expense and item costs, production revenue equal to the cost is accrued; whereas for the hours, production revenue plus profit revenue is posted to the individual hour transactions. For example, the value added hour rate is 108.00 for all employees for the first two quarters. All employees have the same sales price. Therefore, the profitability will vary in percent, depending on the employee cost rate. A low cost rate for an employee assumes a high profitability and vice versa.
Project Budgeting
When project managers create an original project budget, especially one with a complex structure, they need a comprehensive view of the budget as it is being defined. This gives the project managers ability to do the following: See the overall budget in a summary presentation. Compare the budget that is being entered to the agreed-on funding (both internal and external). Make corrections to the budget entries before to submission.
Microsoft Dynamics AX 2012 introduces new budget control functionality for projects. This feature focuses on providing a comprehensive, and user-friendly tool to manage a projects budget over the life of the project. This feature has two primary components: Creation of the projects original budget Processing of project budget revisions
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Procedure: Set Up a Project for Budget Control
To enable budget control for a project, follow these steps 1. Open Project management and accounting > Common > Projects > All projects. 2. Select the desired project and then click Edit. 3. Click the Budget and forecast tab.
4. Select the Use budget control to enable budget control tracking for a project. 5. Select an option for Transaction types controlled: a. Revenues and Costs b. Costs only c. Revenues only
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4. Click New in the Costs, Revenues, or On-account tab to create a budget line for the related budget type. 5. Select the project or sub-project in the Project field. 6. Optionally, select an Activity the budget amount is for. 7. Select the Transaction type and select the Category. 8. Enter the Original budget amount. 9. Continue to enter each budget amount for each project and subproject. 10. If workflow is enabled for project budgets, click Submit. Otherwise, save and close the form. NOTE: Use the New revision or Edit revision button on the Project budgets form to create or modify existing budgets.
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Challenge Yourself!
Enable budget control for the Contoso Retail Los Angeles project. Make sure that only cost transactions are controlled and that overruns are not allowed. Use the information in the following table to enter budget amounts for the Contoso Retail Los Angeles project. Project 10001 10001 10001 10001 10001-1 10001-2 Amount 4000.00 6500.00 3000.00 1500.00 400.00 800.00 Transaction type Hour Expense Expense Expense Hours Hours Category Internal Flights Car rental Meals Internal Internal
Step by Step
To enable budget control for a project, follow these steps: 1. Open Project management and accounting > Common > Projects > All projects. 2. Select the "10001: Contoso Retail Los Angeles" project and then click Edit. 3. Click the Budget and forecast tab.
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4. Select the Use budget control to enable budget control tracking for a project. If transactions already exist for the project a warning message will appear and you must click Yes to activate budget control. 5. Select "Cost only" in the Transaction types controlled field. 6. You are prompted to Update subprojects. Select an All subprojects, and then click OK. 7. Select "Disallow overruns" in the Budget overrun default field. 8. You are prompted to Update subprojects. Make sure All subprojects is selected, and then click OK. To enter budget amounts for a project, follow these steps: 1. From the Projects detail form for project 10001, click Plan on the action pane and then click Budget > Project budget. 2. Click New in the Costs tab to create a budget line a. Select "10001" in the Project field. b. Select "Hour" in the Transaction type field c. Select "Internal" in the Category field. d. Enter "4000.00" in the Original budget field. 3. 4. 5. 6. Repeat step 2 for each budget line transaction in the table provided. Click Submit. Optionally enter a Comment and then click Submit. When you are finished click Close.
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To create a new project from Enterprise Portal, follow these steps: 1. Open the Enterprise Portal in your Internet browser. 2. Click Projects. 3. Click New > Project to create a new record. The Create project form will open.
Select the Project type. Enter a unique identifier for the project in the Project ID field. Enter a brief description into the Project name field. Select the project contract that the project is related to in the Project contract ID field. 8. Select the Customer account that the project is for. 9. Select the default line property to be used with the project in the Line property field. 10. Click Create to save the changes.
4. 5. 6. 7.
Project Funding
Many organizations frequently run projects that are paid for from multiple pools of money. For public sector organizations, payment could be from multiple grants or from a mix of internal and external dollars. In the commercial sector split funding can be used in large construction projects or it might be used when doing projects for a large customer that wants to split funding of the project to multiple divisions or sub-organizations.
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Funding Terminology
The following table introduces several new terms and concepts that are part of project funding. Term Funding limit Definition An amount that is imposed on all or on some part of the project. If there is a Time and Material project with a cap, it may be the revenue amount that is funded. In other cases it may be amount restrictions on how the funds are allocated to the project. This is either a customer, a grant, or an internal organization unit. A relationship entity that is a project contract specific relationship to a funder. It is a combination of a funder with an additional attribute to enable multiple revenue sources from a single funder. For example, the federal government provides multiple grants to a project for funding. A set of business logic that defines how a transaction is funded. Rules can be defined by several criteria including, project, category, or transaction types.
Funding rule
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Scenario: Using Internal and External Funds for a Project
Prakash wants to allocate costs of a project between an internal organization and an external customer because his company has agreed to share the costs of a large capital project with an external organization. Contoso has agreed to pay 60 percent of the project costs internally, and they will invoice the remaining 40 percent to the customer.
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12. Enter the Quantity for the balance 13. Enter the Cost price for the balance.The Cost amount field will be updated with the extended cost (Quantity * Cost price). 14. Enter the Sales price for the balance.The Sales amount field will be updated with the extended sales price (Quantity * Sales price). 15. Select an option for the Cost status. 16. Repeat steps 7-16 for each balance. 17. Click Close, and then click Post to finalize the balances
Summary
Although many functions in the Project management and accounting module are improved in Microsoft Dynamics AX 2012, the basis and main principle of the module remains the same. The greatest changes are in the following areas: Improvements to project timesheets Improvements to the Enterprise Portal Additional project functionality o o o o Funding Budget control Allocation methods Beginning balances
Most of the changes are based on efforts to simplify and streamline work, and to make the processes more understandable.
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3. Which of the following are valid options for budget overrun? (Select all that apply) ( ) Allow overruns ( ) Warning overruns ( ) Error overruns ( ) Disallow overruns
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4. Match the terms on the left with their definition on the right _____ 1. Funding limit _____ 2. Funding type _____ 3. Funding source _____ 4. Funding rule a. A relationship entity that is a project contract specific relationship to a funder. It is a combination of a funder with an additional attribute to enable multiple revenue sources from a single funder. b. An amount that is imposed on all or on some part of the project. If there is a Time and Material project with a cap, it may be the revenue amount that is funded. In other cases it may be amount restrictions on how the funds are allocated to the project. c. A set of business logic that defines how a transaction is funded. Rules can be defined by several criteria including, project, category, or transaction types. d. This is either a customer, a grant, or an internal organization unit.
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2.
3.
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Solutions
Test Your Knowledge
1. Which of the following options are true? (Select all that apply) ( ) All users can view all timesheets. () Each user can view all timesheets that he or she created. ( ) Project directors can view all timesheets for all employees. () Project managers can view all timesheets for users for whom they are approvers. 2. Describe the difference between a project that uses a fixed rate to recognize revenue, and project that uses an adjustable internal sales rate to recognize revenue. MODEL ANSWER: When fixed rate is selected, each transaction receives a fixed sales rate based on the sales price setting. In case of a cost over/under run, the estimate would post a fee transaction to adjust to the contract value. When adjustable internal sales rate is selected, each transaction receives a sales rate based on the sales price setting. In case of a cost over/under run, the estimate would adjust each individual Hour, Expense and Item transactions based on the new profit markup rate. 3. Which of the following are valid options for budget overrun? (Select all that apply) () Allow overruns () Warning overruns ( ) Error overruns () Disallow overruns
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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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Introduction
Microsoft Dynamics AX 2012 introduces a new feature for Case management. The new case management feature supports managing different types of cases or issues that can be leveraged in many modules. In addition, Microsoft Dynamics AX 2012 introduces Knowledge articles in the Sales and marketing module. Knowledge articles help manage the case resolution and knowledge retention of information throughout the company. This feature improves and re-engineers the encyclopedia feature that was available in earlier versions of Microsoft Dynamics AX.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Procedure: Create a Case for a Sales Order
To create a new case related to a sales order, follow these steps: 1. Open Sales and Marketing > Common > Sales orders > All sales orders. 2. Find the desired sales order. 3. Click the General tab in the action pane. 4. Click Cases > Create case in the Customers group of the Action pane. 5. Select a category from the Case category field that will default some fields from the Case category. 6. Enter a brief Description for the case. 7. Select a Priority for the case. 8. Optionally, select another case to link the current case to in the Parent case field. 9. Optionally, enter additional information under the Other cost and Case log field groups. 10. Click Create to create the case. 11. Close the Case details form.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Challenge Yourself!
Use the information that is provided in the scenario to create a case for the sales order.
Step by Step
To locate and create the case for Valley Hotel, follow these steps: 1. Open Sales and Marketing > Common > Sales orders > All sales orders. 2. Filter for Customer 2004 Valley Hotel. 3. Select sales order SO-101234. 4. Click the General tab in the Action pane. 5. Click Cases > Create case in the Customers group of the Action pane. 6. Select a category from the Case category field. 7. Enter a brief Description for the case such as "Damaged speaker enclosure". 8. Select a Priority for the case. 9. Click Create to create the case. 10. Close the Case details form.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Procedure: Create a Case in Enterprise Portal
To create and view a case from the Enterprise Portal, follow these steps: 1. Open your Internet browser, and browse to the Enterprise Portal website. 2. Open Sales > Cases > All my cases. 3. Click Case in New group of the Action pane.
4. Enter a Description for the case. 5. In the Name field select the Customer to relate the case to. 6. Optionally, select another case to link the current case to in the Parent case field. 7. Select a category from the Case category field. 8. Optionally, select a Primary owner and Department. 9. Select a Case process and Status. 10. Select a Priority. 11. Optionally enter additional information under the Details, Notes, and Administration tabs. 12. Click Save and close.
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Knowledge Articles
Much knowledge is accumulated over time in the organization, and this knowledge should be available to Customer Service Representatives while they perform their job. Easing the path of solving a specific case requires quick access to documents, links, and other information that are grouped logically. Knowledge articles let users quickly benefit from the accumulated organizational knowledge of the company while they are handling cases and employing teams of people to resolve cases.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Procedure: Create Knowledge Articles
To add a new file or link to a knowledge article group, follow these steps: 1. Open Sales and Marketing > Periodic > Knowledge articles > Knowledge articles. 2. Select the node to add a file or link to. 3. Click Knowledge article in the Action pane strip. 4. Enter a name for the article in the Knowledge article name field. 5. Select "File" or "Link" in the Type field. a. If File is selected, copy the file path to the desired file in the Document field. b. If Link is selected, copy the URL to the desired website in the Internet address field. 6. Click OK. NOTE: Optionally, you can drag-and-drop files into the appropriate folder.
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4. Click New. 5. Select the desired document or link from the Item ID field. 6. Use the Adjusted success and Adjusted attempts fields to increase or decrease the success ranking of the selected article. NOTE: The order in which knowledge articles are displayed is based on the articles relative position among other knowledge articles. The article with the highest number in the following formula will appear on the top of the list: number of successes divided by the number of attempts. 7. Click Close.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Click the General tab in the action pane. Click Case in the New group of the Action pane. Select a category from the Case category field. Enter a brief Description for the case. Select a Priority for the case. Optionally, select another case to link the current case to in the Parent case field. Optionally, enter additional information under the Other cost and Case log field groups. Click Create to create the case. Expand the Knowledge article tab. Select the desired Knowledge article and mark the Attempted check box. Click Open to view the document or website. Review the information and relay the resolution to the customer Close the document or website. Select the Success check box to indicate the information in the selected article solved the issue. Close the Case details form.
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Challenge Yourself!
Use the information that is provided in the scenario to create a case for customer 2102, Tiger Concert Hall. Use the "PreSale" case category, and the knowledge article called Waterfall Hotel Website under the Key Customer Links folder.
Step by Step
To create a new case related to a customer and use a knowledge article, follow these steps: 1. Open Sales and Marketing > Common > Customers > All customers. 2. Find customer 2102, Tiger Concert Hall. 3. Click the General tab in the action pane. 4. Click Create case > Create case. 5. Select "Sales > PreSales" from the Case category field. 6. Enter a brief Description for the case such as "Cannot apply coupon". 7. Click Create to create the case. 8. Click Change status > In process. 9. Expand the Knowledge article tab. 10. Click Add.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
11. Select the "Key customer links > Waterfall Hotel website" from the Article ID field. If the knowledge article is new for the case category, you are prompted to link the knowledge article to the case category. Click No to prevent the transfer. 12. Select the Attempted check box. 13. Select the Success check box to indicate that the information in the selected article solved the issue. The system will automatically increase the ranking for the knowledge article based on the total number of times the knowledge article is used and the total number of times the knowledge article is used successfully. 14. Click Change status > Closed. 15. Close the Case details form.
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Summary
Most of the changes that are made in Microsoft Dynamics AX 2012 for Sales and marketing are based on efforts to simplify and streamline Case management, and to make the processes more understandable. The key areas of improvement are in the following areas: Case Management Improvements to the Enterprise Portal Knowledge Articles
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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2.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Solutions
Test Your Knowledge
1. Which of the following are not valid types of case associations? (Select all that apply) () Workflow ( ) Sales orders ( ) Projects ( ) Service orders 2. Which of the following are not valid types of activities? (Select all that apply) ( ) Appointment () Project ( ) Event ( ) Task Fill in the blanks to test your knowledge of this section. 3. A relationship formed between the case and business document. Associations 4. A hierarchical structure for classifying the type of cases. Category
5. A tracking mechanism for keeping history of notes and changes that are made to a specific case. Case Log 6. An accepted time span between starting and resolving a case within. 7. Used to track appointments, tasks, actions, or events related to a case. Activity SLA
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Introduction
The Human Resources Management (HRM) module in Microsoft Dynamics AX 2012 contains features to improve integration. This enables better decision making across the organization. The primary goals of the features are as follows: Data sharing for workers Applicant management Benefits tracking Improved hire and termination process Injury and illness management Improvements to the Enterprise Portal
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
In Microsoft Dynamics AX 2009, the Employee form was used to set up employees and contractors. The Employee form is replaced with the new Worker form in Microsoft Dynamics AX 2012. A worker can be an employee or contractor. Improvements are made to help improve the processes around tasks that are related to employees and contractors.
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3. Enter the First name, Middle name, and Last Name. 4. Select the Legal entity that the worker is to be employed in. 5. In the Worker type field identify whether the worker is an employee or contractor. 6. Claire is interrupted by a telephone call and tries to save the record. Click Hire new worker to save the record, and then close the form. 7. After Claire is finished with her call, she realizes that the employee start date is incorrect. Access the employee record saved in step 6 from the Workers list page. 8. Click Edit to open the Worker details form in the edit mode. 9. Expand the Employment details tab. 10. Update the Employment start date to three weeks from today's date. 11. Close the Worker details form.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Terminations
In Microsoft Dynamics AX 2009, terminations can be performed. However, it is a manual process that requires users to access multiple forms to complete the termination. In Microsoft Dynamics AX 2012, the termination process is improved to be more streamlined, and manageable.
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Applicant Overview
Changes to the Applicant process in Microsoft Dynamics AX 2012 allow for creating the Applicant directly from the Global Address Book (GAB), or from the Applicant list page or details form. From the Applicants list page and details form, the system lets users create new GAB entries, or link to existing GAB records. In addition, users can create applications for an applicant or directly from a worker.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Procedure: Create an Applicant and Application
To create a new Applicant and Application, follow these steps: 1. Open Human resources > Common > Recruitment > Applicants. 2. Click New > Applicant to create a new record.
3. Use the drop-down box to select the person from the First name or Last name field. The global address book information will populate into the form, and create a link between the GAB and the new applicant. 4. Enter any additional information available into the Personal information, Address, and Contact information tabs. 5. Click New > Application to create a new application for the selected record. 6. Optionally, select the Recruitment project that the application is related to. 7. Enter the Date of receipt and Expire date for the application. 8. Select the Department and Job that the person is applying for. 9. Close the Application and Applicant forms.
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6. Optionally, select the Recruitment project that the application is related to. 7. Enter the Date of receipt and Expire date for the application. 8. Select the Department and Job for which the person is applying. 9. Close the Application and Applicant forms.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Some list page features are outlined in the following list: Application details - this fact box displays a list of applications that are related to the selected recruitment project. Media - this fact box displays a list of each media output with their start and end dates. Job Advertisement - this fact box displays the job advertisement information. Related information - these buttons let users add or view applications, media, developments, job advertisements, and print accommodations with the click of a button.
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Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Procedure: Create Positions
To create new positions, follow these steps: 1. Click Human resources > Common > Organization > Positions > Positions. 2. Click New > Position to create a new record. 3. Select the desired job in the Job field. 4. Enter the Activation date. 5. Click Create positions and the Position details form will open.
6. Select the Position type and enter "1" into the Full-time equivalent field. 7. Click the Organization tab. 8. Select the Department that the position is for. 9. Optionally, select the Cost center and Reports to position. 10. Click the Relationships tab. 11. Optionally, click Add to add the position to a reporting hierarchy. 12. When you are finished, close the form.
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Medical treatment
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Injury and Illness Overview
The primary goal of the Injury and illness feature is to provide a means for employers to quickly and efficiently enter and track information related to injury and illness. This includes the following: Ability to track incident details such as date, locations, type, body part, object, and summary of information Options to track costs related to the incident Ability to track treatment information Ability to follow up and report on the incident information
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4. Enter a brief Case description, and then enter the Date and time of incident. 5. Select the Injury or illness type and Body part. 6. On the General tab, enter the Date reported, and select the Person who reported the case. 7. Optionally, use the Attachments icon to attach documents related to the incident. 8. Click the Incident tab and enter the available information about the cause and nature of the incident. 9. Click the Injury or illness cost tab. 10. Click Add to create records of the costs incurred. 11. Click the Injury or illness treatment tab. 12. Click Add to create records of each treatment the person receives as part of the incident. 13. Click Injury or illness filings tab. 14. Click Add to create records of each filing made with a government agency about the incident.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Challenge Yourself!
Use the information that is provided to create an incident and enter the costs. The following table provides additional information: Field Date and time of incident Invoice date Cost type 1 Amount 1 Cost type 2 Amount 2 Treatment date Treatment type Treatment comments Value 11/26/2010 9:57 AM 12/05/2010 Doctor 375.00 U.S. Dollars (USD) Medication 49.95 USD 11/26/2010 10:30 AM Clinic 6 stitches
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Step by Step
To create and track an injury or illness, follow these steps: 1. 2. 3. 4. 5. 6. 7. Open Human resources > Common > Workers > Workers. Select "Benjamin Martin" from the list. Click Personal information > Injury or illness incidents. Click New to create a new case, and then enter a brief Case description such as "cut finger on table saw". Enter "11/26/2010 9:57 AM" into the Date and time of incident. Select "Injury" from the Injury or illness type field and then select "Hand" from the Body part field. On the General tab, enter "11/26/2010 10:16 am" in the Date reported field, and select "Andrew Argyle" in the Person who reported the case field. Click the Incident tab and enter a description for the Where incident occurred field such as "Wood shop table saw". Select the On work premises check box. Enter a description for the Cause of incident such as "failure to use safety guard". Click the Injury or illness cost tab. Click Add to create a cost record. Enter "12/05/2010" in the Date field, select "Doctor" in the Cost type field, and enter "375.00" in the Amount field. Click Add to create a cost record. Enter "12/05/2010" in the Date field, select "Medication" in the Cost type field, and enter "49.95" in the Amount field. Click the Injury or illness treatment tab. Click Add to create records of each treatment the person receives as part of the incident. Click Injury or illness filings tab. Click Add to create a record. Enter "11/26/2010 10:30 am" in the Treatment date field, select "Clinic" from the Treatment type field, and enter "6 stitches" into the Treatment comment field. Save and close the form.
8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20.
21.
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10-15
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Summary
Although many functions in the Human resource module are improved in Microsoft Dynamics AX 2012, the basis and main principle of the module remains the same. The greatest changes are in the following areas: Shared data Hiring and terminating workers Application and recruiting improvements Department and position improvements
Most of the changes are based on efforts to simplify and streamline work, and to make the processes more understandable.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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Solutions
Test Your Knowledge
1. True or False: Positions must be created before jobs can be created. ( ) True () False 2. Which of the following are examples of shared data in Microsoft Dynamics AX 2012? (Select all that apply) () Workers () Applicants ( ) Injury or Illness () Departments 3. You can only associate jobs with which of the following organization unit types? (Select all that apply) ( ) Project ( ) Matrix () Line ( ) Department Fill in the blanks to test your knowledge of this section. 4. A cut, fracture, sprain, or amputation. Injury Applicant Job
6. Used to indicate the primary duties that an employee performs. 7. A medical condition or disorder. Illness
8. Used to indicate duties that an employee performs, in addition to the primary employee duties. Role 9. A commitment to employ a person for a specific job. Position
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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Introduction
In Microsoft Dynamics AX 2012, industry support is expanded with the release of a public sector solution to support the public sector industry. Microsoft Dynamics AX 2012 provides public sector organizations with a comprehensive solution with functionality that helps them operate efficiently and improve productivity, while meeting complex regulatory, budgetary, and grant compliance requirements.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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NOTE: The following lessons only review features that are included as a part of the Public Sector industry applications. For more information about the horizontal applications or application foundation features, please refer to other What's New for Microsoft Dynamics AX 2012 courses.
Ability to process documents by billing classifications Ability to support settlements in a pooled cash setup Addition of customer reporting attributes for United States (U.S.) governmental reporting requirements
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Free Text Invoice Functionality
Billing classifications let you organize free text invoice receivables across functional areas. Classifications for property taxes, business licenses, municipal airport or marina, special assessments, and miscellaneous finance invoices are all examples of billing classifications. In addition, you can group billing codes and related charges by billing classification. You can also assign options, such as a common approach to interest, or penalty charges and payment terms, to a billing classification.
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11-5
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Budgeting Features
The Microsoft Dynamics AX 2012 Budgeting module improvements are designed to incorporate public sector budgeting requirements. The public sector industry solution is improved in several key areas to help organizations achieve better budgetary control. Apportionment budget types Provisional budgets Budget carry-forward at year end
Apportionments
Apportionments reflect a part of the original appropriation or budget, typically for a designated time period such as a quarter. They are an additional optional setup within budget control. Apportionment control requires a two-step process before budget funds can be consumed by purchase orders, invoices, and so on: 1. Posting the original budget register entry, typically an annual amount. 2. Posting an apportionment budget register entry for a subset of the original budget amount. Only after posting the apportionment can budget funds be spent, and only up to the apportionment amount. Later apportionment transactions make the remaining funds available to spend. So apportionments can provide an additional level of control on spending during the operating year.
Provisional Budgets
Provisional budgets let you create a temporary, preliminary budget that expenditures are evaluated against. For example, if the Original budget is late being approved, you can track the preliminary budget amounts as a separate budget type. When the approved budget is adopted and recorded, the provisional budget amounts are automatically reversed.
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Fund Entity
Funds are a special public sector entity that defines multiple sets of books within the same Legal Entity. It is also typically used as an account dimension, and offers the ability to require that journal entries balance by fund. Examples of funds include a general operating fund and special purpose funds such as capital improvements funds, grant funds, trust funds, and so on.
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What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Advanced Ledger Entities
Advanced ledger entries are used to modify expense transactions that were recorded incorrectly. When the expenditures are reclassified, the fund equity adjustments must be made by using general ledger posting definitions. On the Advanced ledger entry form, you can preview the ledger entries before they are posted to the ledger. You can identify project information, configure workflows, and perform budget checks for each line item. By using the Advanced ledger entry web service, you can manage advanced ledger entries with a third-party application.
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DUNS+4 Entry
A new DUNS number field and a +4 DUNS segment field is added in the Vendor bank accounts form. DUNS numbers are widely recognized identification numbers for businesses' physical locations and bank data.
Purchase Agreements
Purchase agreements are improved in several areas: Based on purchase agreement classification, selected new data groups and sub-tables may be enabled on the purchase agreement. This includes Subcontractors, Certifications, and Activities Ability to process an invoice directly against a purchase agreement without first requiring creation of a release purchase order.
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11-9
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
11-10
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Both the Finance Director and Chief Financial Officer role centers are available to public sector organizations.
A billing classification dimension is also available in the Public Sector Accounts Receivable cube.
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11-11
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
Summary
Microsoft Dynamics AX 2012 provides public sector organizations with a comprehensive solution, providing streamlined end-to-end integrated public sector scenarios. Modules in the public sector industry solution are highly integrated to increase productivity. In addition to the features that are available in any installation of Microsoft Dynamics AX 2012 that are especially interesting to the public sector, such as budgetary control, distributions, commitment accounting, posting definitions, project budgeting, grant accounting, advanced funding, audit workbench, and vendor portal invoicing, the following features help make the Public Sector installation comprehensive: Accounts receivables Free text invoice improvements to add billing code and billing classification functionality. Other document improvements to use billing classifications. Settlement priority improvements and customer reporting attributes. Budget Apportionment support, provisional budget support, and budget carry-forward at year-end. General Ledger General ledger year-end public sector processing, purchase order encumbrance transferring across fiscal years, advanced ledger entry support, and customizable reporting hierarchies. Procurement and Sourcing and Accounts Payable Support for designating invoice amounts to specific vendor bank accounts. DUNS number improvements, 1099 United States improvements, and unplanned vendor purchase improvements. Reports Report support for Accounts Receivable billing classifications, new reports that list budget balances and transactions for the financial dimension that you select, and a payment approval report with a signature page. Role centers General ledger role centers and an Accounts Receivable role center that contain a layout specifically for the public sector. A new Finance Director role center.
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11-13
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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11-14
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Solutions
Test Your Knowledge
1. Which of the following is not a feature for free text invoices? ( ) Ability to sort free text invoices by billing classifications () Assign attributes to billing codes used for free text invoices to achieve better analytics ( ) Ability to enter non-inventory-related charges ( ) Create billing codes with default values for free text invoice lines 2. Which of the following 1099 tax statements are supported in Microsoft Dynamics AX 2012? (Select all that apply) () 1099-G ( ) 1099-K () 1099-S ( ) 1099-Z 3. Categorize the following items: a 1. General Ledger Role Centers c 2. Finance Director Role Center b 3. Accounts Receivable Role Center a. Has only two new web parts that can be added b. Includes unsettled customer amounts, unposted interest notes, and receivables by billing classification. c. Includes an expenditure chart and an equity chart.
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11-15
What's New - Application in Microsoft Dynamics AX 2012 for Finance, PA, Case Mgmt., HRM and Public Sector
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