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80440AE: Trade in Microsoft Dynamics NAV 2013
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.
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