80440AE: Trade in Microsoft Dynamics NAV 2013

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80440AE: Trade in Microsoft Dynam­ics NAV 2013

Course Intro­duc­tion
Hel­lo, and wel­come to the Trade in Microsoft Dynam­ics NAV 2013 course. Before we will have a look at the top­ics of this course, let me first intro­duce myself. My name is Koen Stox, and I’m a Microsoft cer­ti­fied train­er and co-own­er of Plataan, which is a learn­ing part­ner based in Bel­gi­um. I star­ted to work with in the late ‘90s, first as a con­sult­ant. And after a couple of years, I star­ted to deliv­er train­ing. So let’s now have a look at the course top­ics. We will cov­er everything that you need to know to set up and use the trade applic­a­tion area in Microsoft Dynam­ics NAV 2013. The top­ics will have a close rela­tion­ship with cus­tom­ers and vendors. Let’s have an over­view. So the first two mod­ules that we will cov­er are on sales order man­age­ment. So we will start with look­ing at how to set up the sales order man­age­ment applic­a­tion area, and then we will have a look at how we can set up and use sales prices and dis­counts. Next, we will have a look at cus­tom­er ser­vice fea­tures, such as the non­stock items, item sub­sti­tu­tions, and so on. Then we will do the same for pur­chase order man­age­ment, as we already did for sales order man­age­ment in the first mod­ule. So we will have a look at how we can set up the pur­chase order man­age­ment applic­a­tion area, and also we will have a look at how we can use pur­chase prices and dis­counts. Then I will explain to you how we can use requis­i­tion man­age­ment, and we will also look at item charges. In the next mod­ule, we will see how to set up order prom­ising, and then we will cov­er returns man­age­ment. In the fol­low­ing mod­ule, we will have a look at assembly man­age­ment that we can use in order to set up assembly items and use assembly orders. And then finally, we will have a look at ana­lys­is in the report­ing and Microsoft Dynam­ics NAV 2013 and the spe­cific­ally the ana­lys­is and report­ing in the sales and pur­chase applic­a­tion area. Let’s now go to the first mod­ule, where we will have a look at how to set up sales order man­age­ment in Microsoft Dynam­ics NAV 2013.
Mod­ule Over­view
Hi, and wel­come to this mod­ule on sales order man­age­ment in Microsoft Dynam­ics NAV 2013. For com­pan­ies to sur­vive, they must keep cus­tom­ers sat­is­fied and, there­fore, a quick and accur­ate respon­se to inquir­ies such as the price of a pro­duct or the expec­ted deliv­ery date of a ship­ment is import­ant to the sales pro­cess. Hand­ling spe­cial cus­tom­er requests for ship arrange­ments and invoicing pref­er­ences also con­trib­utes to good rela­tion­ships with cus­tom­ers. Users should be able to per­form par­tial ship­ments, drop ship­ments, receive orders before they are invoiced, and com­bine sev­er­al ship­ments to one order. Microsoft Dynam­ics addresses all these order man­age­ment needs through the fol­low­ing fea­tures. There is full vis­ib­il­ity of all pri­cing, avail­ab­il­ity and deliv­ery inform­a­tion. There’s smooth trans­itions from sales quotes and blanket sales orders to sales orders. We have a robust invent­ory reser­va­tion sys­tem and flex­ible pre­pay­ment, ship­ping and invoicing options, includ­ing drop ship­ments. There is the auto­mat­ic regis­tra­tion of all trans­ac­tion inform­a­tion with high levels of data integ­ra­tion between sales and the sup­ply chain. Let’s now go to the first les­son, where we will have a look at how to set up the sales order man­age­ment applic­a­tion area.
Set Up Sales Order Man­age­ment
In this les­son, I will describe the setup options for sales order man­age­ment. We will focus on the phys­ic­al aspects of the sales trans­ac­tions instead of the fin­an­cial aspects. Setup options that sup­port addi­tion­al sales prac­tices and tasks; for example, sales and invoice dis­counts and return man­age­ment, are dis­cussed in sep­ar­ate mod­ules in this train­ing mater­i­al. Let’s go to the applic­a­tion to have a look at the setup of the sales order man­age­ment applic­a­tion area. So let’s start with the sales and receiv­ables setup. I will go to Depart­ment, Applic­a­tion setup. And then under Fin­ance, we can go to the sales and receiv­ables setup. Now, here we have a num­ber of setup options that NAV will use in the sales order man­age­ment area such as dis­count post­ing. So dis­count post­ing is used, for example, to spe­cify wheth­er dis­counts should be pos­ted on sep­ar­ate accounts, yes or no. So in this case, our demo com­pany selec­ted all dis­counts, which means that all dis­counts, so the invoice and the line dis­counts, are pos­ted on sep­ar­ate accounts. In the next mod­ule, we will cov­er dis­counts in detail. Then we can also enable cred­it warn­ings. First cred­it warn­ing that we can use is the cred­it lim­it warn­ing, which is used based on the cred­it lim­it spe­cified on the cus­tom­er card, and there’s the over­due bal­ance warn­ing, which is based on the bal­ance, the over­due bal­ance of a cus­tom­er. So we can enable these warn­ings sep­ar­ately. We can enable them both, or we can spe­cify that we don’t want to have cred­it warn­ings. Another warn­ing that we can enable is a stock card warn­ing. So if we don’t have enough invent­ory to ful­fill an order, we will get a warn­ing from NAV. Then there’s ship­ment on invoice and return receipt on cred­it memo, which basic­ally means that when we, for example, post dir­ectly in an invoice that we will also have a pos­ted ship­ment. We can enable invoice round­ing and, if we want to use an extern­al doc­u­ment num­ber when post­ing a sales invoice, we can spe­cify this with this field. Then we can set up the applic­a­tion between cur­ren­cies if we choose all. We will have the most flex­ible option to apply between dif­fer­ent cur­ren­cies. We can also choose where our com­pany logo should be posi­tioned on doc­u­ments, and we can also use a default post­ing date and default quant­ity to ship, which I will explain in sales order man­age­ment when we cov­er the sales orders. Then there are a num­ber of copy com­ments fields that we can use to copy com­ments from one doc­u­ment to another. So, for example, if we go from a blanket order to an order and if we have entered com­ments on the blanket order, they will be copied to the order. Then there’s allow VAT dif­fer­ence, there’s cal­cu­late invoice dis­count and invoice dis­count per VAT iden­ti­fi­er. We can enable an exact cost revers­ing man­dat­ory, and there’s check pre­pay­ment when post­ing and the option to archive quotes and orders. So most of these options I will explain in detail when we dis­cuss the func­tions that are using these setup options. In the last mod­ule of this train­ing, we will have a look at the report­ing and ana­lys­is, and there we can use a cus­tom­er group dimen­sion and a sales­per­son dimen­sion. Then there’s also the num­ber­ing Fast­Tab. So everything we can use in sales order man­age­ment, by this I mean cus­tom­ers, quotes, orders and all the oth­er doc­u­ments, they have num­ber series that we can assign here. So all the num­ber series that we use in sales order man­age­ment are assigned here so that we have an auto­mat­ic num­ber­ing, obvi­ously. And finally, there’s the Fast­Tab back­ground post­ing that we can use for auto­mat­ic post­ing in the back­ground based on the job queue. So that’s the first thing that we need to set up when we want to use sales order man­age­ment. Let’s now go and check cus­tom­ers. So, if I go to cus­tom­ers, so I can go there by going to my role center and then cus­tom­ers, I will open a cus­tom­er card, there you go, and we will focus here on the ship­ping field of the cus­tom­er card. So if I go to the ship­ping Fast­Tab, you can see a num­ber of fields that we can use. So we can assign a loc­a­tion code to a cus­tom­er. So a loc­a­tion is ware­house, and this basic­ally means that we will ship from the blue ware­house to this cus­tom­er, and we can also enable com­bine ship­ments for the cus­tom­er, which means that we can invoice mul­tiple ship­ments in one invoice. In one of the fol­low­ing les­sons, we will talk about reser­va­tion, and here you can see wheth­er it is allowed to do par­tial ship­pings to this cus­tom­er. Then there’s a ship­ment meth­od, which is based on the agree­ments that we have with the cus­tom­er for ship­ping items. And if we use ship­ping agents with a ser­vice code, we can spe­cify this here in these two fields. So, for example, here we’re using DHL with an overnight ser­vice code, which has a ship­ping time of one day. So these are fields that we also will look at in the mod­ule order prom­ising, togeth­er with the base cal­en­dar code, which so far is not spe­cified for this cus­tom­er. So when we set up cus­tom­ers, it could be pos­sible that the cus­tom­er has dif­fer­ent loc­a­tions. So just as we can have dif­fer­ent ware­houses, the cus­tom­er can also have dif­fer­ent ware­houses. If that would be the case, we can cre­ate dif­fer­ent ship-to loc­a­tions for a cus­tom­er. So if I go to, let’s see .…. There we are. So if I go to the home and the cus­tom­er group, there you can see the ship-to addresses. So if I click here, so here you can see that this cus­tom­er has got two dif­fer­ent loc­a­tions. So they’ve got a loc­a­tion in Dud­ley and in Birm­ing­ham. So basic­ally, the cus­tom­er can request to ship, for example, items in one of these two loc­a­tions. So if that would be the case, you can set up dif­fer­ent ship-to addresses for a cus­tom­er. And if I show you the card, you can see that for each ship-to address, we can enter inform­a­tion such as the address of the cus­tom­er loc­a­tion, but also inform­a­tion such as the ware­house, the ship­ment meth­od code, the agent code, and so on. So if we want to use cus­tom­ers in sales trans­ac­tions, we also need post­ing groups. So we will not cov­er post­ing groups in detail, because that’s some­thing which is covered in the applic­a­tion setup course, but just to have a gen­er­al over­view, let me show you the cus­tom­er post­ing group. So here we go. And if I go to cus­tom­er post­ing groups, there you go, so here you can see the dif­fer­ent post­ing groups with the attached accounts to post receiv­ables, to post dis­counts, and so on. So that’s obvi­ously also some­thing that we need in order to work with the cus­tom­ers and sales orders. And then finally, we have salespeople. If I go to the search func­tion, and if I enter sales, there you go. Salespeople. So here we can enter salespeople. So when we are selling to cus­tom­ers, the sale in most of the cases is done by salespeople and we can include salespeople on sales order head­ers, for example. So if we want to do this, we will have to set up salespeople, of course, and let me double click, for example, on a net. So here you can set up salespeople and also pur­chasers if you want by enter­ing a code, a name, and inform­a­tion such as a job title, the com­mis­sion per­cent­age, phone num­ber, email and so on. On the invoicing Fast­Tab, we could enter, if we want, one of the two or both glob­al dimen­sions. So this is setup that we need to do in order to use sales order man­age­ment in NAV. And once the setup is done, we can start using sales trans­ac­tions, which is what we will have a look at in the next les­son.
Demo: Review Sales and Receiv­ables Setup