Contents

Welcome to Dynamics NAV

Getting Started
Minimum Requirements
Frequently Asked Questions
Overview of Business Functionality
Troubleshooting Self-Service Sign-Up
Importing Business Data from Other Finance Systems
Getting Dynamics NAV on Your Mobile Device
Synchronize with Contacts in Microsoft Outlook
Using Dynamics NAV as Your Business Inbox in Outlook
Using Dynamics NAV Without Outlook
Enabling Your Business Data for Power BI
Using Dynamics NAV as a Power BI Data Source
Customizing Dynamics NAV Using Extensions
Tips and Tricks
Working with Dynamics NAV
Using Search for Page or Report
Changing Basic Settings
How to: Change the Role Center
Customizing Dynamics NAV
Letting Dynamics NAV Suggest Values
Printing a Report
Language and Locale
Languages of the Docs
Accessibility and Keyboard Shortcuts
Setting Up Dynamics NAV
Setup and Administration
Logging Changes
Users, Profiles, and Role Centers
 How to: Manage Users and Permissions
Using Job Queues to Schedule Tasks
How to: Publish a Web Service
Classifying Data Sensitivity
Responding to Requests About Personal Data
Setting Up Finance
Defining Payment Methods
Setting Up Posting Groups
How to: Work with Payment Tolerances and Payment Discount Tolerances
How to: Open a New Fiscal Year
Setting Up Value-Added Tax
How to: Update Currency Exchange Rates
Setting Up the Chart of Accounts
Setting Up Cash Flow Analysis
How to: Set Up Cash Customers
How to: Set Up Intrastat Reporting
How to: Set Up Multiple Interest Rates
Setting Up Banking
How to: Set Up Bank Accounts
How to: Set Up the Bank Data Conversion Service
Setting Up Sales
How to: Register New Customers
How to: Enable Customer Payments Through Payment Services
How to: Record Special Sales Prices and Discounts
How to: Set Up Salespeople
How to: Set Up Document Sending Profiles
How to: Send Documents by Email
How to: Set Up Shipping Agents
Setting Up Purchasing
How to: Register New Vendors
How to: Record Special Purchase Prices and Discounts
How to: Prioritize Vendors
 How to: Set Up Purchasers
Setting Up Inventory
How to: Set Up General Inventory Information
How to: Work with Responsibility Centers
How to: Set Up Locations
How to: Register New Items
How to: Set Up Stockkeeping Units
How to: Categorize Items
Setting Up Project Management
How to: Set Up Resources
How to: Set Up Time Sheets
How to: Set Up Jobs
Setting Up Fixed Assets
How to: Set Up General Fixed Assets Information
How to: Set Up Fixed Asset Depreciation
How to: Set Up Fixed Asset Insurance
How to: Set Up Fixed Asset Maintenance
Setting Up Warehouse Management
Design Details: Warehouse Overview
How to: Set Up Bin Types
How to: Create Bins
How to: Create Bin Contents
How to: Set Up Put-away Templates
How to: Set Up Warehouse Employees
How to: Set Up Locations to Use Bins
How to: Convert Existing Locations to Warehouse Locations
How to: Set Up Basic Warehouses with Operations Areas
How to: Set Up Items and Locations for Directed Put-away and Pick
How to: Count, Adjust, or Reclassify Inventory
How to: Enable Automatic Breaking Bulk with Directed Put-away and Pick
How to: Enable Picking by FEFO
How to: Enable Automated Data Capture Systems (ADCS)
 How to: Restructure Warehouses
Setting Up Manufacturing
How to: Create Work Center Calendars
How to: Set Up Work Centers and Machine Centers
How to: Create Routings
How to: Create Production BOMs
Enable Flushing of Components According to Operation Output
How to: Work With Manufacturing Batch Units of Measure
How to: Work With Production Families
How to: Set Up Standard Routing Lines
How to: Subcontract Manufacturing
Setting Up Service Management
How to: Set Up Standard Service Codes
How to: Configure Service Processes
How to: Set Up Fault Reporting
How to: Set Up Service Offerings
How to: Set Up Troubleshooting
How to: Set Up Resource Allocation
How to: Set Up Pricing and Additional Costs for Services
How to: Set Up Service Items and Service Item Components
How to: Set Up Work Hours and Service Hours
How to: Set Up Statuses for Service Orders and Repairs
How to: Set Up a Loaner Program
How to: Set Up Service Contracts
Depreciation Methods
How to: Set up Email
How to: Create Number Series
How to: Set Up Extended Item Text
How to: Set Up Base Calendars
Setting Up Complex Application Areas Using Best Practices
Setup Best Practices: Supply Planning
Setup Best Practices: Costing Methods
Finance
Managing Receivables
Applying Payments Automatically and Reconcile Bank Accounts
How to: Reconcile Customer Payments Manually From a List of Unpaid Sales
Documents
How to: How to: Apply Customer Payments Manually
How to: Collect Outstanding Balances
How to: Use Item Charges to Account for Additional Trade Costs
How to: Work with Payment Tolerances and Payment Discount Tolerances
Managing Payables
Making Payments
Applying Payments Automatically and Reconciling Bank Accounts
How to: How to: Reconcile Vendor Payments Manually
How to: Use Item Charges to Account for Additional Trade Costs
Invoicing Prepayments
How to: Set Up Prepayments
How to: Create Prepayment Invoices
How to: Correct Prepayments
Managing Bank Accounts
Applying Payments Automatically and Reconcile Bank Accounts
How to: Reconcile Bank Accounts Separately
How to: Transfer Bank Funds
Managing Intercompany Transactions
How to: Set Up Intercompany
How to: Work with Intercompany Documents and Journals
How to: Manage the Intercompany Inbox and Outbox
Accounting for Costs
Terminology in Cost Accounting
About Cost Accounting
Setting Up Cost Accounting
Transferring and Posting Cost Entries
Defining and Allocating Costs
Creating Cost Budgets
Managing Inventory Costs
About Inventory Costing
Setting Up Inventory Valuation and Costing
How to: Revalue Inventory
How to: Adjust Item Costs
How to: Handle Inventory and Manufacturing Costs
How to: Update Standard Costs
Reporting Costs and Reconciling with the General Ledger
Design Details: Inventory Costing
Understanding the General Ledger and the COA
Working with Dimensions
How to: Create Budgets
How to: Post Transactions Directly to the General Ledger
How to: Reverse Postings
How to: Allocate Costs and Income
How to: Use Item Charges to Account for Additional Trade Costs
How to: Record and Reimburse Employees' Expenses
How to: Defer Revenues and Expenses
How to: Import Payroll Transactions
How to: Report VAT to Tax Authorities
How to: Work with VAT on Sales and Purchases
How to: Convert Service Contracts that Include VAT Amounts
How To: Work with the Consolidated Trial Balance Report
Analyzing Financial Statements in Excel
Analyzing Cash Flows in Your Company
How to: Print Remittance Advice
Closing Years and Periods
How to: Specify Posting Periods
Closing Periods
How to: Update Currency Exchange Rates
How to: Allocate Costs and Income
Preparing Pre-Closing Reports
 Closing Books
Preparing Closing Statements
Business Intelligence
How to: Analyze Actual Amounts Versus Budgeted Amounts
How to: Work with Account Schedules
How to: Set Up and Publish KPI Web Services Based on Account Schedules
How to: Analyze Data by Dimensions
How to: Create Analysis Reports
How to: Create Reports with XBRL
Sales
How to: Make Offers
How to: Invoice Sales
How to: Sell Products
How to: Create Recurring Sales and Purchase Lines
How to: Make Drop Shipments
How to: Create Special Orders
How to: Correct or Cancel Unpaid Sales Invoices
How to: Process Sales Returns or Cancellations
How to: Work with Blanket Sales Orders
How to: Combine Shipments on a Single Invoice
How to: Calculate Order Promising Dates
How to: Track Packages
Purchasing
How to: Record Purchases
How to: Request Quotes
How to: Purchase Items for a Sale
How to: Correct or Cancel Unpaid Purchase Invoices
How to: Combine Receipts on a Single Invoice
How to: Process Purchase Returns or Cancellations
Date Calculation for Purchases
Inventory
How to: Register New Items
 How to: Work with Bills of Material
How to: Categorize Items
How to: Work with Item Attributes
How to: Work with Nonstock Items
How to: Count, Adjust, and Reclassify Inventory
How to: View the Availability of Items
How to: Transfer Inventory Between Locations
How to: Reserve Items
How to: Work with Serial and Lot Numbers
How to: Work with Responsibility Centers
Project Management
How to: Create Jobs
How to: Use Resources for Jobs
How to: Use Time Sheets for Jobs
How to: Manage Job Budgets
How to: Record Usage for Jobs
How to: Manage Job Supplies
Understanding WIP Methods
How to: Monitor Job Progress and Performance
How to: Invoice Jobs
Fixed Assets
How to: Acquire Fixed Assets
How to: Maintain Fixed Assets
How to: Insure Fixed Assets
How to: Transfer, Split, or Combine Fixed Assets
How to: Revalue Fixed Assets
How to: Depreciate or Amortize Fixed Assets
How to: Dispose of or Retire Fixed Assets
How to: Manage Budgets for Fixed Assets
Relationship Management
Setting Up Relationship Management
Managing Contacts
 Managing Segments
Recording Interactions
Managing Sales Opportunities
Managing Customers and Sales Created in Dynamics 365 for Sales
Human Resources
How to: Register Employees
How to: Manage Employee Absence
Planning
About Planning Functionality
How to: Subcontract Manufacturing
Planning With or Without Locations
How to: Create a Forecast
How to: Create Production Orders from Sales Orders
How to: Plan Project Orders
How to: Plan for New Demand Order by Order
How to: Run Full Planning, MPS or MRP
How to: Replan or Refresh Production Orders Directly
How to: Track Relations Between Demand and Supply
How to: Modify Planning Suggestions in a Graphical View
Assembly Management
Understanding Assemble to Order and Assemble to Stock
How to: Quote an Assemble-to-Order Sale
How to: Assemble Items
How to: Sell Items Assembled to Order
How to: Sell Inventory Items in Assemble-to-Order Flows
How to: Sell Assemble-to-Order Items and Inventory Items Together
How to: Undo Assembly Posting
How to: Work with Bills of Material
Design Details: Assembly Order Posting
Manufacturing
About Production Orders
How to: Create Production Orders
 How to: Subcontract Manufacturing
How to: Post Consumption and Output for One Released Production Order Line
How to: Batch Post Consumption
How to: Batch Post Output and Run Times
How to: Post Scrap
How to: View the Load in Work and Machine Centers
How to: Post Capacities
About Finished Production Order Costs
Warehouse Management
How to: Receive Items
How to: Cross-Dock Items
Putting Items Away
Moving Items
Picking Items
How to: Ship Items
Service Management
Planning Service
Fulfilling Service Contracts
Delivering Service
General Business Functionality
How to: Set Up Extended Item Text
Working with General Journals
How to: Archive Documents
How to: Track Document Lines
How to: Send Documents by Email
Working with Reports
Managing Report and Document Layouts
Customizing Dynamics NAV Using Extensions
Incoming Documents
How to: Set Up Incoming Documents
Processing Incoming Documents
Workflow
 Setting Up Workflows
Using Workflows
Exchanging Data Electronically
About the Data Exchange Framework
Setting Up Data Exchange
Exchanging Data
Business Process Walkthroughs
Walkthrough: Conducting a Sales Campaign
Walkthrough: Setting Up and Invoicing Sales Prepayments
Walkthrough: Setting Up and Using a Purchase Approval Workflow
Walkthrough: Receiving and Putting Away in Basic Warehouse Configurations
Walkthrough: Receiving and Putting Away in Advanced Warehouse Configurations
configurations
Walkthrough: Walkthrough: Planning Supplies Manually
Walkthrough: Walkthrough: Planning Supplies Automatically
Walkthrough: Selling, Assembling, and Shipping Kits
Walkthrough: Walkthrough: Managing Projects with Jobs
Walkthrough: Walkthrough: Calculating Work in Process for a Job
Walkthrough: Picking and Shipping in Basic Warehouse Configurations
Walkthrough: Tracing Serial/Lot Numbers
Design Details
Design Details: Dimension Set Entries
Design Details: Supply Planning
Design Details: Inventory Costing
Design Details: Warehouse Management
Design Details: Item Tracking
Design Details: General Journal Post Line
Local Functionality
Australia
Austria
Belgium
Canada
Denmark
Finland
France
Germany
Iceland
Italy
Mexico
Netherlands
New Zealand
Norway
Russia
Spain
Sweden
Switzerland
United Kingdom
United States
 Welcome to Microsoft Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV is a business management solution for small and mid-sized organizations that automates and
streamlines business processes and helps you manage your business. Highly adaptable and rich with features,
Dynamics NAV enables companies to manage their business, including finance, manufacturing, sales, shipping,
project management, services, and more. Companies can easily add functionality that is relevant to the region
of operation, and that is customized to support even highly specialized industries.
Dynamics NAV is fast to implement, easy to configure, and simplicity guides innovations in product design,
development, implementation, and usability. In this section, you can find information about using Dynamics
NAV in your company. And if you are a partner or customer looking at extending the functionality, you will find
relevant links under Development and Administration.

Business Processes - Getting Started

- Working with Dynamics NAV
- Setting up Dynamics NAV
- Business Functionality
- Business Process Walkthroughs

Development and Administration - Getting Started

- Deployment
- Development in C/AL
- Development in AL
- Administration
- Upgrade
- Windows PowerShell Cmdlets

Community Resources - Microsoft Dynamics NAV Team Blog

- Microsoft Dynamics NAV Forum
- Microsoft Dynamics PartnerSource (requires PartnerSource
account)
- Microsoft Partner Network (requires Microsoft Partner
Network membership account)

Previous Versions
If you are looking for online content for Microsoft Dynamics NAV 2016 and earlier versions of Dynamics NAV,
this is available in the Previous Versions section of the Docs site.
Direct links:
Microsoft Dynamics NAV 2016
Microsoft Dynamics NAV 2015
Microsoft Dynamics NAV 2013 R2
Microsoft Dynamics NAV 2013
Microsoft Dynamics NAV 2009 R2
Microsoft Dynamics NAV 2009

See Also
Working with Dynamics NAV
Setting Up Dynamics NAV
Finance
Customizing Dynamics NAV Using Extensions
Using Dynamics NAV as my Business Inbox in Outlook
Getting Dynamics NAV on Your Mobile Device
Dynamics 365 documentation
roadmap.dynamics.com
 Get Started with Microsoft Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV is a business management solution for small and mid-sized organizations that automates and
streamlines business processes and helps you manage your business. The demonstration company contains
sample data, but you can create your own sales documents, for example, or set up a bank account.

Get to know Dynamics NAV

In Dynamics NAV, some things will be familiar to you, and other things might be unfamiliar.
For some quick, nice-to-know tricks, see:
Find things
Searching, Filtering, and Sorting Lists
Entering Data
For more information, see Working with Dynamics NAV.
When you're ready to do some heavier lifting, and want to look at some of the business processes that Dynamics
NAV supports, see Overview of Business Functionality.

The Home pages

Home pages use a role-centric design to give you fast access to the business process and intelligence tools that
you need to do your job. For example, an accountant can monitor payments and approvals, and view finance
performance charts. Check out the various Home pages by choosing the Settings icon in the top right corner,
choosing My Settings, and then the Role Center to explore. Sign in again to apply the change. For more
information, see Changing the Role Center.
Each Home page provides a Setup and Extensions button. Here you have access to a list of assisted setup that
can help you get started by setting selected areas up quickly. If an area is not covered by an assisted setup, choose
the Manual Setup action to access setup windows where you can fill in setup fields for all areas manually. For
more information, see also Setting Up Dynamics NAV.

See Also
Working with Dynamics NAV
Setting Up Dynamics NAV
Finance
Customizing Dynamics NAV Using Extensions
Using Dynamics NAV as my Business Inbox in Outlook
Getting Dynamics NAV on Your Mobile Device
Changing the Role Center
 Minimum Requirements for Using Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

Before you access Dynamics NAV, we recommend that you verify that your computer or mobile device meets or
exceeds the minimum system requirements for the product. This article lists the requirements.

Browsers
Chrome for Windows and Firefox for Windows: Dynamics NAV is designed to work with the current version of
these desktop browsers.
Safari: Dynamics NAV is designed to work with the current version of Safari on OSX.
Microsoft Edge: Dynamics NAV is designed to work with the current version of Microsoft Edge.
Internet Explorer: Dynamics NAV is designed to work with Internet Explorer 11 (build 11.0.9600.17239) for
Windows 10 and for Windows 8.1 (32-bit and 64-bit versions). We recommend that you upgrade to the latest
version of Internet Explorer supported for your version of Windows.

Mobile devices
Windows: Dynamics NAV for Windows can be installed on devices with at least 1GB of RAM and Windows 10
Phone, Home, Pro, Enterprise, or Education (32-bit and 64-bit editions).
iOS: Dynamics NAV for iPad and iPhone requires iOS 9.0 or later.
Android: Dynamics NAV for Android tablet and Android phone can be installed on devices with at least 1GB of
RAM and Android 5.0 or higher.
Device size: Dynamics NAV is supported on smartphones with a minimum screen size of 4” and tablets with a
minimum screen size of 7”.

Outlook
Outlook applications: To use Dynamics NAV as your business inbox in Outlook, you will need Outlook 2013 or
later, Outlook Web App, OWA for iPhone, OWA for iPad, or OWA for Android.
Browsers: When using Dynamics NAV as your business inbox in the Outlook Web App (OWA), the add-in requires
that your computer is running one of the listed supported browsers that are listed earlier in this article.
Platforms: When using the Dynamics NAV Outlook Add-In in OWA for iPhone, OWA for iPad, and OWA for
Android, the add-in requires that your mobile device is running one of the listed supported mobile devices for
Dynamics NAV.

See Also
Welcome to Microsoft Dynamics NAV
 Frequently Asked Questions
4/16/2018 • 2 minutes to read • Edit Online

This section contains answers to frequently asked questions about signing up for and using Microsoft Dynamics
NAV.

What email address can I use with Dynamics NAV?

Dynamics NAV requires that you use a work, or school, email address to sign up. Dynamics NAV does not support
email addresses provided by consumer email services or telecommunication providers. This includes outlook.com,
hotmail.com, gmail.com, and others.
If you try to sign up with a personal email address, you will get a message indicating to use a work or school email
address. For more information, see Troubleshooting Self-Service Sign-Up.

Do I have to buy Office 365?

No. But if you want to experience Dynamics NAV as fully integrated with Office 365, you can sign up for a 1-month
free trial of Office 365 here.

What is the integration with Office 365 about?

Dynamics NAV is fully integrated with Office 365 so that you can navigate freely between Office 365 apps and
Dynamics NAV using the app launcher. In Dynamics NAV, you can open data in Excel, print reports using Word,
and you can work with your Dynamics NAV data in Outlook, for example. For more information, see Using
Microsoft Dynamics NAV as your Business Inbox in Outlook.

Can I cancel my subscription?

Yes, but depending on how you signed up to Dynamics NAV, your data can be deleted or preserved. For more
information, see Canceling Dynamics NAV.

Where do I go if I have questions?

If you have questions about Dynamics NAV that you can't find an answer for in this documentation, you can ask
the Dynamics NAV community. For more information, see Dynamics NAV, Business edition community. Also, our
Support team post tips and tricks. For more information, see Dynamics NAV Support Blog.

Is it possible to extend my 30-day “New Company” trial period?

Yes. If you want to extend your trial, you should contact Microsoft at 1-888-477-7989 (US ) or 1-800-741-9206
(Canada). NOTE: It may take up to 2 business days to complete the trial extension process.

Our administrator has moved me to another plan to give me another

role, but I still see the same Home page in Dynamics NAV?
This is a bit complicated, but it looks like your administrator didn't change your Role Center and assign user groups
that match the new license. Essentially, your access to Dynamics NAV is determined by the type of plan (license)
that you have - this sets permissions and your default Home page. You can change your Role Center manually in
My Settings, but if you are moved to another plan, such as moving you from the Business plan to the Team
Members plan, you might see the old Home because your permissions were not changed.

Why can't I find that capability in my Dynamics NAV?

Did you read about a new capability in the roadmap or on our blog recently? In that case, your Dynamics NAV
might not have been upgraded to the latest version yet. If the capability is published as an extension in AppSource,
then there is a delay between the extension being announced and its availability in AppSource.

See Also
Welcome to Microsoft Dynamics NAV
Using Dynamics NAV as Your Business Inbox in Outlook
Using Dynamics NAV without Outlook
How to: Change the Role Center
Working with Dynamics NAV
 Business Functionality
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV provides functionality for common business processes in small and mid-sized companies, mainly
within wholesale and professional services. However, more complex processes, such as assembly, manufacturing,
service, and directed warehouse management are also supported.
Dynamics NAV includes standard configurations for most business processes, but you can change the
configuration to suit your business' needs. From your Home page, you can access assisted setup guides that help
you configure certain scenarios and add features to Dynamics NAV. Several areas of business functionality must
be set up manually. For more information, see Setting Up Dynamics NAV.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Make and collect payments, manage your cash flow, defer Finance
income and revenue, prepare year-end closing, and manage
fixed assets.

Get insight to the performance of your business activities Business Intelligence

through budgets, account schedules, and analysis views.

Manage sales processes and information, such as quotes, Sales

orders, returns, and customer accounts, and make drop
shipments.

Manage purchasing processes and information, such as Purchasing

invoices, orders, returns, and vendor accounts, and purchase
items from sales documents.

Register new inventory or service-type items, categorize items Inventory

for easy searching, adjust inventory levels, and perform
common inventory costing tasks.

Create jobs and schedule resources for project, manage job Project Management
budgets, monitor progress, and track machine and employee
hours.

Organize your fixed assets, ensure correct periodic Fixed Assets

depreciation, and keep track of maintenance costs.

Manage and support your sales efforts and focus your Relationship Management
interactions on preferred customers and contacts.

Keep detailed records of your employees, and register Human Resources

absence for analysis purposes.

Plan the production operations that are required to transform Planning

inputs into finished goods.

Put sellable items together in simple steps to make a new Assembly Management
item, such as a kit.
 TO SEE

Define shop floor resources and their capacity, schedule Manufacturing

operations, pull production components, and execute
production operations.

Ensure an effective flow of goods that are received and Warehouse Management
shipped.

Schedule service calls and set up service orders, and track Service Management
repair parts and supplies.

Set up and use workflows that connect tasks performed by Workflow

different users or by the system, such as automatic posting.
Requesting and granting approval to create or post
documents are typical workflow steps.

Enable users to exchange data with external sources during Exchanging Data Electronically
daily tasks, such as sending/receiving electronic documents,
importing/exporting bank files, and updating currency
exchange rates.

Record external documents in Dynamics NAV, including their Incoming Documents

file attachments, and then manually create the related
documents or automatically convert the files to electronic
documents.

See Also
Setting Up Dynamics NAV
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 Troubleshooting Self-Service Sign-Up
8/13/2018 • 3 minutes to read • Edit Online

Signing up for Dynamics NAV is easy and can be done very quickly. You can create a free account even if you are
an existing organization. This article addresses issues that you may have during signup.

What email address can I use with Dynamics NAV?

Dynamics NAV requires that you use a work, or school, email address to sign up. Dynamics NAV does not support
email addresses provided by consumer email services or telecommunication providers. This includes outlook.com,
hotmail.com, gmail.com, and others.
If you try to sign up with a personal email address, you will get a message indicating to use a work or school email
address.

Troubleshooting
In many cases, registering for Dynamics NAV can be achieved by following the sign-up process. However, there
are several reasons why you may not be able to complete self-service signup. The table below summarizes some
of the most common reasons you may not be able to complete signup and ways you can workaround these issues.

SYMPTOM/ERROR MESSAGE CAUSE AND WORKAROUND

For Office 365 email addresses that are not registered in the Dynamics NAV currently only supports Office 365 US
United States, you receive a message like the following during registered email accounts.
signup:

That didn't work, we don't support your country or

region yet.

Personal email addresses such as [email protected] are not Dynamics NAV does not support email addresses provided by
supported. You receive a message like the following during consumer email services or telecommunications providers. To
signup: complete signup, try again using an email address assigned by
your work or school. If you still cannot sign up and are willing
You entered a personal email address: Please enter your to complete a more advanced setup process, you can register
work email address so we can securely store your for a new Office 365 trial subscription and use that email
company's data. address to sign up.
or
That looks like a personal email address. Enter your
work address so we can connect you with others in your
company. And don’t worry. We won’t share your address
with anyone.

.gov or .mil email addresses You receive a message like the Dynamics NAV does not support .gov or .mil addresses at this
following during signup: time.

Dynamics NAV unavailable: Dynamics NAV is not

available for users with .gov or .mil email addresses at
this time. Use another work email address or check back
later.
or
We can't finish signing you up. It looks like Dynamics
NAV isn't currently available for your work or school.
 SYMPTOM/ERROR MESSAGE CAUSE AND WORKAROUND

Self-service signup is not enabled. You receive a message like Your organization’s IT administrator has disabled self-service
the following during signup: signup for Dynamics NAV. To complete signup, contact your IT
administrator and ask them to follow the instructions on the
We can't finish signing you up. Your IT department has page below to allow existing users to sign up for Dynamics
turned off signup for Dynamics NAV. Contact them to NAV and to allow new users to join your existing tenant. You
complete signup. may also experience this problem if you signed up for Office
or 365 through a partner.
That looks like a personal email address. Enter your
work address so we can connect you with others in your
company. And don’t worry. We won’t share your address
with anyone.

Email address is not an Office 365 ID. You receive a message Your organization uses IDs to sign in to Office 365 and other
like the following during signup: Microsoft services that are different than your email address.
For example, your email address might be
We can't find you at contoso.com. Do you use a different [email protected] but your ID is
ID at work or school? Try signing in with that, and if it [email protected]. To complete signup, use the ID that
doesn't work, contact your IT department. your organization has assigned to for signing in to Office 365
or other Microsoft services. If you do not know what this is,
contact your IT administrator. If you still cannot sign up and
are able to complete a more advanced setup process, you can
register for a new Office 365 trial subscription and use that
email address to sign up.

See Also
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 Importing Business Data from Other Finance Systems
4/16/2018 • 2 minutes to read • Edit Online

When you sign up for Dynamics NAV, you can choose to create an empty company so that you can upload your
own data and to test your new Dynamics NAV company. Depending on the finance solution that your business
uses today, you can transfer information about customers, vendors, inventory, and bank accounts.
From Home, you can start an assisted setup guide that helps you transfer the business data from an Excel file or
from other formats. The type of files you can upload depends on the extensions that are available. For example,
you can migrate data from QuickBooks because Dynamics NAV includes an extension that handles the conversion
from QuickBooks. If you want to migrate data from other finance solutions, you must either check if an extension
is available for that solution or import from Excel.
Dynamics NAV includes templates for accounts, customers, vendors, and inventory items that you can choose to
apply when you import your data.

Importing Data from QuickBooks or Dynamics GP

If your business uses QuickBooks or Dynamics GP today, you can export the relevant information to a file. You
can then open the assisted setup guide to transfer the data. For example, if your file includes customers and
vendors, you can choose to transfer only the customer data. You can then transfer the rest of the information later.
The assisted setup includes an option to change the default configuration of the transfer, but we recommend that
you only enter this advanced setup if you are familiar with database tables. In the vast majority of businesses, the
default mapping from QuickBooks or Dynamics GP to Dynamics NAV will transfer the information that you want.
For more information, see QuickBooks Desktop Data Migration, QuickBooks Online Data Migration, or Dynamics
GP Data Migration.

Importing Data from Configuration Packages

Dynamics NAV includes a configuration package that you can export to Excel and set up your data there. Then,
you can import the data from Excel again. The package consists of 27 tables, including master data such as
customers, vendors, items, and accounts, other basic setup tables such as shipping methods, and transactions
tables such as sales header and lines.

NOTE
Working with configuration packages is advanced functionality, and we recommend that you contact your administrator. For
more information, see Importing Data from Legacy Accounting Software using a Configuration Package.

See Also
Finance
Importing Data from Legacy Accounting Software using a Configuration Package
QuickBooks Desktop Data Migration
QuickBooks Online Data Migration
Dynamics GP Data Migration
Customizing Dynamics NAV Using Extensions
Setting Up Dynamics NAV
 Getting Dynamics NAV on Your Mobile Device
4/16/2018 • 2 minutes to read • Edit Online

Access your Dynamics NAV data from your mobile device. You can navigate through your business data, use
features such as send to Excel or Office 365, view up-to-date charts and KPIs, email sales quotes and invoices, and
shoot and attach pictures with your camera. Follow the steps below to download the app and get started.

To get the app on my mobile device

1. Install the Dynamics NAV app on your mobile device by downloading the app from the Windows Store, App
Store, or Google Play.

2. Launch the app from your mobile device.

3. Enter your user name and password that you created during sign-up for Dynamics NAV and follow the
instructions on the screen.
You should now have access to Dynamics NAV and be able to view and edit data.

See Also
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 Synchronize Contacts in Dynamics NAV with Contacts
in Microsoft Outlook
4/16/2018 • 2 minutes to read • Edit Online

You can see the same contacts in Dynamics NAV as you see in Outlook if you set up contact synchronization. For
example, if you are a sales person, you might do some of your work in Outlook and some of your work in
Dynamics NAV. If the contacts are the same in both places, your work is more straightforward.
A dedicated folder in Outlook makes contacts easy to find, and you can set a filter to synchronize only the contacts
from Dynamics NAV that you want to see in Outlook. Once the contact synchronization is set up, you can start
synchronization manually or set up an automatic synchronization that will keep the contacts in sync on a scheduled
basis.

Set Up Synchronization
You set up how you want to synchronize contacts with Outlook in the Exchange Sync. Setup window in
Dynamics NAV. As a prerequisite, your user profile in Dynamics NAV must specify your Office 365 email account.
You can check this in the Office 365 Authentication section of your user profile in the Users list.
Then, in the Exchange Sync. Setup window, you can validate that the connection to Exchange is working and then
set up contact synchronization. Open the Contact Sync. Setup window and start the synchronization. Optionally,
set a filter for which contacts to synchronize between Dynamics NAV and Outlook. For example, you can set a filter
on name, type, company, or similar. You can also change the default name of the folder that the contacts will
synchronize to in Outlook. The default name is Dynamics NAV.
Once this synchronization has been set up, any changes to that you make to the contact in either Outlook or in
Dynamics NAV is synchronized to the other.
Each of your coworkers can also set up their own Exchange synchronization and set their own filter on which
contacts to synchronize.

Synchronize Contacts
If you are used to working with contacts in Dynamics NAV, then you will find it easy to start the synchronization
manually whenever it suits you from the Contacts list. Simply choose the Sync with Office 365 action, and then
decide if you want to change the filter that you have set up. When you choose the OK button, the synchronization
starts immediately, and the latest changes are applied to your contacts in Outlook.
In the Contacts list, you can synchronize contacts in two ways:
Sync with Office 365
This action synchronizes all changes from Dynamics NAV to Office 365 since the previous synchronization,
based on the last modified date. Any new contacts from Office 365 will be synchronized back to Dynamics
NAV as well. This is typically faster than doing a full sync.
Full Sync with Office 365
This action synchronizes all contacts in both directions regardless of the last sync date and last modified
date.
In both cases, contacts are only synchronized from Outlook if they have the required fields filled in. The required
fields to synchronize to Office 365 are Name, Email address and they must be of type Person. Dynamics NAV is
the master of the contact information, so the Dynamics NAV contact information will be saved in the event of
duplicates.
In Outlook, the contacts from Dynamics NAV are shown in a folder under Other contacts in the People view. If
you are not familiar with the People view in Outlook, then you can get to it from the navigation options in the
bottom left corner of Outlook.

See Also
Getting Started
Finance
Sales
Purchasing
Using contacts (People) in Outlook on the web
 Using Dynamics NAV as your Business Inbox in
Outlook
4/16/2018 • 4 minutes to read • Edit Online

Dynamics NAV introduces the ability to manage business interactions with your customers and vendors, directly
in Microsoft Outlook. With the Dynamics NAV Outlook add-ins, you can see financial data related to customers
and vendors, as well as create and send financial documents, such as quotes and invoices.

Getting the Add-in

In Dynamics NAV, one of the steps in the Getting Started assisted setup is the Run your business within Office
365 window. In that window, when you choose the Set up in Outlook button, you must specify your Office 365
user name and password. The Dynamics NAV add-ins are then automatically added to your Outlook.
Then, when you open Outlook, you will see an email messages from Dynamics NAV Admin. The new add-in is
added to the Outlook ribbon, and in Outlook Web Access, you can see it in the add-in ribbon, immediately above
the body of the email message. The add-in itself will be updated periodically, and you'll get notified that a new
version is ready for you in Outlook.
Some companies using Office 365 restrict users’ permissions to deploy add-ins. So you must make sure that you
have an Office 365 subscription that includes email and allows you to deploy add-ins. If you want to try out the
add-in anyway, you can try Office 365 for free.

Using the Contact Insights Add-in

Let's say that you get an email from a customer that wants to get a quote on some items. Directly in Outlook, you
can open the Dynamics NAV add-in, which recognizes the sender as a customer, and opens the customer card for
his company. From this dashboard, you can see overview information for the customer, as well as drill down for
more detail on specific documents. You can also dig into the sales history for the customer. If it's a new customer,
you can create them as a new customer in Dynamics NAV without leaving Outlook.
In the add-in, you can create a sales quote and send it back to this customer without leaving Outlook. All of the
information that you need to send the sales quote is available in your business inbox in Outlook.
Once you have the data entered, you can post the quote. You can then send it by email. Dynamics NAV generates
a .PDF file with the sales quote and attaches it to the email message that you draft in the add-in.
Similarly, if you get an email from a vendor, you can use the add-in to work with vendors and purchase invoices.
Sometimes you want to see more fields than you can see in the add-in, such as when you want to fill in lines in an
invoice. To give you a bit more space to work with, you can pop out the add-in to a separate window. It's still part
of Outlook, but you have more space. As you enter data for the document in the pop-out view, the changes are
automatically saved. When you are done entering data for the document, you can choose the OK button.
Choosing the add-in frame in Outlook automatically refreshes the document with the changes you made in the
pop-out view.

Creating Invoices from Your Meeting Appointments

Some businesses record all billable appointments in the Outlook calendar. With Dynamics NAV, you can create
the invoice for the customer right from the calendar item: Open the appointment, and then you can open the
Dynamics NAV add-in, look up existing information or create an invoice or another sales document right there.
Doing Quick Document Lookup
The Dynamics NAV Document Links add-in gives you quick access to documents mentioned in email messages.
The add-in is available for an email message if a document number is recognized in the body of the message.
Opening the add-in provides quick access to the document.
For example, if you receive an email message that mentions the text S -QUO100, Dynamics NAV identifies that as
a sales quote, and so you can open this document in Outlook. In Outlook, choose the Document Links button
immediately above the body of the email message. In the Outlook Web App, choose the S -QUO1001 text in the
body of the email message.
In the Document Links add-in, you can modify and take actions with the document, just like you can in Dynamics
NAV.

Adding the Add-ins Manually

In some cases, the add-ins do not get added automatically to Outlook. Even if you or a colleague ran the assisted
setup guide on behalf of the company, Dynamics NAV might not show up in Outlook. If you experience this issue,
you can add the Dynamics NAV add-ins manually.
First, you must verify that you have access to the add-ins in your Office 365 account. Quite simply open your
Outlook Web Access in a browser, and then add /owa/#path=/options/manageapps to the URL in the address bar.
This opens the Manage add-ins page, where you can enable Dynamics NAV for your Outlook. Then, when you
navigate back to Outlook, Dynamics NAV should be available.
Similarly in the Outlook desktop client, you can verify that Dynamics NAV is listed in the Manage Add-ins
window.
In both cases, if Dynamics NAV is still not available, you have to get the add-in manifest files. For more
information, please contact your Office 365 administrator.

See Also
Welcome to Dynamics NAV
Finance
Sales
Purchasing
 Using Dynamics NAV without Outlook
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV has deep integration with Office 365, and you can use Dynamics NAV as your business inbox in
Outlook. But if you do not have Outlook, you can work with Dynamics NAV in the browser or on your mobile
device.

Sending Email
You can send documents such as invoices as email using your business email address. From your Home page, you
can access an assisted setup guide that helps you set up email. If you do not use an Office 365 email account, you
must specify technical information about your mail server. If you do not have this information available, please
contact your IT support staff.

See Also
Welcome to Dynamics NAV
Using Dynamics NAV as your Business Inbox in Outlook
Getting Dynamics NAV on my Mobile Device
How to: Send Documents by Email
 Enabling Your Business Data for Power BI
8/13/2018 • 5 minutes to read • Edit Online

Getting insights into your Dynamics NAV data is easy with Power BI and the Dynamics NAV content packs. Power
BI retrieves your data and then builds an out-of-the-box dashboard and reports based on that data.
Microsoft has published the following content packs:

APP DESCRIPTION

Microsoft Dynamics NAV Provides a dashboard with key financial data over time, such
as earnings versus expenses, operating margin, and cash cycle.

Microsoft Dynamics 365 for Sales Provides a dashboard with key data about sales opportunities
and contacts.

Microsoft Dynamics 365 for Sales Provides a dashboard with key data about sales and inventory.

Using the Dashboards

Each content pack provides reports that you can drill into:
Choose any visual on the dashboard to bring up one of the underlying reports.
Filter the report or add fields that you want to monitor.
Pin this customized view to the dashboard to continue tracking.
You can refresh data manually, and you can set up a refresh schedule. For more information, see Configuring
scheduled refresh.
The content packs are preconfigured to work with data from the demonstration company that you get when you
sign up for Dynamics NAV. When you install the apps in Power BI, and you connect to your own data, some
reports may not work because they rely on data that your company does not have. In those cases, you can simply
remove that report from your dashboard.

NOTE
You can also build your own reports and dashboards in Power BI based on your Dynamics NAV data. For more information,
see Connecting Your Business Data to Power BI.

Accessing Dynamics NAV in Power BI

To see your Dynamics NAV data in Power BI, you must have the following:
Access to Dynamics NAV. For more information, see Dynamics NAV.
Access to Power BI. For more information, see Power BI.
On the Power BI site, you can find additional information about connecting to services with content packs for
Power BI.
To access your Dynamics NAV data in Power BI, on the connection page, you must specify the following
information:
 FIELD DESCRIPTION

OData Feed URL The OData URL so Power BI can access data from your
company, such as
https://mybusiness.financials.dynamics.com:7048/MS/ODataV
4/Company('My%2Business').

Authentication method Choose Basic.

User name Your name as it displays for your account in Dynamics NAV,
such as John Smith.

Password This is the web service access key for your user account in
Dynamics NAV.

This means that you must get 2 pieces of information from Dynamics NAV: The OData URL and the web service
access key for your user account.
Getting the URL
When you add Dynamics NAV to Power BI, you must specify a URL so Power BI can access data from your
company. On the connection page, the URL is referred to as the OData Feed URL, and it must have the following
format:

https://mybusiness.financials.dynamics.com:7048/MS/ODataV4/Company('CRONUS%20US')

In this example, mybusiness is the name of your Dynamics NAV service, and CRONUS US is the name of the
demonstration company with %20 representing the space in the name.
To get the URL, in Dynamics NAV, search for and open the Web Services window. This window lists the web
services that are currently available, and you can copy the link from the OData URL field for one of the default
OData web services.
Getting the user name and the web service access key
In order to use data from Dynamics NAV in Power BI, in the Connect to Dynamics NAV window, you must
specify a user name and a password. The user name is your name as it displays for your account in Dynamics NAV
so that Power BI can log in to Dynamics NAV. The password is the web service access key that is set up for your
user account in Dynamics NAV.
To find this information, in Dynamics NAV, search for the Users window, and then open the card for your user
account. On the General FastTab, copy the content of the User Name field, and on the Web Service Access
FastTab, copy the contents of the Web Service Access Key field. If the Web Service Access Key field is blank, in
the ribbon, choose Change Web Service Access Key, choose the Key Never Expires field, and then choose the
OK button. You can then copy the key.

Getting Data from Dynamics NAV

The Dynamics NAV dashboard shows the most typical reports that you will want to use to track your business. The
data is extracted from your Dynamics NAV company using web services to read live data. In Dynamics NAV, the
Web Services window lists the web services that have been set up for you.
 NOTE
If you change the name of any of these web services, the data will not show up in Power BI.
If you want to add use other data in Power BI, you must find the tables in Dynamics NAV, expose them as web services, and
then add them to the content pack. This is an advanced scenario, and we recommend that you start with the data that is
already available in Power BI.

Troubleshooting
The Power BI dashboard relies on the published web services that are listed above, and it will show data from the
demonstration company or your own company if you import data from your current finance solution. However, if
something goes wrong, this section provides a workaround for the most typical issues.
"Parameter validation failed, please make sure all parameters are valid"
If you see this error after you enter your Dynamics NAV URL, make sure the following requirements are satisfied:
The URL follows exactly this pattern:
https://mybusiness.financials.dynamics.com:7048/MS/ODataV4/Company('CRONUS%20US')
Delete any text after the company name in parenthesis
Make sure there are no trailing forward slash at the end of the URL.
Make sure that it is a secure connection as indicated by the URL starting with https.
"Login failed"
If you get a "login failed" error when you log in to the dashboard, using your Dynamics NAV credentials, then this
can be caused by one of the following issues:
The account you are using does not have permissions to read the Dynamics NAV data from your account.
Verify your user account in Dynamics NAV, and make sure that you have used the right web service access
key as the password, and then try again.
The Dynamics NAV instance that you are trying to connect to does not have a valid SSL certificate. In this
case you'll see a more detailed error message ("unable to establish trusted SSL relationship").

NOTE
Self-signed certificates are not supported.

"Oops"
If you see an "Oops" error dialog after you pass the authentication dialog, this is most frequently caused by a
problem connecting to the data for the content pack.
Verify that the URL follows the pattern that was specified earlier:
https://mybusiness.financials.dynamics.com:7048/MS/ODataV4/Company('CRONUS%20US')

A common mistake is to specify the full URL for a specific web service:
https://mybusiness.financials.dynamics.com:7048/MS/ODataV4/Company('CRONUS%20US')/powerbifinance

Or you might have forgotten to specify the company name:

https://mybusiness.financials.dynamics.com:7048/MS/ODataV4/
See Also
Business Intelligence
Welcome to Microsoft Dynamics NAV
Migrate Business Data from Other Finance Systems
Using Microsoft Dynamics NAV as a Power BI Data Source
 Using Dynamics NAV as a Power BI Data Source
8/13/2018 • 2 minutes to read • Edit Online

You can make your Dynamics NAV data available as a data source in Power BI and build powerful reports of the
state of your business.

NOTE
You must have a valid account with Dynamics NAV and with Power BI. Also, you must download Power BI Desktop.

To add Dynamics NAV as a data source in Power BI Desktop

1. In Power BI Desktop, in the left navigation pane, choose Get Data.
2. In the Get Data window, choose Online Services, choose Dynamics NAV, and then choose the Connect
button.
Power BI displays a wizard that will guide you though the connection process. The first step will be to enter
an OData URL and the company name that is associated with your Dynamics NAV account.
For the OData URL, you can copy the OData V4 URL of any of the web services that are listed in the Web
Services page in Dynamics NAV, such as https://mycompany.financials.dynamics.com:7048/MS/ODataV4/ .
For the Company Name, use the name that is shown in the Name field in the Company Information
window in Dynamics NAV. If your Dynamics NAV contains multiple companies, choose the relevant
company name from the list in the Companies window. In both cases, make sure that the name that you
specify in the Power BI wizard matches exactly the text shown in Dynamics NAV, such as My Company .
3. Once you have entered the information, choose the OK button. The next step in the wizard will be to enter
your username and password.

NOTE
If there are other authentication options available in the left hand navigation, choose Basic.

4. Enter your username and password. You can find this information in the Users window in Dynamics NAV.
Use the Web Access Key as your password.
For example, your username is ADMIN, and the web service access key that serves as your password is
EgzeUFQ9Uv0o5O0lUMyqCzo1ueUW9yRF3SsLU=.
5. Choose the Connection button to continue. The Power BI wizard shows a list of Dynamics NAV data
sources. These data source represent all the web services that you have published from your Dynamics
NAV.
Alternatively, create a new web service URL in Dynamics NAV by using the Create Data Set action in the
Web Services page, using the Set Up Reporting Assisted Setup guide, or by choosing the Edit in Excel
action in any lists.
6. Specify the data you want to add to your data model, and then choose the Load button.
7. Repeat the previous steps to add additional Dynamics NAV data to your Power BI data model.
 NOTE
Once you have successfully connected to Dynamics NAV, you will not be prompted again for the OData URL,
username, or password.

Once the data is loaded it will appear in the right navigation on the page. At this point, you have successfully
connected to your Dynamics NAV data and are ready to begin building your Power BI report. For more
information, see the Power BI documentation.

See Also
Business Intelligence
Welcome to Microsoft Dynamics NAV
Importing Business Data from Other Finance Systems
Setting Up Dynamics NAV
Finance
 Customizing Dynamics NAV Using Extensions
4/16/2018 • 2 minutes to read • Edit Online

You can customize Dynamics NAV by installing extensions that add functionality, change behavior, or give you
access to online services. For example, Microsoft offers an extension that provides integration with PayPal
Payments Standard, and several that make it easy to import data from other finance apps.
You manage the extensions in the Extension Management window. You can access this window from Home.
Alternatively, choose the Search for Page or Report icon in the top right corner, enter Extension, and then
choose the related link.

NOTE
If you think you should have access to an extension but you cannot find its functionality, check the Extension Management
window - if the extension is not listed there, you can install it as described in the following section.

Installing an Extension
In the Extension Management window, you can see the extensions that are currently available, and are either
installed or ready to be installed.

NOTE
Extensions might need to be published before they are available in the list. Typically, this is something a Microsoft Partner
helps with. For more information, see How to: Publish and Install an Extension v2.0.

If you choose an extension, you can read about what the extension does, and you can access Help for the extension
to learn more. When you choose to install an extension, you must agree to the terms of use.
When you install an extension, you might have to set it up, such as specifying an account for use with the PayPal
Payments Standard extension. Other extensions simply add fields to an existing page, or they add a new page, for
example.
If you uninstall an extension, and you then change your mind, you can install it again. When you uninstall an
extension that you have been using, the data is preserved so that if you install the extension again, your data is still
available.
All extensions are tested before they are made available to you, but we recommend that you access the links that
are provided with each extension to learn more about the extension before you choose to install it.
Microsoft provides the following extensions:
C5 2012 Data Migration (DK)
Ceridian Payroll
Image Analyzer
Microsoft Pay
PayPal Payments Standard
QuickBooks Data Migration
Quickbooks Payroll File Import
Sales and Inventory Forecast
See Also
How to: Enable Customer Payment Through PayPal
Migrating Business Data from Other Finance Systems
Dynamics NAV Extensions by Other Providers
Welcome to Microsoft Dynamics NAV
 Working with Microsoft
Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

When performing business tasks, you interact with data in different ways,
such as creating records and entering data, sorting and filtering data,
writing notes, and outputting data to other applications.
For example, you can adjust the size and position of any window, expand
the width of columns and increase the height of column headers, and
change the sorting of data in columns. And if you want to use the
horizontal scroll bar to view all columns on a list page or on document
lines, you will see that there is a vertical freeze pane to restrict some
columns from scrolling.
The following table lists some of the general functionality with links to
topics that describe them.

TO SEE

Read about including symbols and Entering Criteria in Filters

special characters when searching for
data.

See which fields must be filled in. Mandatory Fields

Use Search to look for a specific page Using Search for Page or Report
or report.

Learn about how to sort data. Sorting

Change how you view lists of, for Displaying Lists in Different Ways
example, customers, vendors, or items.

Modify the colored indicator on cues. How to: Set Up a Colored Indicator on
Cues

Change basic settings such as company Changing Basic Settings

or work date.

Change the Role Center, and the How to: Change the Role Center
related Home page, to fit your role.

Change which fields and actions are Customizing Dynamics NAV

shown in the user interface to fit your
company's business processes.

Get reports to show data from specific Entering Date Ranges in Dynamics NAV
date ranges.
See Also
General Business Functionality
Customizing Dynamics NAV
 Using Search for Page or Report
4/16/2018 • 2 minutes to read • Edit Online

You can find pages and reports by choosing the Search for Page or Report field in the top right corner of the
address bar.
If you use Dynamics NAV in a browser, look for the Search for Page or Report icon instead.
When you start typing characters, a drop-down list shows page names containing the character(s) you type. The
drop-down list changes as you type more characters, and you can select the correct page from the list when it is
displayed. The second column in the drop-down list shows the navigation paths to the found pages. There is also a
link that enables you to search the help for the characters that you typed.

NOTE
The Search for Page or Report function does not search through data, such as customer names, addresses, or
transactions. Instead, you can search for data in list pages by choosing the magnifier symbol in the right corner of the list
header. The search applies only to the list you are viewing. For more information, see Entering Criteria in Filters.

See Also
Work with Dynamics NAV
 Changing Basic Settings
4/16/2018 • 2 minutes to read • Edit Online

In the My Settings window, you can see and change basic settings for Dynamics NAV.

Role Center
The Role Center represents the Home page, a starting page that is designed for the needs of the role. On the
Home page, you have an overview of the business. To the left you see a navigation bar that gives you easy access
to customers, vendors, items, and so on.
In the center you find the Activities tiles. Activities show current data and can be chooseed or tapped for easy
access to the selected document. The Key Performance Indicators can be set up to display a selected chart for a
visual representation of, for example, cash flow or income and expenses.
You can also build up a list of Favorite Customers on the Home page for accounts that you do business with often
or need to pay special attention to. Use the arrows to collapse part of the page and make more room to show
specific data. At the top of the Home page you will find all of the actions that can be applied to the current content.
This too can be collapsed and you only need to choose or tap within the collapsed area to view it again.
The default Role Center is Business Manager, but you can select another Role Center that fits your needs better.
For more information, see How to: Change the Role Center.

Company
A company functions as a container for data in Dynamics NAV. There can be multiple companies in a database,
but only one can be selected at a time.
The default company is called CRONUS and contains demonstration data only.

TIP
If you want to display a different name for your company in the application (such as on the Home page), set the Name field
on the Company Information page or the Display Name field on the Companies page.

Work Date
The default work date is usually today's date. You may have to temporarily change the work date to be able to
perform tasks, such as completing transactions for a date that is not the current date.

TIP
Type w to quickly enter the work date in a date field. Write t to quickly enter the current date in the date field.

IMPORTANT
The work date is only changed until you close the company or until the date changes. If you open a different company or
open the same company the next day and still have to use a different work date, then you must set the work date again.
Region
The Region setting determines how dates, times, numbers, and currencies are shown or formatted.

Changing When I Receive Notifications

Choose this link to view or change the notifications that you get about certain events or changes in status, such as
when you are about to invoice a customer who has an overdue balance, or the available inventory is lower than
the quantity you are about to sell. For more information, see Smart Notifications.

See Also
Working with Dynamics NAV
How to: Change the Role Center
Customizing Dynamics NAV
 How to: Change the Role Center
4/16/2018 • 2 minutes to read • Edit Online

The Home page is your main point of entry into Dynamics NAV. Here you can get an overview of the daily work
tasks and their status. Tasks that you perform often are accessed through the tiles in the content area, the
navigation pane on the left, and through actions in the ribbon.
The content on the Home page is based on the selected Role Center. The standard Role Center for Dynamics NAV
is Business Manager, but you can change this and choose between a number of Role Centers.

To change role center

1. In the top right corner, choose the Settings icon , and then choose My Settings.
2. In the My Settings window, in the Role Center field, select the Role Center that you want to set as the
standard. For example, select Accountant.
3. Choose the OK button.

See Also
Welcome to Dynamics NAV
Working with Dynamics NAV
 Customizing Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

There are different ways to customize the application to give you and your colleagues access to the features,
functionality, and data that you need most, in a manner that bests suits your daily work. This table outlines who
typically performs each customization type, and who the customizations affect.

WHO SEES THE

CUSTOMIZATION WHO DOES IT DESCRIPTION CHANGES MORE INFORMATION

Permissions-based IT Pro, developer Show or hide user All users in all Removing Elements
interface elements companies. from the User
based on the license Interface According
or the user's to Permissions
permissions to the
underlying tables. All
elements, fields,
actions, and page
parts, can be
removed from the
user’s view.

Install an extension Administrator Extensions are like All users in all Customizing Using
small applications companies. Extensions
that add functionality,
change behavior,
provide access to
new online services,
and more. For
example, Microsoft
provides an extension
that provides
integration with
PayPal Payments
Standard.

Configuration Administrator Customize the user All users of a profile. Configuring the User
interface for multiple Interface for Users
users by
adding/removing
user interface
elements based on
permissions, or by
customizing a profile
that the users are
assigned to (using
the same
personlaization
features available to
users).

Personalizing the Any user Change the layout User only. Personalizing
Workspace and content of your Workspaces
pages.

See Also
Working with Dynamics NAV
 Letting Dynamics NAV Suggest Values
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV can help you complete tasks quicker and more correctly by prefilling fields or complete lines with
data that you would otherwise have to calculate and enter yourself. Although such automatic data entry is always
correct, you can change it afterwards if you want to.
Functionality that enters field values for you is typically offered for tasks where you enter large volumes of
transactional data and want to avoid errors and save time. This topic contains a selection of such functionality.
More sections will be added in future updates of Dynamics NAV.

The Suggest Balancing Amount check box in the General Journal

Batches window
When, for example, you are entering general journal lines for multiple expenses that must all be posted to the same
bank account, then each time you enter a new journal line for an expense, you can have the Amount field on the
bank account line automatically updated to the amount that balances the expenses. For more information about
working with general journals, see Working with General Journals.
To have the Amount field on balancing general journal lines filled automatically
1. Choose the icon, enter General Journals, and then choose the related link.
2. On the line for your preferred general journal batch, choose the Suggest Balancing Amount check box.
3. Open the general journal and proceed to register and post transactions using the described functionality for
automatic entry of a field value.
For information about how to set up a personal general journal batch, for example, for expense handling, see
Working with General Journals.

The Automatically Fill Date Received field in the Payment

Registration window
The Payment Registration window shows outstanding incoming payments as lines that represent sales
documents where an amount is due for payment. For more information about applying customer payments, see
How to: Reconcile Customer Payments Manually From a List of Unpaid Sales Documents.
You main actions in the window are to fill in the Payment Made check box and the Date Received field. You can
set Dynamics NAV up to automatically enter work date in the Date Received field when you select the Payment
Made check box.
To have the Date Received field in the Payment Registration window filled automatically
1. Choose the icon, enter Payment Registration Setup, and then choose the related link.
2. Select the Automatically Fill Date Received check box.
3. Open the Payment Registration window and proceed to process incoming customer payments using the
described functionality for automatic entry of a field value.

See Also
Working with Dynamics NAV
Finance
 Working with Reports
4/16/2018 • 3 minutes to read • Edit Online

A report gathers information based on a specified set of criteria, and organizes and presents the information in an
easy-to-read, printable format. There are many reports that you can access throughout the application. The reports
typically provide information relative to the context of the page you are on. For example, the Customer page
includes reports for the top 10 customers and the sales statistics, and more.
You can find reports in the Reports tab on selected pages, or you can use search to find reports by name. When
you open a report, you are presented with a page that let's you specify information (options and filters) that
determines want to include in the report. For example, depending on the report, you can specify a date range, a
specific record such as a customer, or sorting order.

Previewing a report
Choose Preview to see the report in the Internet browser. Point to an area of the report to show the menu bar.

.
Use the menu bar to:
Move through pages
Zoom in and out
Resize to fit the window
Select text
You can copy text from a report, and then paste it somewhere else, like a page in Dynamics NAV or
Microsoft Word. Using a mouse, for example, you press and hold where you want to start, and then move
the mouse to select one or more words, sentences, or paragraphs. You can then press the right mouse
button, and select Copy. You can the paste the selected text where ever you want it.
Pan the document
You can move the visible area of the report in any direction so you can view other areas or the report. This is
helpful when you have zoomed in to see details. Using your mouse, for example, press and hold the mouse
button anywhere in the report preview, and then move your mouse.
Download to a PDF file on your computer or network.

Saving a Report
You can save a report to a PDF document, Microsoft Word document, or Microsoft Excel document by choosing
Send to, and then making your selection.

Scheduling a Report to Run

You can schedule a report to run at a specific date and time. Scheduled reports are entered in the job queue and
processed at the scheduled time, similar to other jobs. You can choose to save the processed report to a file, such as
an Excel, Word, or PDF, print it to a selected printer, or process the report only. If you choose to save the report to a
file, then the processed report is sent to the Report Inbox area on your Home page, where you can view it.
You can schedule a report when you open a report. You choose the Schedule action and then you enter
information such as printer, and time and date. The report is then added to the job queue and will be run at the
specified time. When the report is processed, the item will be removed from the job queue. If you saved the
processed report to a file, it will be available in the Report Inbox area.

Printing a Report
When you want to print a report you have to download the report as a PDF, Word, or Excel document first by
choosing Send to. Now, you can either open the report document right-away and print it, or save it and print it
later.

Using Saved Settings

A report can include one or more entries in the Saved Settings box. Saved settings are basically a predefined
group of options and filters that you can apply to the report before previewing or sending the report to a file. Using
saved settings is a fast and reliable way to consistently generate reports that contain the correct data.
The saved settings entry called Last used options and filters is always available. This entry sets the report to use
options and filters that were used the last time you looked at the report.

NOTE
As an administrator, you can create and manage the saved settings for reports for all users. For more information, see
Managing Saved Settings on Reports.

Changing the layout and look of a report

A report layout controls what is shown on a report, how it is arranged, and how it is styled. If you want to switch to
a different layout, see How to: Change Which Layout is Currently Used on a Report. Or, if you want to customize
your own report layout, see How to: Create and Modify a Custom Report Layout.

See Also
Specify Printer Selection for Reports
Managing Report and Document Layouts
Working with Dynamics NAV
 Language and Locale
7/13/2018 • 2 minutes to read • Edit Online

Dynamics NAV is supported in a number of markets and available in the languages that those markets require.
This is a result of support for multiple languages at runtime in combination with support for legal requirements in
the supported markets. This means that Dynamics NAV can present itself in different languages. You can change
the language that is used to display texts, and the change is immediate, once you have been automatically signed
out and in again. The setting applies to you and not to everyone else in your company.
For example, if you are Canadian, you can see the user interface in English and in French, but it is still the Canadian
version of Dynamics NAV in all other aspects. It is not the same as, say, Dynamics NAV in the United Kingdom.
Changing the texts that are stored as application data is not part of the multilanguage capability. This is an
application design issue. Examples of such texts are the names of items in the inventory or the comments for a
customer. In other words, these types of text are not translated.

NOTE
Dynamics NAV only supports a single character set for data. Therefore some characters may not be supported in your
tenant, and you may experience problems when retrieving data that was entered using a different character set. For instance,
your tenant may support only English and Russian characters and if you enter data in a different language, it may not be
stored correctly. You should contact your system administrator to make sure you understand which languages are supported
for your Dynamics NAV.

Changing the Locale

Locale is different from both language and legal requirements in local markets. Locale determines how your data
presents itself in terms of comma separator, aligned to the left or to the right, and certain other settings. The locale
also determines some of the system elements in the browser, such as the action to create a new item in a list, for
example.
You can change the locale in the browser tab that you are using to work in Dynamics NAV. the change applies only
to you and not to the other users in your company.

IMPORTANT
When you change the locale, you will see a long list of languages and locales. However, only the locale setting is used in the
current version of Dynamics NAV.

To change the locale, go to the My Settings window. For more information, see Changing Basic Settings.

See Also
Languages of the Docs
Changing Basic Settings
Welcome to Microsoft Dynamics NAV
 Languages of the Dynamics NAV Docs
4/16/2018 • 2 minutes to read • Edit Online

The Help content for the core functionality in Dynamics NAV publishes to the Microsoft Docs site and available in
a number of different languages. If you access the docs from inside Dynamics NAV, the content will display in your
language. If a particular page is not available in your language yet, it will be shown in English.

How Do I Change the Language?

It's simple - scroll to the bottom of the browser window and choose the globe symbol in the bottom left corner.

NOTE
The list shows all languages that are supported by the Microsoft Docs site. Dynamics NAV is available in a limited number of
countries/regions, but the Help content is made available in more languages. However, the Help content is not available in all
languages that the Microsoft Docs site supports.

See Also
Language and Locale
Welcome to Microsoft Dynamics NAV
 Accessibility and Keyboard Shortcuts in Dynamics
NAV
4/16/2018 • 2 minutes to read • Edit Online

This topic provides information about the features that make Dynamics NAV readily available to people with
disabilities. Dynamics NAV supports the following accessibility features:
Keyboard shortcuts
For more information, see Keyboard Shortcuts in Microsoft Dynamics NAV Web client and Keyboard
Shortcuts Microsoft Dynamics NAV Windows client.
Navigation
Headings
Alternative text for images and links
Support for common assistive technologies

Navigation
You can navigate between the tabs and actions in the ribbon, elements in the navigation pane, and other controls
on Dynamics NAV pages and reports using the keyboard. To move the focus from one tab, action, or control to
another, press the Tab key to move forward. Press Shift+Tab to move backward.
By using the tab order, you can also switch between the main browser window and dialog boxes that request
confirmation, for example, or the login window.

Headings
The HTML source for Dynamics NAV content uses tags to help users of assistive technology to understand the
structure and content of the page. For example, on list pages, the columns are defined in TH tags and the column
headings are set with TITLE attribute inside the tag. Captions for elements, such as FastTabs, FactBoxes, and fields
are included in heading tags (H1, H2, H3, and H4).

Image and Links

A descriptive text for images is set with the ALT attribute inside the IMG tag. A descriptive text for hyperlinks is set
with the title attribute inside the A tag.

Assistive Technologies
Dynamics NAV supports various assistive technologies, such as high contrast, screen readers, and voice
recognition software. Some assistive technologies may not work well with certain elements in Dynamics NAV
pages.

For more accessibility information

You can find additional information about accessibility with Microsoft products and assistive technologies on the
Microsoft Accessibility site.
See Also
Working with Dynamics NAV
 Setting Up Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV includes standard configurations for most business processes, but you can change the
configuration to suit the needs of company.
For example, your chart of accounts is prefilled with a number of posting accounts ready for use. You can, of
course, change the chart of accounts to suit your needs. For more information, see Finance.
From your Home page, you can access assisted setup guides that help you configure certain scenarios and add
features to Dynamics NAV. For information about how to access all assisted and manual setup windows, see
Getting Ready for Doing Business.
Some functionality, either general or for specific business processes, can be set up manually in addition to the
assisted setup. The following lists some of functionality that can you can set up manually.

TO SEE

Set up payment methods, currencies, and the chart of Setting Up Finance

accounts, and define rules and defaults for managing
financial transactions.

Set up your own and your vendors' bank accounts and Setting Up Banking
enable services for importing and exporting bank files.

Configure the rules and values that define your company's Setting Up Sales
sales policies, register new customers, and set up how you
communicate with customers.

Configure the rules and values that define your company's Setting Up Purchasing
purchasing policies, register new vendors, and prioritize your
vendors for payment processing.

Configure the rules and values that define the company's Setting Up Inventory
inventory policies, set up locations if you keep inventory in
multiple warehouses, and categorize your items to improve
searching and sorting .

Set up resources, time sheets, and jobs to manage projects. Setting Up Project Management

Configure how to insure, maintain, and depreciate fixed Setting Up Fixed Assets
assets, and how you record the costs of fixed assets in your
company books.

Define the general rules and values for warehouse processes Setting Up Warehouse Management
and the specific handling at each location.

Prepare production BOMs and routings to define how end Setting Up Manufacturing
items are produced, and prepare machine or work centers to
perform the required operations.

Set up unique identification codes for records, such as cards, Creating Number Series
documents, and journal lines, to track them in the system.
 TO SEE

Set up the SMTP Mail Setup window to send and receive How to: Set up Email
emails from documents within Dynamics NAV.

Set up unique identification codes. How to: Create Number Series

Some areas require you to be an administrator in your Dynamics NAV subscription. For more information, see
Setup and Administration in Dynamics NAV.

See Also
Finance
Sales
Purchasing
Inventory
Project Management
Fixed Assets
Assembly Management
Manufacturing
Warehouse Management
Working with Dynamics NAV
Setup and Administration in Dynamics NAV
Welcome to Dynamics NAV
 Setup and Administration in Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

Central administration tasks are usually performed by one role in the company. The scope of these tasks can
depend on the company's size and the administrator's job responsibilities. These tasks can include managing
database synchronization of job and email queues, setting up users, customizing the user interface, and managing
encryption keys.
Entering the correct setup values from the start is important to the success of any new business software.
Dynamics NAV includes a number of setup guides that help you set up core data. For more information, see
Setting Up Dynamics NAV.
A super user or an administrator can set up the Data Exchange Framework to enable users to export and import
data in bank and payroll files, for example for various cash management processes.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Add users, manage permissions and access to data, assign Users, Profiles, and Role Centers in Dynamics NAV
roles.

Track all direct modifications that users make to data in the Logging Changes in Dynamics NAV
database to identify the origin of errors and data changes.

Support your setup decisions with recommendations for Set Up Complex Application Areas Using Best Practices
selected fields that are known to potentially cause the
solution to be inefficient if set up incorrectly

Expose pages, codeunits, and queries as web services. How to: Publish a Web Service

Set up an SMTP server to enable e-mail communication in How to: Set Up Email Manually or Using the Assisted Setup
and out of Dynamics NAV

Enter single or recurring requests to run reports or codeunits. Use Job Queues to Schedule Tasks

Manage, delete, or compress documents Manage Documents

See Also
Business Functionality
General Business Functionality
Working with Dynamics NAV
Welcome to Dynamics NAV
 Logging Changes in Dynamics NAV
4/16/2018 • 2 minutes to read • Edit Online

You can enable the change log in Dynamics NAV so you have a history of activities. The log is based on changes
that are made to data in the tables that you track. In the change log, entries are chronologically ordered and show
changes that are made to the fields on the specified tables. The change log collects all changes that are made to the
table.

Working with the Change log

A common problem in many financial systems is to locate the origin of errors and changes in data. It could be
anything from an incorrect customer telephone number to an incorrect posting to the general ledger. The change
log lets you track all direct modifications a user makes to data in the database. You must specify each table and
field that you want the system to log, and then you must activate the change log.
You activate and deactivate the change log in the Change Log Setup window. When you activate or deactivate the
change log, this activity is logged, so you can always see which user deactivated or reactivated the change log. This
cannot be turned off.
In the Change Log Setup window, if you choose the Tables action, you can specify which tables you want to track
changes for, and which changes to track. Dynamics NAV also tracks a number of system tables.
After you have set up the change log, activated it, and made a change to data, you can view and filter the changes
in the Change Log Entries window. If you want to delete entries, you can do that in the Delete Change Log
Entries window, where you can set filters based on dates and time.

See Also
Changing Basic Settings
Sorting
Using Search for Page or Report
How to: Manage Users and Permissions
Working with Dynamics NAV
 Users, Profiles, and Role Centers
4/16/2018 • 2 minutes to read • Edit Online

The people in your company who have access to Dynamics NAV are all assigned a profile that gives them access to
a Role Center. As an administrator, you can assign and change profiles in Dynamics NAV, and you can add and
remove users as part of your Dynamics NAV subscription.

Adding Users
To add users in Dynamics NAV, your company's Office 365 administrator must first create the users in the Office
365 Admin Center. For more information, see How to: Manage Users and Permissions.

Profiles
Profiles are collections of Dynamics NAV users who share the same Role Center. A Role Center is a type of page
on which you can place different parts. Each part is a container in which you can host other pages or pre-defined
system parts, such as an Outlook part or parts for adding tasks, notifications, or notes. For more information, see
Managing Profiles.

Configuration and Personalization

The concept of UI customization in Dynamics NAV is divided in two:
Configuration, performed by the administrator
The administrator configures the user interface for multiple users by customizing the user interface for a
profile that the users are assigned to. For more information, see Configuring the User Interface for Users.
Personalization, performed by users
Users personalize the user interface of their personal version by customizing the user interface under their
own user logon. This personalization can be deleted by the administrator. For more information, see,
Personalizing Workspaces.

See Also
How to: Manage Users and Permissions
Customizing the User Interface
 How to: Manage Users and Permissions
7/13/2018 • 6 minutes to read • Edit Online

If you get a new employee, your company's system administrator or IT pro has to add them to your Dynamics
NAV. Then, you can assign them access to the relevant parts of the product based on their work area by assigning
user groups and permissions.
Permission sets define which database objects, and thereby which UI elements, users have access to, and in which
companies.
A permission set is a collection of permissions for specific objects in the database. All users must be assigned one
or more permission sets before they can access Dynamics NAV. A number of predefined permission sets are
provided by default. You can use these permission sets as already defined, modify the default permission sets, or
create additional permission sets.
You can add users to user groups. This makes it easier to assign the same permission sets to multiple users.
Administrators can use the User Setup window to define periods of time during which specified users are able to
post, and also specify if the system logs the amount of time users are logged on.

To assign permissions to a user

1. Choose the icon, enter Users, and then choose the related link.
2. Select the user that you want to assign permission to. Any permission sets that are already assigned to the
user are displayed in the Permission Sets FactBox.
3. Choose the Edit action to open the User Card window.
4. On the User Permission Sets FastTab, on a new line, fill in the fields as necessary. Choose a field to read a
short description of the field or link to more information.

To group users in user groups

You can set up users groups to help you manage permission sets for groups of users in your company. You can
use a function to copy all permission sets from an existing user group to your new user group. User group
members are not copied.

1. Choose the icon, enter User Groups, and then choose the related link.
2. Alternatively, in the Users window, choose the User Groups action.
3. In the User Groups window, select an existing user group that you want to copy, and then choose the
Copy User Group action.
4. In the New User Group Code field, specify the name of the new user group, and then choose the OK
button.
As an alternative to copying, you can choose the New action to create a new line for an empty user group,
which you then fill in manually.
5. To add new or additional users, in the User Group window, choose the User Group Members action.
6. In the User Group Members window, on a new line, fill in the fields as necessary by selecting from
existing users.
7. To add new or additional permission sets, in the User Group window, choose the User Group Permission
Sets action.
8. In the User Group Permission Sets window, on a new line, fill in the fields as necessary by selecting from
existing permission sets.

To create or modify permission sets

If the default permission sets that are provided with Dynamics NAV are not sufficient or not appropriate for your
organization, you can create new permission sets. And if the individual object permissions that define a
permission set are not adequate, you can modify a permission set. You can create a permission set manually, or
you can use a recording function that records your actions as you navigate through a scenario and then generates
the required permission set.
To create or modify permission sets manually
1. Choose the icon, enter Users, and then choose the related link.
2. In the Users window, choose the Permission Sets action.
3. In the Permission Sets window, choose the New Action.
4. On a new line, fill in the fields as necessary.
5. Choose the Permissions action.
6. In the Permissions window, fill in the fields on the header as necessary.
7. On a new line, fill in the five fields for the different permission types as described in the following table.

OPTION DESCRIPTION

Blank Specifies that the permission type is not granted for the
object.

Yes Specifies that the permission type is granted with direct

access to the object.

Indirect Specifies that the permission type is granted with indirect

access to the object.

Indirect permission to a table means that you cannot open the table and read from it, but you can view the
data in the table through another object, such as a page, that you have direct permission to access. For
more information, see the “Example - Indirect Permission” section in this topic.
8. In the Security Filter field, enter a filter that you want to apply to the permission by selecting the field on
which you want to limit a user's access.
For example, if you want to create a security filter so that a user can view only sales with a specific
salesperson code, you choose the field number for the Salesperson Code field. Then, in the Field Filter
field, you enter the value of the that you want to use to limit access. For example, to limit a user's access to
only Annette Hill's sales, enter AH.
9. Repeat steps 7 and 8 to add permissions for additional objects to the permission set.
To create or modify permission sets by recording your actions
1. Choose the icon, enter Users, and then choose the related link.
2. In the Users window, choose the Permission Sets action.
 3. In the Permission Sets window, choose the New Action.
4. On a new line, fill in the fields as necessary.
5. Choose the Permissions action.
6. In the Permissions window, choose the Start action.
A recording process starts to capture all your actions in the user interface.
7. Go to the various windows and activities in Dynamics NAV that you want users with this permission set to
access. You must carry out the tasks that you want to record permissions for.
8. When you want to finish the recording, return to the Permissions window, and then choose the Stop
action.
9. Choose the Yes button to add the recorded permissions to the new permission set.
10. For each object in the recorded list, specify if users are able to insert, modify, or delete records in the
recorded tables. See step 7 in the "To create or modify permission sets manually" section.
Example - Indirect Permission
You can assign an indirect permission to use an object only through another object. For example, a user can have
permission to run codeunit 80, Sales-Post. The Sales-Post codeunit performs many tasks, including modifying
table 37, Sales Line. When the user posts a sales document, the Sales-Post codeunit, Dynamics NAV checks if
the user has permission to modify the Sales Line table. If not, the codeunit cannot complete its tasks, and the
user receives an error message. If so, the codeunit runs successfully.
However, the user does not need to have full access to the Sales Line table to run the codeunit. If the user has
indirect permission to the Sales Line table, then the Sales-Post codeunit runs successfully. When a user has
indirect permission, that user can only modify the Sales Line table by running the Sales-Post codeunit or
another object that has permission to modify the Sales Line table. The user can only modify the Sales Line table
when doing so from supported application areas. The user cannot run the feature inadvertently or maliciously by
other methods.

To set up user time constraints

Administrators can define periods of time during which specified users are able to post, and also specify if the
system logs the amount of time users are logged on. Administrators can also assign responsibility centers to
users.

1. Choose the icon, enter User Setup, and then choose the related link.
2. In the User Setup window opens, choose the New action.
3. In the User ID field, enter the ID of a user, or choose the field to see all current Windows users in the system.
4. Fill in the fields as necessary.

See Also
Getting Ready for Doing Business
Setup and Administration in Dynamics NAV
Welcome to Dynamics NAV
Working with Dynamics NAV
Creating Microsoft Dynamics NAV Users
 Use Job Queues to Schedule Tasks
8/13/2018 • 5 minutes to read • Edit Online

Job queues in Dynamics NAV enables users to schedule and run specific reports and codeunits. You can set jobs to
run one time, or on a recurring basis. For example, you might want to run the Salesperson - Sales Statistics
report weekly, to track sales by salesperson each week, or you might want to run the Process Service E -mail
Queue codeunit daily, to make sure pending email messages to customers regarding their service orders are sent
out in a timely manner.

Add Jobs to the Job Queue

The Job Queue Entries window lists all existing jobs. If you add a new job queue entry that you want to schedule,
you must specify information about the type of object you want to run, such as a report or codeunit, and the name
and object ID of the object that you want to run. You can also add parameters to specify the behavior of the job
queue entry. For example, you can add a parameter to only send posted sales orders. You must have permission to
run the particular report or codeunit, or an error will be returned when the job queue is run.
Optionally, you can set a filter in the Job Queue Category Filter field. Job queue categories can be used to group
jobs in the list.
Dynamics NAV automatically runs the jobs according to the specified schedules for each job queue entry. You can
also start, stop, and put a job queue entry on hold manually.
Log Files
Errors are listed in the Job Queue Log Entries window that you can access from the ribbon. You can also
troubleshoot job queue errors. Data that is generated when a job queue is run is stored in the database.
Background Posting with Job Queues
Job queues are an effective tool to schedule the running of business processes in the background. For example,
there may be an instance in which multiple users are trying to post sales orders at the same time, but only one
order can be processed at a time. By setting up a background posting routine, you can place the postings in a
queue for processing in the background.
Alternatively, you may want to schedule postings for hours when it is convenient for your organization. For
example, it may make sense in your business to run certain routines when most of the data entry for the day has
concluded. You can achieve this by setting the job queue up to run various batch post reports, such as the Batch
Post Sales Orders, Batch Post Sales Invoices, and Batch Post Sales Credit Memos reports.
Dynamics NAV supports background posting for the following document types:
Sales: sales order, return order, credit memo, invoice
Purchases: purchase order, return order, credit memo, invoice
If the job queue cannot post the sales order, the status is changed to Error, and the sales order is added to
the list of sales orders that the user will have to handle.

NOTE
When you schedule a document for posting and the posting process begins, the posting routine is automatically configured
to time out within two hours if the posting routine stops responding for any reason.
You set up this use of the job queue in the Sales & Receivables Setup window or the Purchases & Payables
window, respectively. On the Background Posting FastTab, you choose the Post Documents via Job Queue
check box and then fill in the relevant information. Here you can also use the Job Queue Category Code field to
run all job queue entries with that code. For example, you can use a SalesPost category that filters to all sales
orders that match any job queue that has the same category code.

IMPORTANT
If you set up a job that will post and print documents, and the printer displays a dialog box, such as a request for credentials
or a warning about low printer ink, your document is posted but not printed. The corresponding job queue entry eventually
times out and the Status field is set to Error. Accordingly, we recommend that you do not use a printer setup that requires
interaction with the display of printer dialog boxes in conjunction with background posting.

Use the My Job Queue Part

The My Job Queue part shows the job queues entries that a user has started, but which are not yet finished. By
default, the part is not visible, so you have to add it to your Role Center. For more information, see How to: Change
Role Centers.
In this part, you can see those documents that are being processed or that are queued for which your ID is
specified in the Assigned User ID field. The part helps you keep track of all job queue entries, including those
related to background posting. The part can tell you at a glance whether there has been an error in the posting of a
document or if there are errors in a job queue entry. The part also lets you cancel a document posting if it is not
running.

Security
Job queue entries run based on permissions. Those permissions must allow the execution of the report or
codeunit.
When a job queue is activated manually, it is run with the credentials of the user. When a job queue is activated as a
scheduled task, it is run with the credentials of the server instance. When a job is run, it is run with the credentials
of the job queue that activates it. However, the user who created that job queue entry must also have permissions.
When a job is “run in user session” (such as during background posting), it is run with the credentials of the user
who created that job.

IMPORTANT
If you use the SUPER permissions set that comes with Dynamics NAV, you and your users have permissions to run all
objects. In this case, access for each user is only limited by permissions for data.

Using Job Queues Effectively

The job queue entry record has many fields whose purpose is to carry parameters into a codeunit that you have
specified to be run with a job queue. This also means that codeunits that are to be run via the job queue must be
specified with the Job Queue Entry record as a parameter in the OnRun trigger. This helps provide an extra level of
security, as this prevents users from running random codeunits via the job queue. If the user must pass parameters
to a report, the only way to do this is by wrapping the report execution into a codeunit, which then parses the input
parameters and enters them into the report before executing it.

See Also
Setup and Administration in Dynamics NAV
Setting Up Dynamics NAV
 How to: Publish a Web Service
8/13/2018 • 2 minutes to read • Edit Online

Web services are a lightweight way to make application functionality available to a variety of external systems and
users. Dynamics NAV includes an number of objects that are exposed as web services by default due to integration
with other Microsoft services, but you can also add other web services.
You can set up a web service in the Windows client or in the Web client. You must then publish the web service so
that it is available to service requests over the network. Users can discover web services by pointing a browser at
the server location and requesting a list of available services. When you publish a web service, it is immediately
available over the network for authenticated users. All authorized users can access metadata for web services, but
only users who have sufficient permissions can access actual data.

Creating and Publishing a Web Service

The following steps explain how to create and publish a web service.
To create and publish a web service
1. Choose the icon, enter Web Services, and then choose the related link.
2. In the Web Services page, choose New. Choose a field to read a short description of the field or link to
more information.

NOTE
Codeunit and Page are valid types for SOAP web services. Page and Query are valid types for OData web services.
Also, if the database contains multiple companies, you can choose an object ID that is specific to one of the
companies.
Finally, the service name is visible to consumers of your web service and is the basis for identifying and distinguishing
web services, so you should make the name meaningful.

3. Select the check box in the Published column.

When you publish the web service, in the OData URL and SOAP URL fields, you can see the URLs that are
generated for the web service. You can test the web service immediately by choosing the links in the OData
URL and SOAP URL fields. Optionally, you can copy the value of the field and save it for later use.
After you publish a web service, it is available to external parties. You can verify the availability of that web service
by using a browser, or you can choose the link in the OData URL and SOAP URL fields in the Web Services
window. The following procedure illustrates how you can verify the availability of the web service for later use.
To verify the availability of a web service
1. In your browser, enter the relevant URL. The following table illustrates the types of URLs that you can enter. For
SOAP web services, use the following format for your URI.

TYPE SYNTAX EXAMPLE

SOAP https://Server:SOAPWebServicePort/Ser https://mycompany.financials.dynamics.

verInstance/WS/CompanyName/salesD com:7047/MS/WS/MyCompany/Page/s
ocuments/ alesDocuments?
tenant=mycompany.financials.dynamics.
com
 TYPE SYNTAX EXAMPLE

OData https://Server:ODataWebServicePort/Se https://MyCompany.financials.dynamics.

rverInstance/OData/Company('Compan com:7048/MS/OData/Company('MyCo
yName') mpany')/salesDocuments?
tenant=MyCompany.financials.dynamic
s.com
The company name is case-sensitive.

2. Review the information that is displayed in the browser. Verify that you can see the name of the web service
that you have created.
When you access a web service, and you want to write data back to Dynamics NAV, you must specify the
company name. You can specify the company as part of the URI as shown in the examples, or you can
specify the company as part of the query parameters. For example, the following URIs point to the same
OData web service and are both valid URIs.

https://localhost:7048/server/OData/Company('CRONUS International Ltd.')/Customer

https://localhost:7048/server/OData/Customer?company='CRONUS International Ltd.'

See Also
Setup and Administration in Dynamics NAV
 Classifying Data Sensitivity
5/22/2018 • 2 minutes to read • Edit Online

To classify the fields that hold sensitive or personal data, a Microsoft partner can set the DataClassification
property on fields. This requires access to the database tables, either through the development environment or by
running a Windows PowerShell script. For more information, see Classifying Data.
As a customer, you can add a second level of classification by specifying sensitivity levels for the data you store in
standard and custom fields. Classifying data sensitivity helps ensure that you know where you keep personal data
in your system, and makes it easier to respond to requests from data subjects. For example, if a contact or
customer asks you to export their personal data. For more information, see Responding to Requests About
Personal Data.

IMPORTANT
Microsoft is providing this Data Sensitivity Classification feature as a matter of convenience only. It's your responsibility to
classify the data appropriately and comply with any laws and regulations that are applicable to you. Microsoft disclaims all
responsibility towards any claims related to your classification of the data.

The following table describes data sensitivity levels you can assign.

SENSITIVITY DESCRIPTION

Sensitive Information about a data subject's racial or ethnic origin,

political opinions, religious beliefs, involvement with trade
unions, physical or mental health, sexuality, or details about
criminal offenses.

Personal Information that can be used to identify a data subject, either

directly or in combination with other data or information.

Confidential Business data that you use for accounting or other business
purposes, and do not want to expose to other entities. For
example, this might include ledger entries.

Normal General data that does not belong to any other categories.

How Do I Classify My Data?

Classifying the sensitivity of a large number of fields one-by-one would take a long time. To help speed up the
process, we provide tools that you can use to bulk classify the sensitivity of fields, and then fine-tune classifications
for specific fields. You can find tools on the Data Classification worksheet, which is available on the Administration
of users, user groups, and permissions Role Center. You must be a system administrator to use the worksheet.

IMPORTANT
When you open the Data Classification worksheet for the first time, it will be empty. You must run the Data Classification
guide to generate the list of fields. To start the guide, choose the Set Up Data Classifications action.

For example, the Data Classification worksheet lets you do things like:
 Use the Data Classification guide to export your fields to an Excel worksheet where you can bulk classify them.
Using the Excel worksheet is particularly useful if you are collaborating with a Microsoft partner. After you
update the worksheet, you can use the guide to import and apply the classifications. You can also use the guide
to classify fields manually.
Choose a field and then filter the list to find similar fields that are likely to belong to the same classification as
the field you based the search on.
Investigate a field by viewing its contents.

TIP
We have defined sample sensitivity classifications for the tables and fields in the Cronus demonstration company. You can use
those classifications as inspiration when you classify your own tables and fields.

See Also
Classifying Data
 Responding to Requests About Personal Data
5/22/2018 • 3 minutes to read • Edit Online

Data subjects can request several types of actions regarding their personal data. If you have classified the
sensitivity of your data, and are sure they are correct, an administrator can respond to requests by using the
options under Data Privacy on the Manage Users, User Groups, and Permissions Role Center or, if you are
using the Windows client, in the IT Manager Role Center. For more information about classifying data and
classifying data sensitivity, see Classifying Data and Classifying Data Sensitivity.
The following table provides examples of the types of requests you can respond to.

NOTE
While we provide capabilities for responding to these types of request, and thereby accessing, personal data, it is your
responsibility to ensure that personal and sensitive data are located and classified appropriately.

REQUEST TYPE DESCRIPTION AND SUGGESTED RESPONSE

Portability requests A data subject can make a data portability request, meaning,
in part, that you must export the data subject's personal data
from your systems and provide it in in a structured, commonly
used format. To respond to these requests you can use the
Data Privacy Utility to export personal data to an Excel file
or a RapidStart configuration package. Using Excel, you can
edit the personal data and save it in a commonly used,
machine-readable format, such as .csv or .xml. For RapidStart
configuration packages, you can configure master data tables
and their related tables that contain personal data.

Note: When you export data you specify a minimum

sensitivity level. The export will include the minimum and all
sensitivity levels above it. For example, if you choose to export
data that is classified as Personal the export will also include
data that is classified as Sensitive.

Requests for deletion A data subject can request that you delete their personal data.
There are several ways to delete personal data using the
customization capabilities, but the decision and
implementation is your responsibility. In some cases, you may
choose to directly edit your data, for example deleting a
contact and then running the Delete Canceled Interaction
batch job to delete interactions for the contact.

Note: If you have specified a date in the Allow Document

Deletion Before field on the Sales & Receivables Setup or
Purchases & Payables Setup pages, you might need to
change the date so that you can delete posted sales and
purchase documents that you have printed and that have
posting dates on or before that date.
 REQUEST TYPE DESCRIPTION AND SUGGESTED RESPONSE

Requests for correction A data subject can request that you correct inaccurate
personal data. There are several ways to do so. In some cases,
you can export lists to Excel to quickly bulk-edit multiple
records, and then import the updated data. For more
information, see Exporting your Business Data to Excel. You
can also manually edit fields that contain personal data, such
as editing information about a customer in the Customer card.
However, transaction records such as general, customer, and
tax ledger entries are essential to the integrity of the
enterprise resource planning system. If you store personal
data in business transaction records, consider using the
customization capabilities to modify such personal data.

Restrict Data Processing for a Data Subject

A data subject can request that you temporarily stop processing their personal data. To honor such requests, you
can mark their record as blocked due to privacy to stop processing their data. When a record is marked as blocked,
you cannot create new transactions that use that record. For example, you cannot create a new invoice for a
customer when either the customer or the salesperson is blocked. To mark a data subject as blocked, open the card
for the data subject, for example the Customer, Vendor, or Contact cards, and choose the Privacy Blocked check
box. You may need to choose Show More to display the field.

Handling Data About Minors

If a contact person's age is below the age of legal consent according to the laws in your region, you can indicate
that by choosing the Minor check box on the Contact card. When you do, the Privacy Blocked check box is
automatically selected. When you receive consent from the minor's parent or legal guardian, you can choose the
Parental Consent Received check box to unblock the contact. Though you can process personal data for minors,
you cannot use the profiling functionality in Microsoft Dynamics 365 for Sales.

NOTE
The Change Log can record details such as when, and by whom, the Parental Consent Received check box was chosen. An
administrator can set that up by using the Change Log Setup guide, and also choosing the Log Modification for Parental
Consent Received check box on the Contact card. For more information, see Logging Changes.

See Also
Classifying Data
Classifying Data Sensitivity
Exporting your Business Data to Excel
 Setting Up Finance
8/13/2018 • 2 minutes to read • Edit Online

To help you get going quickly, Microsoft Dynamics NAV includes standard configurations for most financial
processes. If you need to change the configurations to suit your business, go right ahead. For example, from the
Home page you can use an assisted setup guide to set up sales tax rate for your location.
However, there are some things you need to set up yourself. For example, if you want to use dimensions as a
basis for business intelligence.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Choose how you pay your vendors. Defining Payment Methods

Specify the posting groups that map entities like customers, Setting Up Posting Groups
vendors, items, resources, and sales and purchase
documents to general ledger accounts.

Set up a tolerance by which the system closes an invoice How to: Work with Payment Tolerances and Payment
even though the payment, including any discount, does not Discount Tolerances
fully cover the amount on the invoice.

Set up fiscal periods. How to: Open a New Fiscal Year

Define how you report value-added tax amounts that you How To: Report VAT to Tax Authorities
have collected for sales to the tax authorities.

Set your Sales and Purchases features up to handle How to: Enable Application of Ledger Entries in Different
payments in foreign currencies. Currencies

Add new accounts to the existing chart of accounts. Setting Up the Chart of Accounts

Set up business intelligence (BI) charts to analyze cash flow. Setting Up Cash Flow Analysis

Enable invoicing of a customer who is not set up in the How to: Set Up Cash Customers
system.

Set up Intrastat reporting, and submit the report to an How to: Set Up and Report Intrastat
authority

Set up different interest rates that you can use on finance How to: Set Up Multiple Interest Rates
charges to charge different interests on late payments
depending on the period.

See Also
Finance
Managing Bank Accounts
Working with Dimensions
Importing Business Data from Other Finance Systems
Analyzing Cash Flow in Your Company
Working with Dynamics NAV
 Defining Payment Methods
4/16/2018 • 2 minutes to read • Edit Online

Payment methods define how an invoice will be paid. You can set up any number of payment methods. Examples
of payment methods can be BANK, CASH, CHECK, or ACCOUNT. Payment methods are linked to vendors in
order to specify how an invoice from the specific vendor must be paid.

To set up a payment methods

Several typical payment methods are already defined in Dynamics NAV. You can define new payment methods in
the Payment Methods window, which you can find with the search function or open from the Payment Method
field on an a vendor or customer card.

1. Choose the icon, enter Payment Methods, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

See Also
Finance
Working with Dynamics NAV
 Setting Up Posting Groups
4/16/2018 • 4 minutes to read • Edit Online

Posting groups map entities like customers, vendors, items, resources, and sales and purchase documents to
general ledger accounts. They save time and help avoid mistakes when you post transactions. The transaction
values go to the accounts specified in the posting group for that particular entity. The only requirement is that you
have a chart of accounts. For more information, see Set Up the Chart of Accounts.
Posting groups are covered under three umbrellas:
General - Define who you sell to and buy from, and what you sell and what you buy. You can also combine
groups to specify things like the income statement accounts to post to, or use groups to filter reports.
Specific - Use sales documents, for example, instead of posting directly to the general ledger. When you create
entries in the customer ledger, corresponding entries are made in the general ledger.
Tax - Define the tax percentages and calculation types that apply to who you sell to and buy from, and what you
sell and what you buy.
The following tables describe the posting groups under each umbrella.

GENERAL POSTING GROUPS DESCRIPTION

General Business Posting Groups Assign this group to customers and vendors to specify who
you sell to, and who you buy from. Set these up in the Gen.
Business Posting Groups window. When you do, think about
how many groups you'll need to break down sales and
purchases. For example, group customers and vendors by
geographical area, or by the type of business.

General Product Posting Groups Assign this group to items and resources to specify what you
sell, and what you buy. Set these up in the Gen. Product
Posting Groups window. When you do, consider the number
of groups you'll need to break down sales by product (items
and resources) and purchases by items. For example, divide
these groups by raw materials, retail, resources, capacity, and
so on.

General Posting Setups Combine business and product posting groups and choose
the accounts to post to. For each combination of business and
product posting groups, you can assign a set of general
ledger accounts. For example, this means you can post the
sale of the same item to different sales accounts in the general
ledger because customers are assigned to different business
posting groups. Set these up in the General Posting Setup
window.

SPECIFIC POSTING GROUPS DESCRIPTION

Customer Posting Groups Define the accounts to use when you post accounts receivable
transactions. If you use inventory with receivables, the general
business posting group assigned to your customer, and the
general product posting group assigned to the inventory item
determine the accounts the sales order lines post to. Set these
up in the Customer Posting Groups window.
 SPECIFIC POSTING GROUPS DESCRIPTION

Vendor Posting Groups Define where to post transactions for payables accounts,
service charge accounts, and payment discount accounts. This
is similar to customer posting groups. Set these up in the
Vendor Posting Groups window.

Inventory Posting Groups Define balance sheet inventory accounts. These also provide a
good way to organize your inventory, so you can separate
items by their posting group when you generate reports. Set
these up in the Inventory Posting Groups window.

Bank Account Posting Groups Define accounts for bank accounts. For example, this can
simplify the processes of tracing transactions and reconciling
bank accounts. Set these up in the Bank Account Posting
Groups window.

Fixed Assets Posting Groups Define accounts for different types of expenses and costs,
such as acquisition costs, accumulated depreciation amounts,
acquisition costs on disposal, accumulated depreciation on
disposal, gains on disposal, losses on disposal, maintenance
expenses, and depreciation expenses. Set these up in the FA
Posting Groups window.

TAX POSTING GROUP DESCRIPTION

Tax Business Posting Groups Determine how to calculate and post sales tax for customers
and vendors. Set these up in the Tax Business Posting
Groups window. When you do, think about how many groups
you need. For example, this can depend on factors like local
legislation, and whether you trade both domestically and
internationally.

Tax Product Posting Groups Indicate the tax calculations needed for the types of items or
resources you buy or sell.

Tax Posting Setup Combine tax business posting groups and tax product posting
groups. When you fill in a general journal line, purchase line,
or sales line, we'll look at the combination to identify the
accounts to use.

Example of linking posting groups

Here's a scenario.
These posting groups are chosen on the customer card:
General business posting group
Customer posting group
These posting groups are chosen on the item card:
General product posting group
Inventory posting group
When you create a sales document, the sales header uses the customer card information, and the sales lines use
the item card information.
 The revenue posting (income statement) is determined by the combination of the general business posting
group and the general product posting group.
The accounts receivable posting (balance sheet) is determined by the customer posting group.
The inventory posting (balance sheet) is determined by the inventory posting group.
The cost of goods sold posting (income statement) is determined by the combination of general business
posting group and general product posting group.
Your setup determines when posting happens. For example, the timing is affected by when you do periodic
activities, such as posting inventory cost or adjusting cost item entries.

Copying posting setup lines

The more product and business posting groups you have, the more lines you see in the General Posting Setup
window. This can mean a lot of data entry to set up the general posting setup for the company. While there may be
many different combinations of business and product posting groups, different combinations may still post to the
same general ledger accounts. To limit the amount of manual entry, copy the general ledger accounts from an
existing line in the General Posting Setup window.

See also
The General Ledger and the Chart of Accounts
Setting Up Finance
Working with Dynamics NAV
 How to: Work with Payment Tolerances and Payment
Discount Tolerances
4/16/2018 • 13 minutes to read • Edit Online

You can set up a payment tolerance to close an invoice when the payment does not fully cover the amount on the
invoice. You can set up a payment discount tolerance to grant a payment discount after the payment discount date
has passed.
You can use payment tolerances so that every outstanding amount has a set maximum allowed payment tolerance.
If the payment tolerance is met, then the payment amount is analyzed. If the payment amount is an underpayment,
then the outstanding amount is fully closed by the underpayment. A detailed ledger entry is posted to the payment
entry so that no remaining amount is left on the applied invoice entry. If the payment amount is an overpayment,
then a new detailed ledger entry is posted to the payment entry so that no remaining amount is left on the
payment entry.
You can use payment discount tolerances so that if you accept a payment discount after the payment discount date,
then it is always posted to either the payment discount account or a payment tolerance account.

Applying Payment Tolerance to Multiple Documents

A single document has the same payment tolerance whether it is applied on its own or with other documents.
Acceptance of a late payment discount when you are applying payment tolerance to multiple documents
automatically occurs for each document where the following rule is true:
payment discount date < payment date on the selected entry <= payment tolerance date
This rule also applies to determine whether to display warnings when you apply payment tolerance to multiple
documents. The payment discount tolerance warning is displayed for each entry that meets the date criteria. For
more information, see the "Example 2 - Tolerance Calculations for Multiple Documents" section.
You can choose to display a warning that is based on different tolerance situations.
The first warning is for the payment discount tolerance. You are informed that you can accept a late payment
discount. You can then choose whether to accept tolerance on the discount date.
The second warning is for the payment tolerance. You are informed that all entries can be closed because the
difference is in the sum of the maximum payment tolerance for the applied entries. You can then choose
whether to accept tolerance on the payment amount.
For more information, see the "To enable or disable payment tolerance warning" section.

To set up tolerances
Tolerance on days and amounts allows you to close an invoice even though the payment does not fully cover the
amount on the invoice, whether this is because the due date for the payment discount has been exceeded, goods
have been deducted or because of a minor error. This also applies to refunds and credit memos.
To set up tolerance you have to set up various tolerance accounts, specify both payment discount tolerance and
payment tolerance posting methods and then run the Change Payment Tolerance batch job.

1. Choose the icon, enter General Posting Setup, and then choose the related link.
2. In the General Posting Setup window, set up a debit and a credit sales payment tolerance account and a debit
 and a credit purchase payment tolerance account.
3. Choose the icon, enter Customer Posting Groups, and then choose the related link.
4. In the Customer Posting Groups window, set up a debit and a credit payment tolerance account. For more
information, see Setting Up Posting Groups.
5. Choose the icon, enter Vendor Posting Setup, and then choose the related link.
6. In the Vendor Posting Groups window, set up a debit and a credit payment tolerance account.
7. Choose the icon, enter General Ledger Setup, and then choose the related link.
8. Open the General Ledger Setup window.
9. On the Application FastTab, fill in the Pmt. Disc. Tolerance Posting, Payment Discount Grace Period and
Payment Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
11. In the Change Payment Tolerance window, fill in the Payment Tolerance % and Max Payment Tolerance
Amount fields, and then choose the OK button.

IMPORTANT
You have now set up tolerance for local currency only. If you want Dynamics NAV to handle tolerance on payments, credit
memos, and refunds in a foreign currency, you must run the Change Payment Tolerance batch job with a value in the
Currency Code field.

NOTE
If you want to get a payment tolerance warning every time that you post an application in the tolerance, you must activate
the payment tolerance warning. For more information, see the "To enable or disable payment tolerance warning" section.
To deactivate tolerance for a customer or vendor, you must block tolerances on the relevant customer or vendor card. For
more information, see the "To block payment tolerance for customers" section.
When you set up tolerance, Dynamics NAV also checks if there are any open entries and calculates the tolerance for these
entries.

To enable or disable payment tolerance warnings

The payment tolerance warning appears when you post an application that has a balance in the allowed tolerance.
You can then choose how you want to post and document the balance.

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. In the General Ledger Setup window, on the Application FastTab, select the Payment Tolerance Warning
check box to activate the warning. To deactivate the warning, clear the check box.

NOTE
The default option for the Payment Tolerance Warning window is Leave the Balance as Remaining Amount. The default
option for the Pmt. Disc. Tolerance Warning window the is Do Not Accept the Late Payment Discount.

To block payment tolerance for customers

The default setting for payment tolerance is allowed. To disallow a certain customer or vendor payment tolerance
you need to block tolerance on the respective customer or vendor card. The following describes how to do it for a
customer. The steps are similar for a vendor.
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Payments FastTab, select the Block Payment Tolerance check box.

NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently open.

Example 1 - Tolerance Calculations for a Single Document

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations.
The G/L Setup window contains the following setup:
Payment Discount Grace Period: 5D
Max Payment Tolerance: 5
Scenarios with alternative A or B represent the following:
A In this case, the payment discount tolerance warning has been turned off OR the user has the warning on and
has selected to allow the late payment discount (Post the Balance as Payment Tolerance).
B In this case, the user has the warning on and has selected not to allow the late payment discount (Leave the
Balance as Remaining Amount).

ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

1 1,000 20 5 01/15 01/20 <=01/ 985 Pmt.T Yes 0 -5

/03 /03 15/03 ol.

2 1,000 20 5 01/15 01/20 <=01 980 None Yes 0 0

/03 /03 /15/0
3

3 1,000 20 5 01/15 c <=01/ 975 Pmt.T Yes 0 5

/03 15/03 ol.

4A 1,000 20 5 01/15 01/20 01/16 1005 Pmt.Di No, 25 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

5A 1,000 20 5 01/15 01/20 01/16 1000 Pmt.Di No, 20 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03

6A 1,000 20 5 01/15 01/20 01/16 995 Pmt.Di No, 15 20/- 0

/03 /03 /03 sc.Tol. on the 20
01/20 Pmt.
/03
 ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

4B 1,000 20 5 01/15 01/20 01/16 1005 Pmt.T Yes 0 -5

/03 /03 /03 ol.
01/20
/03

5B 1,000 20 5 01/15 01/20 01/16 1000 None Yes 0 0

/03 /03 /03
01/20
/03

6B 1,000 20 5 01/15 01/20 01/16 995 Pmt.T Yes 0 5

/03 /03 /03 ol.
01/20
/03

7 1,000 20 5 01/15 01/20 01/16 985 Pmt.Di Yes 20/- -5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

8 1,000 20 5 01/15 01/20 01/16 980 Pmt.Di Yes 20/- 0

/03 /03 /03 sc.Tol. 20
01/20
/03

9 1,000 20 5 01/15 01/20 01/16 975 Pmt.Di Yes 20/- 5

/03 /03 /03 sc.Tol. 20
01/20 &
/03 Pmt.T
ol.

10 1,000 20 5 01/15 01/20 >01/2 1005 Pmt.T Yes 0 -5

/03 /03 0/03 ol.

11 1,000 20 5 01/15 01/20 >01/2 1000 None Yes 0 0

/03 /03 0/03

12 1,000 20 5 01/15 01/20 >01/2 995 Pmt.T Yes 0 5

/03 /03 0/03 ol.

13 1,000 20 5 01/15 01/20 >01/2 985 None No, 15 0 0

/03 /03 0/03 on the
invoic
e

14 1,000 20 5 01/15 01/20 >01/2 980 None No, 20 0 0

/03 /03 0/03 on the
invoic
e
 ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

15 1,000 20 5 01/15 01/20 >01/2 975 None No, 25 0 0

/03 /03 0/03 on the
invoic
e

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is after 01/20/03 (Scenarios 10-15)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.

Example 2 - Tolerance Calculations for Multiple Documents

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations. The examples are limited to being only those scenarios that result in all entries in the
application being closed.
The G/L Setup window contains the following setup:
Payment Discount Grace Period 5D
Max Payment Tolerance 5
Scenarios with alternative A, B, C, or D represent the following:
A In this case the payment discount tolerance warning has been turned off, OR the user has the warning on and
has selected to allow the late payment discount (Post as Tolerance) in any invoice.
B In this case, the user has the warning on and has selected not to allow the late payment discount on any
invoice.
C - In this case, the user has the warning on and has selected to allow the late payment discount on the first
invoice but not the second.
D - In this case, the user has the warning on and has selected not to allow the late payment discount on the first
invoice but allowed it on the second.

ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

1 1,000 60 5 01/15 01/20 <=01/ 1920 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 15/03 ol. -5
01/17 01/22 0
/03 /03

2 1,000 60 5 01/15 01/20 <=01 1910 None Yes 0 0

1,000 30 5 /03 /03 /15/0 0
01/17 01/22 3 0
/03 /03

3 1,000 60 5 01/15 01/20 <=01/ 1900 Pmt.T Yes 0 5

1,000 30 5 /03 /03 15/03 ol. 5
01/17 01/22 0
/03 /03
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

4B 1,000 60 5 01/15 01/20 01/16 1980 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 -5
/03 /03 /03

5B 1,000 60 5 01/15 01/20 01/16 1970 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/17 0 0
/03 /03 /03

6B 1,000 60 5 01/15 01/20 01/16 1960 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 5
/03 /03 /03

7A 1,000 60 5 01/15 01/20 01/16 1920 Pmt.Di Yes 60/60 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/17 & 0/0
/03 /03 /03 Pmt.T
ol.

8A 1,000 60 5 01/15 01/20 01/16 1910 Pmt.Di Yes 60/60 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/17 0/0
/03 /03 /03

9A 1,000 60 5 01/15 01/20 01/16 1900 Pmt.Di Yes 60/60 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/17 &
/03 /03 /03 Pmt.T
ol.

10B 1,000 60 5 01/15 01/20 01/18 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 -5
/03 /03 /03

11B 1,000 60 5 01/15 01/20 01/18 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/20 0 0
/03 /03 /03

12B 1,000 60 5 01/15 01/20 01/18 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 5
/03 /03 /03

13D 1,000 60 5 01/15 01/20 01/18 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

14D 1,000 60 5 01/15 01/20 01/18 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/20 30/-
/03 /03 /03 30

15D 1,000 60 5 01/15 01/20 01/18 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

16D 1,000 60 5 01/15 01/20 01/18 1950 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

17D 1,000 60 5 01/15 01/20 01/18 1940 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 0/0

18D 1,000 60 5 01/15 01/20 01/18 1930 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

19A 1,000 60 5 01/15 01/20 01/18 1920 Pmt.Di Yes 60/- -5

1,000 30 5 /03 /03 /03 sc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

20A 1,000 60 5 01/15 01/20 01/18 1910 Pmt.Di Yes 60/- 0

1,000 30 5 /03 /03 /03 sc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 30/-
30

21A 1,000 60 5 01/15 01/20 01/18 1900 Pmt.Di Yes 60/- 5

1,000 30 5 /03 /03 /03 sc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

22B 1,000 60 5 01/15 01/20 01/21 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 -5
/03 /03 /03
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

23B 1,000 60 5 01/15 01/20 01/21 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/22 0 0
/03 /03 /03

24B 1,000 60 5 01/15 01/20 01/21 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 5
/03 /03 /03

25A 1,000 60 5 01/15 01/20 01/21 1980 Pmt.Di Yes 0/0 -5

1,000 30 5 /03 /03 /03 sc.Tol. -5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

26A 1,000 60 5 01/15 01/20 01/21 1970 Pmt.Di Yes 0/0 0

1,000 30 5 /03 /03 /03 sc.Tol. 0
01/17 01/22 01/22 30/30
/03 /03 /03

27A 1,000 60 5 01/15 01/20 01/21 1960 Pmt.Di Yes 0/0 5

1,000 30 5 /03 /03 /03 sc.Tol. 5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

28 1,000 60 5 01/15 01/20 >01/2 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

29 1,000 60 5 01/15 01/20 >01/2 2000 None Yes 0 0

1,000 30 5 /03 /03 2/03
01/17 01/22
/03 /03

30 1,000 60 5 01/15 01/20 >01/2 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/17/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is between 01/18/03 and 01/20/03 (Scenarios 10-21)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(4) Payment Date is between 01/21/03 and 01/22/03 (Scenarios 22-27)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(5) Payment Date is after 01/22/03 (Scenarios 28-30)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.

See Also
Finance
Setting Up Finance
Managing Receivables
Working with Dynamics NAV
 How to: Open a New Fiscal Year and Create
Accounting Periods
4/16/2018 • 2 minutes to read • Edit Online

Before you can post in a fiscal year, you must open the fiscal year and define its accounting periods.
For many companies, the fiscal year does not coincide with the calendar year. Fiscal periods can be measured in
other units of time, such as months or quarters. You can use the Create Fiscal Year window to set up the
accounting periods that suit your business needs. However,

To open a new fiscal year

1. Choose the icon, enter Accounting Periods, and then choose the related link.
2. In the Accounting Periods window, choose the Create Year action.
3. Fill in the fields to define the structure of the fiscal year.
The fiscal year is typically 12 periods of one month each, but you can also divide it in other ways.
4. Choose the OK button.
The accounting periods are added to the page with the Starting Date and Name fields filled in. The default
names are based on the name of the month from the starting date, but you can change the name. After the last
period in the fiscal year, an additional accounting period is inserted with the New Fiscal Year check box selected.

See Also
How to: Specify Posting Periods
How to: Post the Year-End Closing Entry
Finance
Working with Dynamics NAV
 Setting Up to Calculations and Posting Methods for
Value-Added Tax
8/13/2018 • 15 minutes to read • Edit Online

Consumers and businesses pay value-added tax (VAT) when they purchase goods or services. The amount of VAT
to pay can vary, depending on several factors. In Dynamics NAV, you set up VAT to specify the rates to use to
calculate tax amounts based on the following:
Who you sell to
Who you buy from
What you sell
What you buy
You can set up VAT calculations manually, but that can be tricky and time consuming. To make it easy, we provide
an assisted setup guide named VAT Setup that will help you with the steps. We recommend that you use the
assisted setup guide to set up VAT.

NOTE
You can use the guide only if you have created a My Company, and have not posted transactions that include VAT.
Otherwise, it would be very easy to use different VAT rates by mistake, and make VAT-related reports inaccurate.

If you want to set up VAT calculations yourself, or just want to learn about each step, this topic contains
descriptions of each step.

To use the VAT Setup assisted setup guide to set up VAT

(recommended)
We recommend that you use the VAT Setup assisted setup guide to set up VAT in Dynamics NAV.
To start the assisted setup guide, follow these steps:

1. Choose the icon, enter Assisted Setup.

2. Choose VAT Setup.

To set up VAT business posting groups

VAT business posting groups should represent the markets in which you do business with customers and vendors,
and define how to calculate and post VAT in each market. Examples of VAT business posting groups are Domestic
and European Union (EU ).
Use codes that are easy to remember and describe the business posting group, such as EU, Non-EU, or
Domestic. The code must be unique. You can set up as many codes as you need, but you cannot have the same
code more than once in a table.
To set up a VAT business posting group, follow these steps:

1. Choose the icon, enter VAT Business Posting Group, and then choose the related link.
2. Fill in the fields as necessary.
You set up default VAT business posting groups by linking them to general business posting groups. Dynamics
NAV automatically assigns the VAT business posting group when you assign the business posting group to a
customer, vendor, or general ledger account.

To set up VAT product posting groups

VAT product posting groups represent the items and resources you buy or sell, and determine how to calculate
and post VAT according to the type of item or resource that is being bought or sold.
It is a good idea to use codes that are easy to remember and describe the rate, such as NO -VAT or Zero, VAT10
or Reduced for 10% VAT, and VAT25 or Standard for 25%.
To set up a VAT business posting group, follow these steps:

1. Choose the icon, enter VAT Product Posting Groups, and then choose the related link.
2. Fill in the fields as necessary.

To combine VAT posting groups in VAT posting setups

Dynamics NAV calculates VAT amounts on sales and purchases based on VAT posting setups, which are
combinations of VAT business and product posting groups. For each combination, you can specify the VAT
percent, VAT calculation type, and general ledger accounts for posting VAT for sales, purchases, and reverse
charges. You can also specify whether to recalculate VAT when a payment discount is applied or received.
Set up as many combinations as you need. If you want to group VAT posting setup combinations with similar
attributes, you can define a VAT Identifier for each group, and assign the identifier to the group members.
To combine VAT posting setups, follow these steps:

1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. Fill in the fields as necessary.

To assign VAT posting groups by default to multiple entities

If you want to apply the same VAT posting groups to multiple entities, you can set up Dynamics NAV to do so by
default. There are a couple of ways to do this:
You can assign VAT business posting groups to general business posting groups, or customer or vendor
templates
You can assign VAT product posting groups on general product posting groups
The VAT business or product posting group is assigned when you choose a business or product posting group for
a customer, vendor, item, or resource.

To assign VAT posting groups to individual accounts, customers,

vendors, items, and resources
The following sections describe how to assign VAT posting groups to individual entities.
To assign VAT posting groups to individual general ledger accounts
1. Choose the icon, enter Chart of Accounts, and then choose the related link.
2. Open the G/L Account card for the account.
3. On the Posting FastTab, in the Gen. Posting Type field, choose either Sale or Purchase.
4. Choose the VAT posting groups to use for the sales or purchase account.
To assign VAT business posting groups to customers and vendors
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Customer or Vendor card, expand the Invoicing FastTab.
3. Choose the VAT business posting group.
To assign VAT product posting groups to individual items and resources
1. Choose the icon, enter Item or Resource, and then choose the related link.
2. Do one of the following:
On the Item card, expand the Price & Posting FastTab, and then choose Show more to display the VAT
Product Posting Group field.
On the Resource card, expand the Invoicing FastTab.
Choose the VAT product posting group.

To set up clauses to explain the use of non-standard VAT rates

You set up a VAT clause to describe information about the type of VAT that is being applied. The information may
be required by government regulation. After you set up a VAT clause, and associate it with a VAT posting setup, the
VAT clause is displayed on printed sales documents that use the VAT posting setup group.
If needed, you can also specify how to translate VAT clauses to other languages. Then, when you create and print a
sales document that contains a VAT identifier, the document will include the translated VAT clause. The language
code specified on the Customer card determines the language.
You can modify or delete a VAT clause, and your modifications will be reflected in a generated report. However,
Dynamics NAV does not keep a history of the change. On the report, the VAT clause descriptions are printed and
displayed for all lines in the report alongside the VAT amount and the VAT base amount. If a VAT clause has not
been defined for any lines on the sales document, then the whole section is omitted when the report is printed.
To set up VAT clauses
1. Choose the icon, enter VAT Clauses, and then choose the related link.
2. On the VAT Clauses page, create a new line.
3. In the Code field, enter an identifier for the clause. You use this code to assign the clause to VAT posting
groups.
4. In the Description field, enter the text that you want to display on documents that can include VAT. In the
Description 2 field, enter additional text, if needed. The text displays on new lines.
5. Optional: To assign the VAT clause to a VAT posting setup right away, choose Setup, and then choosing the
clause. If you want to wait, you can assign the clause later on the VAT Posting Setup page.
6. Optional: To specify how to translate the VAT clause, choose the Translations action.
To assign a VAT clause to a VAT posting setup
1. Choose the icon, enter VAT Posting Setup, and then choose the related link.
2. In the VAT Clause column, choose the clause to use for each VAT posting setup it applies to.
To specify translations for VAT clauses
1. Choose the icon, enter VAT Clauses, and then choose the related link.
2. Choose the Translations action.
3. In the Language Code field, choose the language you are translating to.
4. In the Description and Description 2 fields, enter the translations of the descriptions. This text displays in the
translated VAT report documents.

To create a VAT posting setup to handle Import VAT

You use the Import VAT feature when you need to post a document where the entire amount is VAT. You will use
this if you receive an invoice from the tax authorities for VAT for imported goods.
To set up codes for import VAT, follow these steps:

1. Choose the icon, enter VAT Product Posting Groups, and then choose the related link.
2. On the VAT Product Posting Groups page, set up a new VAT product posting group for import VAT.
3. Choose the icon, enter VAT Posting Setup, and then choose the related link.
4. On the VAT Posting Setup page, create a new line, or use an existing VAT business posting groups in
combination with the new VAT product posting group for import VAT.
5. In the VAT Calculation Type field, choose Full VAT.
6. In the Purchase VAT Account field, enter the general ledger account to use for posting import VAT. All other
accounts are optional.

To verify VAT registration numbers

It is important that the VAT registration numbers you have for customers, vendors, and contacts are valid. For
example, companies sometimes change their tax liability status, and in some countries tax authorities might ask
you to provide reports, such as the EC Sales List report, that list the VAT registration numbers you use when you
do business.
The European Commission provides the VIES VAT Number Validation service on its website, which is public and
free. Dynamics NAV can save you a step and let you use the VIES service to validate and track VAT numbers for
customers, vendors, and contacts straight from the customer, vendor, and contact cards. The service in Dynamics
NAV is named EU VAT Reg. No. Validation Service. The service is available on the Service Connections page,
and you can start using it right away. The service connection is free, and signup is not required.

NOTE
To enable the EU VAT Reg. No. Validation Service, you must have administrator permissions.

When you use our service connection, we record a history of VAT numbers and verifications for each customer,
vendor, or contact, in the VAT Registration Log, so you can easily track them. The log is specific to each customer.
For example, the log is useful for proving that you have verified that the current VAT number is correct. When you
verify a VAT number, the Request Identifier column in the log will reflect that you have taken action.
You can view the VAT Registration log on the Customer, Vendor, or Contact cards, on the Invoicing FastTab, by
choosing the lookup button in the VAT Registration No. field.
Our service can also save you time when you create a customer or vendor. If you know the customer's VAT
number, you can enter it in the VAT Registration No. field on the Customer or Vendor cards, and we will fill out
the customer name for you. Some countries also provide company addresses in a structured format. In those
countries, we fill in the address too.

NOTE
There are a couple of things to note about the VIES VAT Number Validation service:

The service uses the http protocol, which means that data transferred through the service is not encrypted.
You may experience downtime for this service for which Microsoft is not responsible. The service is part of a
broad EU network of national VAT registers.
Using Reverse Charge VAT for Trade between EU Countries or Regions
Some companies must use reverse charge VAT when trading with other companies. For example this rule applies
to purchases from EU countries/regions and sales to EU countries/regions.

NOTE
This rule applies when trading with companies that are registered as VAT liable in another EU country/region. If you do
business directly with consumers in other EU countries/regions, then you should contact your tax authority for applicable
VAT rules.

TIP
You can verify that a company is registered as VAT liable in another EU country by using the EU VAT Registration Number
Validation service. The service is available for free in Dynamics NAV. For more information, see the section titled Verify VAT
registration numbers in this topic.

Sales to EU countries or regions

VAT is not calculated on sales to VAT-liable companies in other EU countries/regions. You must report the value of
these sales to EU countries/regions separately on your VAT statement.
To correctly calculate VAT on sales to EU countries/regions, you should:
Set up a line for sales with the same information for purchases. If you have already set up lines on the VAT
Posting Setup page for purchases from EU countries/regions, then you can also use these lines for sales.
Assign the VAT business posting groups in the VAT Bus. Posting Group field on the Invoicing FastTab of the
customer card of each EU customer. You should also enter the customer's VAT registration number in the VAT
Registration No. field on the Foreign Trade FastTab.
When you post a sale to a customer in another EU country/region, the VAT amount is calculated, and a VAT entry
is created by using the information about the reverse charge VAT and the VAT base, which is the amount that is
used to calculate the VAT amount. No entries are posted to the VAT accounts in the general ledger.

Understanding VAT rounding for documents

Amounts in documents that are not yet posted are rounded and displayed to correspond with the final rounding of
amounts that are actually posted. VAT is calculated for a complete document, which means that VAT is calculated
based on the sum of all lines with the same VAT identifier in the document.

Understanding the VAT Rate Conversion Process

The VAT rate change tool performs VAT rate conversions for master data, journals, and orders in different ways.
The selected master data and journals will be updated by the new general product posting group or VAT product
post group. If an order has been fully or partially shipped, the shipped items will keep the current general product
posting group or VAT product posting group. A new order line will be created for the unshipped items and
updated to align current and new VAT or general product posting groups. In addition, item charge assignments,
reservations, and item tracking information will be updated accordingly.
There are, however, a few things that the tool does not convert:
Sales or purchase orders and invoices where shipments have been posted. These documents are posted using
the current VAT rate.
Documents that have posted prepayment invoices. For example, you have made or received prepayments on
invoices that have not been completed before you use the VAT rate change tool. In this case, there will be a
 difference between the VAT that is due and the VAT that has been paid in the prepayments when the invoice is
completed. The VAT rate change tool will skip these documents and you will have to manually update them.
Drop shipments or special orders.
Sales or purchase orders with warehouse integration if they are partially shipped or received.
Service contracts.
To prepare VAT rate change conversions
Before you set up the VAT rate change tool, you must make the following preparations.
If you have transactions that use different rates, then they must be separated into different groups either by
creating new general ledger accounts for each rate or by using data filters to group transactions according to
rate.
If you create new general ledger accounts, then you must create new general posting groups.
To reduce the number of documents that get converted, post as many documents as possible and reduce
unposted documents to a minimum.
Back up data.
To set up the VAT rate change tool
1. Choose the icon, enter VAT Rate Change Setup, and then choose the related link.
2. On the Master Data, Journals, and Documents FastTabs, choose a posting group value from the option list
for needed fields.
To set up product posting group conversion
1. Choose the icon, enter VAT Rate Change Setup, and then choose the related link.
2. On the VAT Rate Change Setup page, on the Home tab, in the Process group, choose either VAT Prod.
Posting Group Conv. or Gen Prod. Posting Group Conv..
3. In the From Code field, enter the current posting group.
4. In the To Code field, enter the new posting group.
To perform VAT rate change conversion
You use the VAT rate change tool to manage changes in the standard rate of VAT. You perform VAT and general
posting group conversions to change VAT rates and maintain accurate VAT reporting. Depending on your setup,
the following changes are made:
VAT and general posting groups are converted.
Changes are implemented in general ledger accounts, customers, vendors, open documents, journal lines, and
so on.

IMPORTANT
Before you perform VAT rate change conversion, you can test the conversion. To do so, follow the steps below, but make
sure to clear the Perform Conversion and VAT Rate Change Tool Completed check boxes. During test conversion, the
Converted field in the VAT Rate Change Log Entry table is cleared and the Converted Date field in the VAT Rate
Change Log Entry table is blank. After the conversion is complete, choose VAT Rate Change Log Entries to view the
results of the test conversion. Verify each entry before you perform the conversion. In particular, verify transactions that use
an old VAT rate.

1. Choose the icon, enter VAT Rate Change, and then choose the VAT Rate Change Setup link.
2. Verify that you have already set up the VAT product posting group conversion or general product posting
group conversion.
3. Choose the Perform Conversion check box.
 IMPORTANT
Clear the VAT Rate Change Tool Completed check box. The check box is automatically selected when the VAT rate change
conversion is completed.

4. Choose the Convert action.

5. After the conversion is complete, on the Home tab, in the Process group, choose VAT Rate Change Log
Entries to view the results of the conversion.

IMPORTANT
After the conversion, the Converted field in the VAT Rate Change Log Entry table is chosen and the Converted Date
field in the VAT Rate Change Log Entry table displays the conversion date.

See Also
Setting Up Unrealized Value Added Tax
How To: Report VAT to a Tax Authority
How to: Work with VAT on Sales and Purchases
 How to: Update Currency Exchange Rates
4/16/2018 • 2 minutes to read • Edit Online

You must set up a code for each currency you use if you buy or sell in currencies other than your local currency,
have receivables or payables in other currencies, or record G/L transactions in different currencies.
As companies operate in increasingly more countries/regions, it becomes more important that they be able to
review or report financials in more than one currency. The program supports use of multiple currencies. Within the
program, your general ledger is set up using your local currency (LCY ), and another currency is set up as an
additional currency, with a current exchange rate assigned.
By designating a second currency as an additional reporting currency, Dynamics NAV will automatically record
amounts in both LCY and this additional reporting currency on each G/L entry and on other entries, such as VAT
entries. When G/L entry amounts are calculated in an additional reporting currency, the information in the
Currency Exchange Rates window is used to find the relevant exchange rate.

WARNING
The Additional Reporting Currency functionality should NOT be used as a basis for financial statement translation. It is not a
tool that can perform translation of foreign subsidiary financial statements as part of a company consolidation. The additional
reporting currency functionality only provides the option of preparing reports in another currency, as if that currency was the
company’s local currency.

Adjusting Exchange Rates

Because exchange rates fluctuate constantly, additional currency equivalents in your system must be adjusted
periodically. If these adjustments are not done, amounts that have been converted from foreign (or additional)
currencies and posted to the general ledger in LCY may be misleading. In addition, daily entries posted before a
daily exchange rate is entered into the program must be updated after the daily exchange rate information is
entered. The Adjust Exchange Rates batch job is used to adjust the exchange rates of posted customer, vendor and
bank account entries. It can also update additional reporting currency amounts on G/L entries.

Displaying Reports and Amounts in the Additional Reporting Currency

Using an additional reporting currency can assist the reporting process for a company in the following cases:
Companies in non-EU countries/regions that have a high proportion of transactions with EU country/region
companies. In this case, the non-EU company may also wish to report in euro to make its financial reports
more usable for its EU trade partners.
Companies that also wish to display reports in a more internationally traded currency than their own local
currency.
Several reports in the General Ledger application area are based on G/L entries. To display the financial data in the
report in the additional reporting currency, you simply select the Show in Add.-Currency field in the relevant G/L
report window.

To set up a currency exchange rate service

You can use an external service, such as Yahoo Currency Exchange Rates, to keep your currency exchange rates up
to date.
1. Choose the icon, enter Currency Exchange Rate Services, and then choose the related link.
2. Choose the New action.
3. In the Currency Exchange Rate Service window, fill in the fields as necessary. Choose a field to read a short
description of the field or link to more information.
4. Choose the Enabled check box to enable the service.

To update currency exchange rates through a service

1. Choose the icon, enter Currencies, and then choose the related link.
2. Choose the Update Exchange Rates action.
The value in the Exchange Rate field in the Currencies window is updated with the latest currency exchange rate.

See Also
Closing Years and Periods
Working with Dynamics NAV
 Setting Up or Changing the Chart of Accounts
4/16/2018 • 2 minutes to read • Edit Online

The chart of accounts shows the ledger accounts that store your financial data. Microsoft Dynamics NAV includes
a standard chart of accounts that is ready to support your business. However, you can change the default
accounts, and you can add new accounts.

Adding or Changing Accounts

From the chart of accounts, you can open each G/L account and add or change settings.

NOTE
You can delete a general ledger account. However, before you delete it, the following must be true:

The balance on the account must be zero.

The Allow G/L Acc. Deletion Before field must be set in the General Ledger Setup window, and the
account must not have ledger entries on or after that date.
If the Check G/L Account Usage field in the General Ledger Setup window is selected, then the account
must not be used in any posting groups or posting setup.
Dynamics NAV will prevent you from deleting a general ledger account that stores data that is needed in the chart
of accounts.

See Also
The General Ledger and the Chart of Accounts
Managing Bank Accounts
Working with Dimensions
Importing from Other Finance Systems
Working with Dynamics NAV
 Setting Up Cash Flow Analysis
4/16/2018 • 4 minutes to read • Edit Online

If you want some help to decide what to do with your cash, have a look at the charts on the Accountant Role
Center:
Cash Cycle
Income & Expense
Cash Flow
Cash Flow Forecasts
This topic describes where the data in the charts comes from and, if necessary, what to do to start using the charts.

The Cash Cycle and Income & Expense charts

The Cash Cycle and Income & Expense charts are ready to go, based on the Chart of Accounts and account
schedules. The accounts are where the data comes from, and account schedules calculate the relationship between
sales and receivables. Some accounts and account schedules are provided. You can use them as-is, change them,
and add new ones. If you add G/L accounts to your chart of accounts, for example, by importing them from
QuickBooks, you'll need to map to the accounts on the Account Schedules page for the following account
schedule names:

ACCOUNT SCHEDULE NAME WHERE IT'S USED

I_CACYCLE Cash Cycle

I_CASHFLOW Cash Flow

I_INCEXP Income & Expense

I_MINTRIAL As an income statement if you don't use the chart of accounts

Note It's a good idea to keep the calculations that are provided for the account schedule.
Enter accounts in the Totaling field for Total Revenue, Total Receivables, Total Payables, and Total
Inventory. To map to a range of accounts, or more than one specific account, enter the account numbers
separated by ".." or by a vertical bar, respectively. For example, 1111..4444 or 2222|3333|5555.
Tip Verify your mapping by choosing the Overview action.

Set up the Cash Flow chart

The Cash Flow chart is based on the following:
A chart of cash flow accounts.
One or more cash flow setups. These specify the accounts to use for general ledger, purchases, sales, services,
and fixed assets.
To help you get going, some accounts and cash flow setups are provided. You can add, change, or remove them.
To set these up, search for cash flow accounts, choose the link, and then fill in the fields. Choose a field to read a
short description of the field or link to more information. Repeat these steps for cash flow setup.
Set up cash flow forecasts
The Cash Flow Forecast chart uses cash flow accounts, cash flow setups, and cash flow forecasts. Some are
provided, however, you can set up your own by using an assisted setup guide. The guide helps you specify things
like how often to update the forecast, the accounts to base it on, information about when you pay taxes, and
whether to turn on Cortana Intelligence.
Cash flow forecasts can use Cortana Intelligence to include documents with a due date in the future. The result is a
more comprehensive prediction. The connection to Cortana Intelligence is already set up for you. You just need to
turn it on. When you sign in to Microsoft Dynamics NAV, a notification displays in a blue bar, and provides a link to
the default cash flow setup. The notification displays only once. If you close it, but decide to turn on Cortana
Intelligence, you can use the assisted setup guide, or a manual process.

NOTE
Alternatively, you can use your own predictive web service. For more information, see Create and use your own predictive
web service for cash flow forecasts.

To use the assisted setup guide:

1. In the Accountant Role Center, under the Cash Flow Forecast chart, choose the Open Assisted Setup action.
2. Fill in the fields in each step of the guide.
3. On the Home page, choose Cash Flow Forecast above the chart, and then Recalculate Forecast.
To use a manual process:
1. In the Accountant Role Center, search for Cash Flow Setup, and then choose the related link.
2. Expand the Cortana Intelligence FastTab, and then choose the Cortana Intelligence Enabled check box.
3. On the Home page, choose Cash Flow Forecast above the chart, and then Recalculate Forecast.

TIP
Consider the length of the periods that the service will use in its calculations. The more data you provide, the more accurate
the predictions will be. Also, watch out for large variances in periods. They will also impact predictions. If Cortana Intelligence
does not find enough data, or the data varies a lot, the service will not make a prediction.

Create and use your own predictive web service for cash flow forecasts
You can also create your own predictive web service based on a public model named Forecasting model for
Microsoft Dynamics NAV. This predictive model is available online in the Cortana Intelligence Gallery. To use
the model, follow these steps:
1. Open a browser and go to the Cortana Intelligence Gallery.
2. Search for Forecasting Model for Microsoft Dynamics NAV, and then open the model in Azure Machine
Learning Studio.
3. Use your Microsoft account to sign up for a workspace, and then copy the model.
4. Run the model, and publish it as a web service.
5. Make a note of the API URL and API key. You will use these credentials for a cash flow setup.
6. Choose the icon, enter Cash Flow Setup, and then choose the related link.
7. Expand the Cortana Intelligence FastTab, and then fill in the fields.

See Also
Analyzing Cash Flow in Your Company
Setting Up Finance
Working with Dynamics NAV
 How to: Set Up Cash Customers
8/13/2018 • 2 minutes to read • Edit Online

You cannot create an invoice without a customer number. This is true, even if you make a cash sale and do not have
anything to record in a customer account.

To set up a cash customer

1. Choose the icon, enter Customer, and then choose the related link.
2. Create a new Customer card. For more information, see How to: Register New Customers.
3. In the No. field, enter Cash, for example.
4. In the Name field, enter Cash Sale, for example.
5. On the Invoicing FastTab, fill in the Customer Posting Group and the Gen. Bus. Posting Group fields.
Now you have set up a customer that contains sufficient information for invoicing.

NOTE
You may have chosen a posting group that is also used for domestic credit sales. If you want to maintain separate data on
cash sales, for example, with a special sales or receivables account, you can set up an extra posting group for this purpose.
You must enter a number for a receivables account for the posting group, even though the balance in this account will
always be 0 after you post an invoice.

See Also
Managing Receivables
How to: Register New Customers
Finance
 How To: Set Up and Report Intrastat
8/13/2018 • 6 minutes to read • Edit Online

All companies in the European Union must report their trade with other EU countries/regions. You must report the
movement of goods to the statistics authorities in your country/region every month, and the report must be
delivered to the tax authorities. This is referred to as Intrastat Reporting. You use the Intrastat Journal page to
complete periodic Intrastat reports.

Required and Optional Setups

Before you can use the Intrastat journal to report Intrastat information, there are several things you must set up:
Intrastat journal templates: You must set up the Intrastat journal templates and batches you will use. Because
Intrastat is reported monthly, you must create 12 Intrastat journal batches based on the same template.
Commodity codes: Customs and tax authorities have established numerical codes that classify items and
services. You specify these codes on items.
Transaction nature codes: Countries and regions have different codes for types of Intrastat transactions, such
as ordinary purchase and sale, exchange of returned goods, and exchange of non-returned goods. Set up all of
the codes that apply to your country/region. You use these codes on sales and purchase documents, and when
you process returns.
Transport methods: There are seven, one-digit codes for Intrastat transport methods. 1 for sea, 2 for rail, 3 for
road, 4 for air, 5 for post, 7 for fixed installations, and 9 for own propulsion (for eample, transporting a car by
driving it). Dynamics NAV does not require these codes, however, we recommend that the descriptions provide
a similar meaning.
Optionally, you can also set up:
Transaction specifications: Use these to supplement the descriptions from the transaction types.
Areas: Use these to supplement information about countries and regions.
Entry/exit points: Use these to specify the locations where you ship or receive items to or from other
countries. Heathrow Airport is an example of an entry or exit point. You enter entry or exit points on sales and
purchase documents on the Foreign Trade FastTab. This information will also be copied from the item entries
when you create the Intrastat journal.
To set up Intrastat templates and batches
The Intrastat batch jobs include only item entries, and not general ledger entries. If you have general ledger entries
that qualify for Intrastat reporting, you must enter them manually. For example, if you purchase a computer from
another EU country or region, the computer is not placed in inventory, but is posted to a general ledger account.
You must manually enter this type of entry in the Intrastat journal.
You can export the entries to a file that you can send to your Intrastat authorities. You can also print a report,
manually enter the information on the forms from your authorities, and then submit the information.

NOTE
We recommended that you set up an Intrastat journal batch for each month.

1. Choose the icon, enter Intrastat Journal Templates, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information..
 Create a template for each Intrastat form you use.
3. To create batches, choose the Navigate tab, and then choose Batches.
4. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information..
Create a template for each Intrastat form you use..

NOTE
In the Statistics Period field, enter the statistics period as a four-digit number, where the first two digits represent the year
and the next two digits represent the month. For example, enter 1706 for June, 2017.

To set up commodity codes

All items that you buy or sell must have a commodity code.

1. Choose the icon, enter Commodity Codes, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. To assign a commodity code to an item, go to the Item Card page, expand the Costs & Posting FastTab, and
then enter the code in the Commodity Code field.
To set up transaction nature codes
1. Choose the icon, enter Transaction Nature Codes, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

TIP
If you frequently use a particular transaction nature code, you can make it the default. To do this, go to the Intrastat Setup
page, and choose the code.

To set up transport methods

1. Choose the icon, enter Transport Methods, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To Report Intrastat
After you fill in the Intrastat journal, you can print the Checklist report to make sure that that all information in the
journal is correct. Afterward, you can print an Intrastat report as a form, or create a file to submit to the tax
authority in your country/region.
To fill in Intrastat journals
1. Choose the icon, enter Intrastat Journal and then choose the related link.
2. On the Intrastat Journal page, in the Batch Name field, choose the relevant journal batch, and then Choose
the OK button.
3. Choose the Suggest Lines action. The Starting Date and Ending Date fields will already contain the dates
specified for the statistics period on the journal batch.
4. In the Cost Regulation % field, you can enter a percentage to cover transport and insurance. If you enter a
percentage, the content of the Statistical Value field in the journal is proportionally higher.
5. Choose OK to start the batch job.
The batch job retrieves all the item entries in the statistics period and inserts them as lines in the Intrastat journal.
You can edit the lines if needed.
 IMPORTANT
The batch job retrieves only the entries that contain a country/region code for which an Intrastat code has been entered on
the Countries/Regions page. Therefore, you must enter Intrastat codes for the country/region codes for which you will run
the batch job.

How to: Report Intrastat on a form or a file

To get the information that is required on the Intrastat form from the statistical authorities, you must print the
Intrastat – Form report. Before you can do this, you must prepare the Intrastat journal and fill it in. If you have
both sales and purchase transactions, you must complete a separate form for each type, so that you must print the
report two times.

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. On the Intrastat Journal page, choose the relevant journal batch in the Batch Name field.
3. If you have not already done this, fill in the journal manually or choose Suggest Lines.
4. Choose the Prints Intrastat Journal action.
5. On the Intrastat Jnl. Line FastTab, add a Type filter and then specify whether this is a Receipt or a Shipment.
6. Choose Send to to print the report.
How to: Report Intrastat in a file
You can submit the Intrastat report as a file. Before creating the file, you can print a checklist that contains the same
information that will be in the file.

1. Choose the icon, enter Intrastat Journal, and then choose the related link.
2. In the Intrastat Journal window, select the relevant journal batch in the Batch Name field.
3. If you have not already done this, fill in the journal manually or by choosing Suggest Lines.
4. Choose the Create File action.
5. In the batch job window, Choose the OK button.
6. Choose Save.
7. Browse to the location where you want to save the file, enter the file name, and then choose Save.

How to: Reorganize Intrastat Journals

Because you must submit an Intrastat report every month, and you create a new journal batch for each report, you
will eventually have many journal batches. The journal lines are not deleted automatically. You may want to
reorganize the journal batch names periodically. You do this by deleting the journal batches that you no longer
need. The journal lines in these batches are also deleted.

1. Choose the icon, enter Intrastat Journals, and then choose the related link.
2. To view the options, choose the Batch Name field.
3. Choose the journal batches to deleted, and then choose Delete.

See Also
Financial Management
 How to: Set Up Multiple Interest Rates
4/16/2018 • 2 minutes to read • Edit Online

Multiple interest rates are used for different periods for delayed payments in trade transactions. For example, a
government specifies the maximum interest to be levied for a consumer. This interest rate can be changed twice a
year on 01 January and 01 July. The interest rate between businesses (B2B ) is agreed by the parties and there is
no limit to that customer group. The announced rate is usually four percent more than the normal bank interest.
When you create finance charge terms and reminder terms, for delayed payment penalty, you can specify multiple
interest rates so that the penalty fee is calculated from different interest rates in different periods. For more
information, see How to: Collect Outstanding Balances. For more information, see How to: Collect Outstanding
Balances.

To set up multiple interest rates

1. Choose the icon, enter Finance Charge Terms, and then choose the related link.
2. In the Finance Charge Terms window, select the required finance term, and then choose the Interest Rates
action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
4. Choose the OK button.
5. Choose the icon, enter Reminder Terms, and then choose the related link.
6. In the Reminder Terms window, select the required reminder term, and then choose the Levels action.
7. In the Reminder Levels window, select the Calculate Interest field.
When you issue a finance charge memo, the memo shows the finance charges with multiple interest rates for a
specific time period. The memo also contains the contact details of the customer, the company issuing the memo,
the additional amount, and the total amount. The opening entry on the memo is displayed in bold. The finance
charges are calculated with multiple interest rates for a specific time period and are printed after the opening entry
of the memo.

See Also
How to: Collect Outstanding Balances
Setting Up Finance
 Setting Up Banking
4/16/2018 • 2 minutes to read • Edit Online

Using bank account cards, you can keep track of all your bank accounts, in any currency. After you have set up the
bank accounts, you can also use the check printing option.
To use electronic banking services to import bank statements and export payments, you must set up and enable
the involved services.

TO SEE

Set up bank account cards for each of your bank accounts, so How to: Set Up Bank Accounts
you can keep track of banking transactions.

Set up an external service that enables you to export your How to: Set Up the Bank Data Conversion Service
payments to the bank for processing and import bank
statements as bank files for payment application and bank
reconciliation.

See Also
Managing Bank Accounts
Managing Receivables
Managing Payables
Working with Dynamics NAV
 How to: Set Up Bank Accounts
4/16/2018 • 2 minutes to read • Edit Online

You use bank accounts in the Dynamics NAV to keep track of your banking transactions. Accounts can be
denominated in your local currency or in a foreign currency. After you have set up bank accounts, you can also use
the check printing option.

To set up bank accounts

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. In the Bank Accounts window, choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

NOTE
To fill in the Balance field with an opening balance, you must post a bank account ledger entry with the amount in question.
You can do this by performing a bank account reconciliation. For more information, see How to: Reconcile Bank Accounts
Separately. Alternatively, you can implement the opening balance as a part of general data creation in new companies by
using the Migrate Business Data assisted setup. For more information, see Welcome to Dynamics NAV.

To set up your bank account for import or export of bank files

Fields on the Transfer FastTab in the Bank Account Card window are related to import and export of bank feeds
and files. For more information, see How to: Set Up the Bank Data Conversion Service.

1. Choose the icon, enter Bank Accounts, and then choose the related link.
2. Open the card for a bank account that you will export or import bank files for.
3. On the Transfer FastTab, fill in the fields as necessary. Choose a field to read a short description of the field or
link to more information.

NOTE
Different file export services and their formats require different setup values in the Bank Account Card window. You will be
informed about wrong or missing setup values as you try to export the file. So read the short descriptions of the fields
carefully or refer to the related procedure topics. For example, exporting a payment file for North American electronic funds
transfer (EFT) requires that both the Last Remittance Advice No. field and the Transit No. field are filled in. For more
information, see How to: Export Payments to a Bank File.

To set up vendor bank accounts for export of bank files

Fields on the Transfer FastTab in the Vendor Bank Account Card window are related to export of bank feeds
and files. For more information, see How to: Set Up the Bank Data Conversion Service and How to: Export
Payments to a Bank File.

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the card for a vendor whose bank account you will export payment bank files to.
3. Choose the Bank Accounts action.
4. In the Vendor Bank Account Card window, on the Transfer FastTab, fill in the fields as necessary. Choose a
 field to read a short description of the field or link to more information.

See Also
Setting Up Banking
Managing Bank Accounts
Working with Dynamics NAV
 How to: Set Up the Bank Data Conversion Service
8/13/2018 • 3 minutes to read • Edit Online

A global provider of services to convert payment information to any data format that your bank requires is
connected and ready to be enabled in Dynamics NAV. This is referred to in Dynamics NAV as the bank data
conversion service.
You can export payment lines from the Payment Journal window to a file or a data stream that you then upload
to your bank for automatic processing so that you do not have to make electronic payments individually. For
more information, see How to: Export Payments to a Bank File.
You can import bank statement files into the Payment Reconciliation Journal window by using the bank data
conversion service to convert a file that you receive from your bank to a data stream that Dynamics NAV can
import. For more information, see How to: Apply Payments Automatically and Reconcile Bank Accounts.
To import or export bank files, you must set up your own bank account and your vendors' bank accounts. For
more information, see How to: Set Up Bank Accounts.

NOTE
The bank data conversion service may impose a limit on the number of lines that can be exported in one file. You will
receive an error message if the limit is exceeded. It is recommended that bank statement files do not exceed 1000 lines as
the processing time in the bank data conversion service may otherwise increase significantly.

To sign your company up for the bank data conversion service

1. Choose the icon, enter Bank Data Conv. Service Setup, and then choose the related link.
2. The Bank Data Conv. Service Setup window opens with three fields prefilled with relevant URLs of the
provider of bank data conversion service.

NOTE
In the CRONUS International Ltd. demonstration database, the User Name and Password fields are prefilled with
demonstration logon information, which you will replace with your company’s actual information as you sign up for
the bank data conversion service.

3. In the Sign-up URL field, choose the browser button to open the service provider’s sign-up page.
4. On the sign-up page of the bank data service provider, enter the user name and password for your
company’s subscription to the service, and then complete the sign-up process as instructed by the service
provider.
Your company is now signed up for the bank data conversion service. Proceed to enter the user name and
password that you specified for the service in the related setup fields in Dynamics NAV.
5. In the Bank Data Conv. Service Setup window, in the User Name field, enter the same value that you
entered as logon name on the service provider’s page in step 4.
6. In the Password field, enter the same value that you entered in the Password field on the service
provider’s page in step 4.
To encrypt your login information
It is recommended that you protect the logon information that you enter in the Bank Data Conv. Service Setup
window. You can encrypt data on the Dynamics NAV server by generating new or importing existing encryption
keys that you enable on the Dynamics NAV server instance that connects to the database.
1. In the Bank Data Conv. Service Setup window, choose the Encryption Management action.
2. In the Data Encryption Management window, enable encryption of your data.

To view or update the list of currently supported bank data formats

1. Choose the icon, enter Bank Data Conv. Service Setup , and then choose the related link.
2. In the Bank Data Conv. Service Setup window, choose the Bank Name - Data Conversion List action to
open the list of bank names representing bank data formats that are supported by the conversion service.
3. In the Bank Name - Data Conversion List page, choose the Update Bank Name List action.
The list of bank data formats that are supported by the bank data conversion service is now updated. This is the
list of bank names, filtered by the country/region, that you can select from in the Bank Name - Data
Conversion field in the Bank Account Card window.

NOTE
The update of supported bank data formats also occurs when you select or enter a value in the Bank Name - Data
Conversion field on the bank account.

You have now signed up for the bank data conversion service. Proceed to reflect the sign-up information on
every bank account that will use the service.

See Also
Setting Up Banking
Managing Bank Accounts
Working with Dynamics NAV
 Setting Up Sales
4/16/2018 • 2 minutes to read • Edit Online

Before you can manage sales processes, you must configure the rules and values that define the company's sales
policies.
You must define the general setup, such as which sales documents are required and how their values are posted.
This general setup is typically performed once during the initial implementation.
A separate series of tasks related to registering new customers is to record any special price or discount
agreements that you have with each customer.
Finance-related sales setup, such as payment methods and currencies, are covered in the Finance Setup section.
For more information, see Setting Up Finance.

TO SEE

Create a customer card for each customer that you sell to. How to: Register New Customers

Enable customers to pay through PayPal by choosing the How to: Enable Customer Payment Through PayPal
PayPal logo on sales documents.

Enter the different discounts and special prices that you How to: Record Sales Price, Discount, and Payment
grant to customers depending on item, quantities, and/or Agreements
date.

Set up salespeople so that you can assign them to customer How to: Set Up Salespeople
contacts or measure salespeople's performance as a basis for
calculating the sales commission or bonus.

Specify for individual customers or for all customers how How to: Set Up Document Sending Profiles
sales documents are sent by default when you choose the
Post and Send action.

Set your email up to contain a summary of information in How to: Send Documents by Email.
the sales document that is being sent.

Use an EU web service to verify a customer's VAT registration How to: Verify VAT Registration Numbers
number.

Enter information about the different transportation vendors How to: Set Up Shipping Agents
you use, including a link to their package tracking service.

See Also
Sales
Working with Dynamics NAV
 How to: Register New Customers
4/16/2018 • 2 minutes to read • Edit Online

Customers are the source of your income. You must register each customer you sell to as a customer card.
Customer cards hold the information that is required to sell products to the customer. For more information, see
How to: Invoice Sales and How to: Register New Items.
Before you can register new customers, you must set up various sales codes that you can select from when you
fill in customer cards. For more information, see Set Up Sales.

NOTE
If customer templates exist for different customer types, then a window appears when you create a new customer card from
where you can select an appropriate template. If only one customer template exists, then new customer cards always use
that template.

To create a new customer card

1. On the Home page, choose the Customers action to open the list of existing customers.
2. In the Customers window, choose the New action.
If only one customer template exists, then a new customer card opens with some fields filled with
information from the template.
If more than one customer template exists, then a window opens from which you can select a customer
template. In that case, follow the next two steps.
3. In the Select a template for a new customer window, choose the template that you want to use for the
new customer card.
4. Choose the OK button. A new customer card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the customer card as necessary. Choose a field to read a short
description of the field or link to more information.
On the Sales Prices FastTab, you can view special prices or discounts that you grant for the customer if certain
criteria are met, such as item, minimum order quantity, or ending date. Each row represents a special price or line
discount. Each column represents a criterion that must apply to warrant the special price that you enter in the
Unit Price field, or the line discount that you enter in the Line Discount % field. For more information, see
Record Sales Price, Discount, and Payment Agreements.
The customer is now registered, and the customer card is ready to be used on sales documents.
If you want to use this customer card as a template when you create new customer cards, you can save it as a
template. For more information, see the following section.

To save the customer card as a template

1. In the Customer Card window, choose the Save as Template action. The Customer Template window
opens showing the customer card as a template.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension Templates window opens
showing any dimension codes that are set up for the customer.
4. Edit or enter dimension codes that will apply to new customer cards created by using the template.
5. When you have completed the new customer template, choose the OK button.
The customer template is added to the list of customer templates, so that you can use it to create new customer
cards.

See Also
Sales
Setting Up Sales
Working with Dynamics NAV
 How to: Enable Customer Payments Through
Payment Services
8/13/2018 • 2 minutes to read • Edit Online

As an alternative to collecting payments through bank transfer or credit cards, your customers can pay you
through their account with payment services, such as PayPal and WorldPay.
After you enable a payment service in Dynamics NAV, a link to the service is available on sales documents that
you send by email to your customers. Customers can use the link to go to the payment service and pay the bill,
directly from the sales document. If you don't want to include the link, for example, if a customer will pay with
cash, you can remove the payment service from the invoice before posting.
The PayPal Payments Standard and WorldPay Payments Standard extensions are installed in Dynamics NAV, and
are ready for you to enable.

To enable a payment service in Dynamics NAV

1. Choose the icon, enter Payment Services, and then choose the related link.
2. In the Payment Services window, choose the New action.
3. Select the payment service, and then close the window.
4. In the Payment Services window, choose the Setup action.
5. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
6. Close the window.

To select a payment service on a sales invoice

1. On the Home page, choose Sales Invoices.
2. Open the sales invoice that you want to pay by using the payment service.
3. In the Payment Service field, choose the payment service.

NOTE
The Payment Service field is available only if you've enabled the payment service.

See Also
Setting Up Sales
Sales
Customizing Dynamics NAV Using Extensions
Working with Dynamics NAV
 How to: Record Special Sales Prices and Discounts
8/13/2018 • 7 minutes to read • Edit Online

The different price and discount agreements that apply when selling to different customers must be defined so
that the agreed rules and values are applied to sales documents that you create for the customers.
When you have recorded special prices and line discounts for sales and purchases, Dynamics NAV ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines. For more information, see "Best Price Calculation" section.
Concerning prices, you can have a special sales price inserted on sales lines if a certain combination of customer,
item, minimum quantity, unit of measure, or starting/ending date exists.
Concerning discounts, you can set up and use two types of sales discounts:

DISCOUNT TYPE DESCRIPTION

Sales Line Discount An amount discount that is inserted on sales lines if a certain
combination of customer, item, minimum quantity, unit of
measure, or starting/ending date exists. This works in the
same way as for sales prices.

Invoice Discount A percentage discount that is subtracted from the document

total if the value amount of all lines on a sales document
exceeds a certain minimum.

Because sales prices and sales line discounts are based on a combination of item and customer, you can also
perform this configuration from the item card of the item where the rules and values apply.

To set up a sales price for a customer

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Prices action.
The Sales Type field is prefilled with Customer, and the Sales Code field is prefilled with the customer
number.
3. Fill in the fields on the line as necessary. Choose a field to read a short description of the field or link to
more information. Fill a line for each combination that will grant a special sales price to the customer.

To set up a sales line discount for a customer

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Line Discounts action.
The Sales Type field is prefilled with Customer, and the Sales Code field is prefilled with the customer
number.
3. Fill in the fields on the line as necessary. Choose a field to read a short description of the field or link to
more information. Fill a line for each combination that will grant a sales line discount to the customer.
To set up an invoice discount for a customer
When you have decided which customers are eligible for invoice discounts, enter the invoice discount code on the
customer cards and set up the terms for each code.

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer card for a customer that will be eligible for invoice discounts.
3. In the Invoice Disc. Code field, select a code for the relevant invoice discount terms to use to calculate
invoice discounts for the customer.

NOTE
Invoice discount codes are represented by existing customer cards. This enables you to quickly assign invoice
discount terms to customers by picking the name of another customer who will have the same terms.

Proceed to set up new the sales invoice discount terms.

4. In the Customer Card window, choose the Invoice Discounts action. The Cust. Invoice Discounts
window opens.
5. In the Currency Code field, enter the code for a currency that the invoice discount terms on the line
applies to. Leave the field blank to set up invoice discount terms in USD.
6. In the Minimum Amount field, enter the minimum amount that an invoice must have to be eligible for
the discount.
7. In the Discount % field, enter the invoice discount as a percentage of the invoice amount.
8. Repeat steps 5 through 7 for each currency that the customer will receive a different invoice discount for.
The invoice discount is now set up and assigned to the customer in question. When you select the customer code
in the Invoice Disc. Code field on other customer cards, the same invoice discount is assigned to those
customers.

To work with sales invoice discounts and service charges

When you use invoice discounts, the size of the invoice amount determines the size of the discount that is
granted.
In the Cust. Invoice Discounts window, you can also add a service charge to invoices over a certain amount.
Before you can use invoice discounts with sales, you must enter certain information in the program. You must
decide:
which customers will be granted this type of discount.
which discount percentages you will use.
If you invoice discounts to be calculated automatically, you can specify this in the Sales & Receivables Setup
window.
For each customer, you can specify whether you will grant invoice discounts if the requirement is satisfied (that is,
if the invoice amount is large enough). You can define the terms of the invoice discount in local currency for
domestic customers and in foreign currency for foreign customers.
You link discount percentages to specific invoice amounts in Cust. Invoice Discounts windows. You can enter
any number of percentages in each window. Each customer can have its own window, or you can link several
customers to the same window.
In addition to (or instead of) a discount percentage, you can link a service charge amount to a specific invoice
amount.

TIP
Before you start entering this information in the program, it is a good idea to prepare an outline of the discount structure
you want to use. This makes it easier to see which customers can be linked to the same invoice discount window. The fewer
windows you have to set up, the faster you can enter the basic information.

Best Price Calculation

When you have recorded special prices and line discounts for sales and purchases, Dynamics NAV ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines.
The best price is the lowest permissible price with the highest permissible line discount on a given date.
Dynamics NAV automatically calculates this when it inserts the unit price and the line discount percentage for
items on new document and journal lines.

NOTE
The following describes how the best price is calculated for sales. The calculation is the same for purchases.

1. Dynamics NAV checks the combination of the bill-to customer and the item and then calculates the
applicable unit price and line discount percentage, using the following criteria:
Does the customer have a price/discount agreement, or does the customer belong to a group that
does?
Is the item or the item discount group on the line included in any of these price/discount agreements?
Is the order date (or the posting date for the invoice and credit memo) within the starting and ending
date of the price/discount agreement?
Is a unit of measure code specified? If so, Dynamics NAV checks for prices/discounts with the same unit
of measure code, and prices/discounts with no unit of measure code.
2. Dynamics NAV checks if any price/discount agreements apply to information on the document or journal
line, and then inserts the applicable unit price and line discount percentage, using the following criteria:
Is there a minimum quantity requirement in the price/discount agreement that is fulfilled?
Is there a currency requirement in the price/discount agreement that is fulfilled? If so, the lowest price
and the highest line discount for that currency are inserted, even if local currency would provide a
better price. If there is no price/discount agreement for the specified currency code, Dynamics NAV
inserts the lowest price and the highest line discount in your local currency.
If no special price can be calculated for the item on the line, then either the last direct cost or the unit price from
the item card is inserted.

To copy sales prices

If you want to copy sales prices, such as an individual customer's sales prices to use for a customer price group,
you must run the Suggest Sales Price on Wksh. batch job. You find the batch job in the Sales Price
Worksheet window.

1. Choose the icon, enter Sales Price Worksheet, and then choose the related link.
2. Choose the Suggest Sales Price on Wksh. action.
3. On the Sales Prices FastTab, fill in the Sales Type and Sales Code fields with the original sales prices you
want to copy.
4. In the top section of the request window, fill in the Sales Type and Sales Code with the type and name you
want the sales prices copied to.
5. If you want the batch job to create new prices, select the Create New Prices field.
6. Choose the OK button to fill in the lines on the Sales Price Worksheet window with the suggested new
prices, indicating that they are valid for the selected Sales Type.

NOTE
This batch job only creates suggestions and it does not implement the suggested changes. If you are satisfied with the
suggestions and want to implement them, that is insert them in the Sales Prices table, you can use the Implement Price
Changes batch job, which is found on the Actions tab, in the Functions group, in the Sales Price Worksheet window.

See Also
Setting Up Sales
Sales
Working with Dynamics NAV
 How to: Set Up Salespeople
4/16/2018 • 2 minutes to read • Edit Online

Many companies want to follow an individual employee's performance as a basis for calculating the sales
commission or bonus. See, for example, the Salesperson Commissions report. A company may also want to
assign a salesperson to each of their contacts.
When yo have set up a salesperson in the Salespeople window, you can select it in the Salesperson Code field
on all relevant records, such as G/L account, customer, vendor, contacts, and campaign cards. Then, when you post
or set up invoices, credit memos, journal lines, finance charge activities, and so on, the salesperson code is carried
to the resulting ledger entries.

To set up a salesperson code

1. Choose the icon, enter Salespeople, and then choose the related link.
2. In the Salespeople window, choose the New action.
You can use salespeople in various relationship management and marketing work. For example, you can assign
tasks to salespeople, so that the tasks are incorporated in sales opportunities that the salesperson are assigned to.
For more information, see How to: Set Up Opportunity Sales Cycles and Cycle Stages.

See Also
Setting Up Sales
Sales
Working with Dynamics NAV
 How to: Set Up Document Sending Profiles
4/16/2018 • 2 minutes to read • Edit Online

You can set each customer up with a preferred method of sending sales documents, so that you do not have to
select a sending option every time you choose the Post and Send action.
In the Document Sending Profiles window, you set up different sending profiles that you can select from in the
Document Sending Profile field on a customer card. You can select the Default check box to specify that the
document sending profile is the default profile for all customers, except for customers where the Document
Sending Profile field is filled with another sending profile.
When you choose the Post and Send action on a sales document, the Post and Send Confirmation dialog box
shows the sending profile used, either the one set up for the customer or the default for all customers. In the
dialog box, you can change the sending profile for the sales document. For more information, see How to: Invoice
Sales.

To set up a document sending profile

1. Choose the icon, enter Document Sending Profiles, and then choose the related link.
2. In the Document Sending Profiles window, choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To specify a sending profile on a customer card

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the card of the customer who you want to set up a sending profile for.
3. In the Document Sending Profile field, select a profile that you have set up as described in the previous
procedure.

See Also
Setting Up Sales
Sales
Working with Dynamics NAV
 How to: Send Documents by Email
4/16/2018 • 4 minutes to read • Edit Online

To communicate the contents of business documents quickly to your business partners, such as the payment
information on sales documents to customers, you can use the Report Layout feature to define document-specific
content that gets inserted in email bodies automatically. For more information, see Managing Report and
Document Layouts.
To enable emails from within Dynamics NAV, start the Set Up Email assisted setup on the Home page.
You can email practically all document types as attachments to email messages directly from the window that
shows the document. In addition to the attachment, you can set up document-specific email bodies with core
information from the document preceded by standard text that greets the mail recipient and introduces the
document in question. To offer your customers to pay for sales electronically using a payment service, such as
PayPal, you can also have the PayPal information and hyperlink inserted in the email body.
From all supported documents, you initiate emailing by choosing the Send action, on posted documents, or the
Post and Send action, on non-posted documents.
If the Email field in the Send Document to window is set to Yes (Prompt for Settings), then the Send Email
window opens prefilled with the contact person in the To: field and the document attached as a PDF file. In the
Body field, you can either enter text manually or you can have the field filled with a document-specific email body
that you have set up.
The following procedure describes how to set the Sales - Invoice report up to be used for document-specific email
bodies when you email posted sales invoices.

To set up a document-specific email body for sales invoices

1. Choose the icon, enter Report Selections Sales, and then choose the related link.
2. In the Report Selection - Sales window, in the Usage field, select Invoice.
3. On a new line, in the Report ID field, select, for example, standard report 1306.
4. Select the Use for Email Body check box.
5. Choose the Email Body Layout Code field, and then select a layout from the drop-down list.
Report layouts define both the style and the content of the email body, including the standard text that
precedes the core document information in the email body. You can see all available report layouts if you
choose the Select from full list button in the drop-down list.
6. To view or edit the layout that the email body is based on, select the layout in the Custom Report Layouts
window, and then choose the Edit Layout action.
7. If you want to offer customers to pay for sales electronically, you can set up the related payment service,
such as PayPal, and then have the PayPal information and hyperlink inserted in the email body as well. For
more information, see How to: Enable Customer Payments Through PayPal.
8. Choose the OK button.
Now, when you choose, for example, the Send action in the Posted Sales Invoice window, the email body will
contain the document information of report 1306 preceded by styled standard text according to the report layout
that you selected in step 5.
The following procedure describes how to send a posted sales invoice as an email message with the document
attached as a PDF file and with a document-specific email body.

To send documents by email

1. Choose the icon, enter Posted Sales Invoices, and then choose the related link.
2. Select the relevant posted sales invoice, and then choose the Send action. The Send Document to window
opens.
3. In the Email field, select Yes (Prompt for Settings). For more information, see How to: Set Up Document
Sending Profiles.
4. Choose the OK button. The Send Email window opens.
5. In the To: field, enter a valid email address. The default value is the customer email address.
6. In the Subject field, enter a descriptive subject text. The default value is the customer name and invoice
number.
7. In the Attachment field, the generated invoice is attached by default as a PDF file. Choose the lookup
button to open the file or attach another one.
8. In the Body field, enter a short message to the recipient.
If a document-specific email body is set up in the Report Selection - Sales window, then the Body field is
filled in automatically. For more information, see the "To set up a document-specific email body for sales
invoices" section in this topic.
9. Choose the OK button to send the email message.

NOTE
If you do not want to specify email settings each time you email a document, you can select the Yes (Use Default Settings)
option in the Email field in the Send Document to window. In that case, the Send Email window will not open. See Step 4.
For more information, see How to: Set Up Document Sending Profiles.

See Also
Managing Report and Document Layouts
How to: Set up Email
How to: Invoice Sales
Working with Dynamics NAV
 How to: Set Up Shipping Agents
4/16/2018 • 2 minutes to read • Edit Online

You can set up a code for each of your shipping agents and enter information about them.
If you enter an Internet address for the shipping agent, and the agent provides package tracking services on the
Internet, you can use the automatic package tracking feature. For more information, see How to: Track Packages.
When you set up shipping agents on your sales orders, you can also specify the services that each shipping agent
offers.
For each shipping agent, you can set up an unlimited number of services, and you can specify a shipping time for
each service.
When you have assigned a shipping agent service to a sales order line, the shipping time of the service will be
included in the order promising calculation, for that line. For more information, see How to: Calculate Order
Promising Dates.

To set up a shipping agent

1. Choose the icon, enter Shipping Agents, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information..
3. Choose the Shipping Agent Services action.
4. In the Shipping Agent Services, fill in the fields as necessary.

NOTE
If you delete the shipping agent on the order line, the shipping agent service code is also deleted. The contents of fields that
were based in part on the shipping agent service are recalculated.

See Also
How to: Track Packages
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 Setting Up Purchasing
4/16/2018 • 2 minutes to read • Edit Online

Before you can manage purchase processes, you must configure the rules and values that define the company's
purchase policies.
You must define the general setup, such as which purchase documents are required and how their values are
posted. This general setup is typically performed once during the initial implementation.
A separate series of tasks related to registering new vendors is to record any special price or discount agreements
that you have with each vendor.
Finance-related purchase setup, such as payment methods and currencies, are covered in the Finance Setup
section. For more information, see Setting Up Finance.

TO SEE

Create a vendor card for each vendor that you purchase from How to: Register New Vendors

Enter the different discounts and special prices that vendors How to: Record Purchase Price, Discount, and Payment
grant you depending on item, quantities, and/or date Agreements

Prioritize vendors How to: Prioritize Vendors

Set up purchasers How to: Set Up Purchasers

See Also
Purchasing
Working with Dynamics NAV
 How to: Register New Vendors
4/16/2018 • 2 minutes to read • Edit Online

Vendors provide the products that you sell. Each vendor that you purchase from must be registered as a vendor
card.
Before you can register new vendors, you must set up various purchase codes that you can select from when you
fill vendor cards. When all of the required master data is created, you can perform additional configuration of the
vendor, such as prioritize the vendor for payment purposes and list items that the vendor and other vendors can
supply. Another group of setup tasks for vendors is to record your agreements concerning discounts, prices, and
payment methods. For more information, see Setting Up Purchasing.
Vendor cards hold the information that is required to buy products from the vendor. For more information, see
How to: Record Purchases and How to: Register New Items.

NOTE
If vendor templates exist for different vendor types, then a window appears when you create a new vendor card from where
you can select an appropriate template. If only one vendor template exists, then new vendor cards always use that template.

To create a new vendor card

1. On the Home page, choose Vendors to open the list of existing vendors.
2. In the Vendors window, Choose New.
If more than one vendor template exists, then a window opens from which you can select a vendor
template. In that case, follow the next two steps.
3. In the Select a template for a new vendor window, choose the template that you want to use for the new
vendor card.
4. Choose the OK button. A new vendor card opens with some fields filled with information from the
template.
5. Proceed to fill or change fields on the vendor card as necessary. Choose a field to read a short description
of the field or link to more information.

NOTE
If you do not know the invoicing address that will be used for every invoice from a vendor, do not fill in the Pay-to field.
Instead, choose the pay-to vendor number after you have set up a purchase quote, order, or invoice header.

The vendor is now registered, and the vendor card is ready to be used on purchase documents.
If you want to use this vendor card as a template when you create new vendor cards, you can save it as a vendor
template. For more information, see the following section.

To save the vendor card as a template

1. In the Vendor Card window, choose the Save as Template action. The Vendor Template window opens
showing the vendor card as a template.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension Templates window opens
showing any dimension codes that are set up for the vendor.
4. Edit or enter dimension codes that will apply to new vendor cards created by using the template.
5. When you have completed the new vendor template, choose the OK button.
The vendor template is added to the list of vendor templates, so that you can use it to create new vendor cards.

See Also
Purchasing
How to: Record Purchases
Working with Dynamics NAV
 How to: Record Special Purchase Prices and
Discounts
8/13/2018 • 7 minutes to read • Edit Online

The different price and discount agreements that apply when you buy from different vendors must be defined so
that the agreed rules and values are applied to purchase documents that you create for the vendors.
When you have recorded special prices and line discounts for sales and purchases, Dynamics NAV ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines. For more information, see the "Best Price Calculation" section.
Concerning prices, you can have a special purchase price inserted on purchase lines if a certain combination of
vendor, item, minimum quantity, unit of measure, or starting/ending date exists.
Concerning discounts, you can set up and use two types of purchase discounts:

DISCOUNT TYPE DESCRIPTION

Purchase Line Discount An amount discount that is inserted on purchase lines if a

certain combination of vendor, item, minimum quantity, unit
of measure, or starting/ending date exists. This works in the
same way as for purchase prices.

Invoice Discount A percentage discount that is subtracted from the document

total if the value amount of all lines on a purchase document
exceeds a certain minimum.

Because purchase line discounts and purchase prices are based on a combination of item and vendor, you can also
enter this configuration from the item card, where the rules and values are defined. For more information, see How
to: Register New Items.

To set up a special purchase price for a vendor

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card, and then choose the Prices action.
The Purchase Type field is prefilled with Vendor, and the Purchase Code field is prefilled with the vendor
number.
3. Fill in the fields on the line as necessary. Choose a field to read a short description of the field or link to
more information.
4. Fill a line for each combination for which the vendor grants you a purchase line discount.

To set up a line discount for a vendor

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card, and then choose the Line Discounts action.
The Purchase Type field is prefilled with Vendor, and the Purchase Code field is prefilled with the vendor
number.
3. Fill in the fields on the line as necessary. Choose a field to read a short description of the field or link to
more information.
4. Fill a line for each combination for which the vendor grants you a purchase line discount.

To set up an invoice discount for a vendor

When your vendors have informed you which invoice discounts they grant, enter the invoice discount code on the
vendor cards and set up the terms for each code.

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the vendor card for a vendor that will be eligible for invoice discounts.
3. In the Invoice Disc. Code field, select a code for the relevant invoice discount terms to use to calculate
invoice discounts for the vendor.

NOTE
Invoice discount codes are represented by existing vendor cards. This enables you to quickly assign invoice discount
terms to vendors by picking the name of another vendors who will have the same terms.

Proceed to set up new the purchase invoice discount terms.

4. In the Vendor Card window, choose the Invoice Discounts action. The Vend. Invoice Discounts window
opens.
5. In the Currency Code field, enter the code for a currency that the invoice discount terms on the line applies
to. Leave the field blank to set up invoice discount terms in USD.
6. In the Minimum Amount field, enter the minimum amount that an invoice must have to be eligible for the
discount.
7. In the Discount % field, enter the invoice discount as a percentage of the invoice amount.
8. Repeat steps 5 through 7 for each currency that the vendor will receive a different invoice discount for.
The invoice discount is now set up and assigned to the vendor in question. When you select the vendor code in the
Invoice Disc. Code field on other vendor cards, the same invoice discount is assigned to those vendor.

To choose a principle for posting purchase discounts

When you post a purchase invoice that includes one or more discounts, you can choose between two principles for
posting discount amounts. You can post discounts separately or you can subtract discounts from invoice discounts.
Before you can do this, you must have already set up the necessary accounts for posting discount amounts in the
chart of accounts. You must also check that you have entered the correct account numbers in the general posting
setup in the Purch. Line Disc. Account and Purch. Inv. Disc. Account fields.

1. Choose the icon, enter Purchases & Payables Setup, and then choose the related link.
2. In the Discount Posting field, choose one of the following principles for posting discounts.

DISCOUNT POSTING PRINCIPLE INVOICE DISCOUNT LINE DISCOUNT

All Discounts Posted separately Posted separately

Invoice Discounts Posted separately Subtracted

 DISCOUNT POSTING PRINCIPLE INVOICE DISCOUNT LINE DISCOUNT

Line Discounts Subtracted Posted separately

No Discounts Subtracted Subtracted

Purchase Invoice Discounts and Service Charges

If you have fixed terms for invoice discounts with any vendors, you can enter them for those vendors. Then the
discount will be calculated when you fill in a purchase invoice.
Before you can use invoice discounts with purchases, you must specify the vendors that offer you the discounts.
You link discount percentages to specific invoice amounts in Vend. Invoice Discounts windows. You can enter
any number of percentages in each window. Each vendor can have its own window, or you can link several vendors
to the same window.
In addition to a discount percentage, you can link a service charge amount to a specific invoice amount.
You can define the terms of the invoice discount in LCY for domestic vendors and in foreign currency for foreign
vendors.
You can choose to have Dynamics NAV automatically calculate the invoice discounts for quotes, blanket orders,
orders, invoices, or credit memos.

TIP
Before you enter this information, it is a good idea to prepare an outline of the discount structure that you want to use. This
makes it easier to see which vendors can be linked to the same invoice discount window. The fewer windows that you have to
set up, the faster that you can enter the basic information.

Best Price Calculation

When you have recorded special prices and line discounts for sales and purchases, Dynamics NAV ensures that
your profit on item trade is always optimal by automatically calculating the best price on sales and purchase
documents and on job and item journal lines.
The best price is the lowest permissible price with the highest permissible line discount on a given date. Dynamics
NAV automatically calculates this when it inserts the unit price and the line discount percentage for items on new
document and journal lines.

NOTE
The following describes how the best price is calculated for sales. The calculation is the same for purchases.

1. Dynamics NAV checks the combination of the bill-to customer and the item and then calculates the
applicable unit price and line discount percentage, using the following criteria:
Does the customer have a price/discount agreement, or does the customer belong to a group that does?
Is the item or the item discount group on the line included in any of these price/discount agreements?
Is the order date (or the posting date for the invoice and credit memo) within the starting and ending
date of the price/discount agreement?
 Is a unit of measure code specified? If so, Dynamics NAV checks for prices/discounts with the same unit
of measure code, and prices/discounts with no unit of measure code.
2. Dynamics NAV checks if any price/discount agreements apply to information on the document or journal
line, and then inserts the applicable unit price and line discount percentage, using the following criteria:
Is there a minimum quantity requirement in the price/discount agreement that is fulfilled?
Is there a currency requirement in the price/discount agreement that is fulfilled? If so, the lowest price
and the highest line discount for that currency are inserted, even if LCY would provide a better price. If
there is no price/discount agreement for the specified currency code, Dynamics NAV inserts the lowest
price and the highest line discount in LCY.
If no special price can be calculated for the item on the line, then either the last direct cost or the unit price from the
item card is inserted.

See Also
Setting Up Purchasing
Purchasing
Working with Dynamics NAV
 How to: Prioritize Vendors
4/16/2018 • 2 minutes to read • Edit Online

Dynamics NAV can suggest various payments to vendors, for example, payments that will be due soon or
payments where a discount is available. For more information, see How to: Suggest Vendor Payments.
First, you must prioritize your vendors by assigning numbers to them.

To prioritize vendors
1. Choose the icon, enter Vendors, and then choose the related link.
2. Select the relevant vendor, and then choose Edit.
3. In the Priority field, enter a number.
Dynamics NAV considers the lowest number, except 0, to have the highest priority. So, for example, if you use 1, 2,
and 3, then 1 will have the highest priority.
If you do not want to prioritize a vendor, leave the Priority field blank. Then, if you use the payment suggestion
feature, the vendor will be listed after all the vendors that have a priority number. You can enter as many priority
levels as necessary.

See Also
Setting Up Purchasing
Managing Payables
Working with Dynamics NAV
 How to: Set Up Purchasers
4/16/2018 • 2 minutes to read • Edit Online

If several purchasers work at your company, you can set them up in a window and assign them each a code. You
can then use the codes to prepare statistics and to filter information in printed reports.

To set up purchasers
1. Choose the icon, enter Salespeople/Purchasers, and then choose the related link.
2. In the Salespeople/Purchasers window, choose New.
3. In the Salesperson/Purchaser Card window, fill in the fields as necessary. Choose a field to read a short
description of the field or link to more information.

To assign purchasers to vendors

1. Choose the icon, enter Vendors, and then choose the related link.
2. Open the relevant vendor card for the vendor that will be assigned a purchaser.
3. In the Purchaser Code field, select the applicable purchaser code and then close the window.

See Also
Setting Up Purchasing
Managing Payables
Working with Dynamics NAV
 Setting Up Inventory
4/16/2018 • 2 minutes to read • Edit Online

Before you can manage warehouse activities and inventory costing, you must configure the rules and values that
define the company's inventory policies.
You can provide better customer service and optimize your supply chain by organizing your inventory at different
addresses. You can then buy, store, or sell items at different locations and transfer inventory between them.
When you have set up your inventory, you can manage various processes related to item transactions. For more
information, see Manage Inventory and Warehouse Management.

TO SEE

Define the general inventory setup, such as number series How to: Set Up General Inventory Information
and how to use locations.

Configure an efficient distribution model with a combination How to: Work with Responsibility Centers
of different locations and responsibility centers assigned to
business partners or employees.

Organize your inventory at multiple locations, including How to: Set Up Locations
transfer routes.

Create item cards for inventory items that you trade in. How to: Register New Items

As a supplement to item cards, record information about your How to: Set Up Stockkeeping Units
items in a specific location or of a specific variant.

Assign items to categories and give them attributes to help How to: Categorize Items
you and customers find items.

See Also
Managing Inventory
Managing Purchasing
Managing Sales
Working with Dynamics NAV
General Business Functionality
 How to: Set Up General Inventory Information
4/16/2018 • 2 minutes to read • Edit Online

You specify your general inventory setup in the Inventory Setup window.

To set up general inventory information

1. Choose the icon, enter Inventory Setup, and then choose the related link.
2. In the Inventory Setup window, fill in the fields as necessary. Choose a field to read a short description of the
field or link to more information.
If you want to include warehouse handling time in the order promising calculation on the purchase line, you can
set it up as a default for the inventory, in the Inventory Setup window, and for your location. For more
information, see How to: Calculate Order Promising Dates.

See Also
Set Up Inventory
Manage Inventory
Working with Dynamics NAV
Customizing Dynamics NAV
General Business Functionality
 How to: Work with Responsibility Centers
4/16/2018 • 3 minutes to read • Edit Online

Responsibility centers provide the ability to handle administrative centers. A responsibility center can be a cost
center, a profit center, an investment center, or other company-defined administrative center. Examples of
responsibility centers are a sales office, a purchasing department for several locations, and a plant planning office.
Using this functionality, for example, companies can set up user-specific views of sales and purchase documents
related exclusively to a particular responsibility center.
Using multiple locations together with responsibility centers provides the ability to manage business operations in
the most flexible, yet optimal way.
Multiple locations allows companies to manage their inventory in multiple locations using one database. Two
concepts, locations and stockkeeping units, are the cornerstones of this granule. A location is defined as a place that
handles physical placement and quantities of items. The concept is broad enough to include locations such as plants
or production facilities as well as distribution centers, warehouses, showrooms and service vehicles. A stockkeeping
unit is defined as an item at a specific location and/or as a variant. Using stockkeeping units, companies with
multiple locations are able to add replenishment information, addresses, and some financial posting information at
the location level. As a result, they have the ability to replenish variants of the same item for each location as well as
to order items for each location on the basis of location-specific replenishment information.
Responsibility centers extends the multiple locations functionality by providing users the ability to handle
administrative centers. A responsibility center can be a cost center, a profit center, an investment center, or other
company-defined administrative center. Examples of responsibility centers are a sales office, a purchasing
department for several locations, and a plant planning office. Using this functionality, for example, companies can
set up user-specific views of sales and purchase documents related exclusively to a particular responsibility center.

To set up a responsibility center

1. Choose the icon, enter Responsibility Centers, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.
If you are using responsibility centers to administer your company, it can be useful to have a default
responsibility center for your company.

4. Choose the icon, enter Company Information, and then choose the related link.
5. In the Responsibility Center field, enter a responsibility center code.
This code will be used on all purchase, sales, or service documents, if the user, customer, or vendor has no default
responsibility center. On any sales, purchase, or service document, you can enter another responsibility center than
the default.

NOTE
When you enter a responsibility center code on a document, it affects the address, dimensions, and prices on the document.
To assign responsibility centers to users
You can set up users so that in their daily routines the program retrieves only the documents relevant for their
particular work areas. Users are usually associated with one responsibility center and work only with documents
related to specific application areas at that particular center.
To set this up, you assign responsibility centers to users in three functional areas: Purchases, Sales, and Service
Management.

1. Choose the icon, enter User Setup, and then choose the related link.
2. In the User Setup window, select the user you want to assign a responsibility center to. If the user not is on the
list, you must enter a user ID in the User ID field.
3. In the Sales Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to sales.
4. In the Purchase Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
purchasing.
5. In the Service Resp. Ctr. Filter field, enter the responsibility center where the user will have tasks related to
service management.

NOTE
Users will still be able to view all posted documents and ledger entries, not just those related to their own responsibility
center.

See Also
Setting Up Inventory
Setting Up Warehouse Management InventoryWarehouse Management
Warehouse Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Locations
4/16/2018 • 2 minutes to read • Edit Online

If you buy, store, or sell items at more than one place or warehouse, you must set each location up with a location
card and define transfer routes.
You can then create document lines for a specific location, view availability by location, and transfer inventory
between locations. For more information, see Manage Inventory.

To create a location card

1. Choose the icon, enter Locations, and then choose the related link.
2. Choose the New action.
3. In the Location Card window, fill in the fields as necessary. Choose a field to read a short description of the
field or link to more information.
4. Repeat steps 2 and 3 for every location where you want to keep inventory.

NOTE
Many fields on the location card refer to the handling of items in inbound and outbound warehouse processes. For more
information, see Setting Up Warehouse Management.

To create a transfer route

1. Choose the icon, enter Transfer Routes, and then choose the related link.
2. Alternatively, from any Location Card window, choose the Transfer Routes action.
3. Choose the New action.
4. In the Location Card window, fill in the fields as necessary. Choose a field to read a short description of the
field or link to more information.
You can now transfer inventory items between two locations. For more information, see How to: Transfer
Inventory Between Locations.

See Also
Manage Inventory
How to: Transfer Inventory Between Locations
Working with Dynamics NAV
Customizing Dynamics NAV
General Business Functionality
 How to: Register New Items
8/13/2018 • 4 minutes to read • Edit Online

Items, among other products, are the basis of your business, the goods or services that you trade in. Each item
must be registered as an item card.
Item cards hold the information that is required to buy, store, sell, deliver, and account for items.
An item can be structured as a parent item with underlying child items in a bill of materials (BOM ). In Dynamics
NAV, a bill of material can be either an assembly BOM or a production BOM, depending on its use. For more
information, see How to: Work with Bills of Material.

NOTE
If item templates exist for different item types, then a window appears when you create a new item card from where you can
select an appropriate template. If only one item template exists, then new item cards always use that template.

If you purchase the same item from more than one vendor, you can connect those vendors to the item card. The
vendors will then appear in the Item Vendor Catalog window, so that you can easily select an alternate vendor.

To create a new item card

1. On the Home page, choose the Items action to open the list of existing items.
2. In the Items window, choose the New action.
If only one item template exists, then a new item card opens with some fields filled with information from
the template.
3. In the Select a template for a new item window, choose the template that you want to use for the new
item card.
4. Choose the OK button. A new item card opens with some fields filled with information from the template.
5. Proceed to fill or change fields on the item card as necessary. Choose a field to read a short description of
the field or link to more information.

NOTE
In the Costing Method field, you set up how the item's unit cost is calculated by making assumptions about the flow of
physical items through your company. Five costing methods are available, depending on the type of item. For more
information, see Design Details: Costing Methods.
If you select Average, then the item’s unit cost is calculated as the average unit cost at each point in time after a purchase.
Inventory is valuated with the assumption that all inventories are sold simultaneously. With this setting, you can choose the
Unit Cost field to view, in the Average Cost Calc. Overview window, the history of transactions that the average cost is
calculated from.

On the Price and Posting FastTab, you can view special prices or discounts that you grant for the item if certain
criteria are met, such as customer, minimum order quantity, or ending date. Each row represents a special price or
line discount. Each column represents a criterion that must apply to warrant the special price that you enter in the
Unit Price field, or the line discount that you enter in the Line Discount % field. For more information, see Record
Sales Price, Discount, and Payment Agreements.
The item is now registered, and the item card is ready to be used on purchase and sales documents.
If you want to use this item card as a template when you create new item cards, you can save it as a template. For
more information, see the following section.

To save the item card as a template

1. In the Item Card window, choose the Save as Template action. The Item Template window opens showing
the item card as a template.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. To reuse dimensions in templates, choose the Dimensions action. The Dimension Templates window opens
showing any dimension codes that are set up for the item.
4. Edit or enter dimension codes that will apply to new item cards created by using the template.
5. When you have completed the new item template, choose the OK button.
The item template is added to the list of item templates, so that you can use it to create new item cards.

To set up multiple vendors for an item

If you purchase the same item from more than one vendor, you must enter information about each vendor of the
item, such as prices, lead time, discounts, and so on.

1. Choose the icon, enter Items, and then choose the related link.
2. Select the relevant item, and then choose the Edit action.
3. Choose the Vendors action.
4. Choose the Vendor No. field, and then select the vendor that you want to set up for the item.
5. Optionally, fill in the remaining fields.
6. Repeat steps 2 through 5 for each vendor that you want to buy the item from.
The vendors will now appear in the Item Vendor Catalog window, which you open from the item card, so that you
can easily select an alternate vendor.

See Also
Inventory
Purchasing
Sales
Working with Microsoft Dynamics NAV
 How to: Set Up Stockkeeping Units
4/16/2018 • 2 minutes to read • Edit Online

You can use stockkeeping units to record information about your items for a specific location or a specific variant
code.
Stockkeeping units are a supplement to item cards. They do not replace them, although they are related to them.
Stockkeeping units allow you to differentiate information about an item for a specific location, such as a warehouse
or distribution center, or a specific variant, such as different shelf numbers and different replenishment information,
for the same item.

To set up a stockkeeping unit

1. Choose the icon, enter Stockkeeping Units, and then choose the related link.
2. Choose the New action.
3. Fill in the fields on the card. The following fields are required: Item No., Location Code, and/or Variant Code.
Choose a field to read a short description of the field or link to more information.
When you have set up the first stockkeeping unit for an item, the Stockkeeping Unit Exists check box on the
Item card is selected.
To create several stockkeeping units for an item, use the Create Stockkeeping Unit batch job.

NOTE
The information on the Stockkeeping Unit card has priority over the Item card.

See Also
How to: Register New Items
Setting Up Warehouse Management
Warehouse Management
Inventory
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Categorize Items
4/16/2018 • 2 minutes to read • Edit Online

To maintain an overview of your items and to help you sort and find items, it is useful to organize your items in
item categories.
To find items by characteristics, you can assign item attributes to items and also to item categories. For more
information, see How to: Work with Item Attributes.

To create an item category

1. Choose the icon, enter Item Categories, and then choose the related link.
2. In the Item Categories window, choose the New action.
3. In the Item Category Card window, on the General FastTab, fill in the fields as necessary. Choose a field to
read a short description of the field or link to more information.
4. On the Attributes FastTab, specify any item attributes for the item category. For more information, see the "To
assign item attributes to an item category" section in How to: Work with Item Attributes.

NOTE
If the item category has a parent item category, as indicated by the Parent Category field, then any item attributes that are
assigned to that parent item category are prefilled on the Attributes FastTab.

NOTE
Item attributes that you assign to an item category will automatically apply to the item that the item category is assigned to.

To assign an item category to an item

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for the item that you want to assign to an item category.
3. Choose the lookup button in the Item Category Code field and select an existing item category. Alternatively,
choose the New action to first create a new item category as explained in the "To create an item category"
section.

See Also
How to: Work with Item Attributes
How to: Register New Items
Inventory
Working with Dynamics NAV
 Setting Up Project Management
4/16/2018 • 2 minutes to read • Edit Online

Before you can use Dynamics NAV to manage projects, you must set up resources, time sheets, and jobs.
Then you can create jobs and schedule resources for projects as well as manage budgets and track machine and
employee hours with time sheets. For more information, see Managing Projects.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set up your resources and the related costs and prices, either How to: Set Up Resources
for individual resources, resource groups, or for all available
resources of the company.

Enable resources to report time usage for an individual or a How to: Set Up Time Sheets
machine and enable a manager to review the usage and its
allocation.

Create job cards and prepare job tasks. Set up prices for job How to: Set Up Jobs
items and job resources and define job posting groups.

See Also
Managing Projects
Finance
Purchasing
Sales
Working with Dynamics NAV
 How to: Set Up Resources
4/16/2018 • 3 minutes to read • Edit Online

To correctly manage resource activities, you must set up your resources and the related costs and prices. The job-
related prices, discounts, and cost factor rules are set up on the job card. You can specify the costs and prices for
individual resources, resource groups, or all available resources of the company.
When resources are used or sold in a job, the prices and costs associated with them are retrieved from the
information that you set up.
You specify the default amount per hour when the resource is created. For example, if you use a specific machine
on a job for five hours, the job would be calculated based on the amount per hour.

To set up a resource
Create a card for each resource that you want to use in projects.

1. Choose the icon, enter Resources, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To set up a resource group

You can combine several resources in one resource group. All capacities and budgets of resource groups are
accumulated from the individual resources. It is also possible to enter capacities for resource groups either
independently of the accumulated values or in addition to them.

1. Choose the icon, enter Resource groups, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary.

To set capacity for a resource

To calculate how much time a resource can spend on jobs, their capacity must first be set up as available time per
period on the work calendar. This setup is used when you fill in job planning lines that contain the resource. For
more information, see How to: Create Jobs.

1. Choose the icon, enter Resources, and then choose the related link.
2. Open the relevant resource card, and then choose the Resource Capacity action.
3. In the Resource Capacity window, in the View By field, specify the length of the period, such as Day, that is
shown on columns on the Resource Capacity Matrix FastTab.
4. For each resource on a line, specify for each period on the columns the number of hours that the resource is
available.
5. Alternatively, to detail the resource's weekly capacity within a starting and ending date, choose the Set
Capacity action.
6. In the Resource Capacity Settings window, fill in the fields as necessary.
7. Choose the Update Capacity action. The Resource Capacity window is updated with the entered capacity.
8. Close the window.
To set up alternate resource costs
In addition to the cost specified on the resource card, you can set up alternate costs for each resource. For example,
if you pay an employee a higher hourly rate for overtime, you can set up a resource cost for the overtime rate. The
alternate cost that you set up for the resource will override the cost on the resource card when you use the
resource in the resource journal.

1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for that you want to set up one or more alternate costs for, and then choose the Costs
action.
3. In the Resource Costs window, fill in the fields on a line as necessary.
4. Repeat step 3 for each alternate resource cost that you want to set up.
Note. To set up resource costs that will apply to all resources and resource groups, open the Resource Costs
window and fill in the fields.

To set up alternate resource prices

In addition to price specified on the resource card, you can set up alternate prices for each resource. These
alternate prices can be conditional. They can depend on whether the resource is used with a specific job or work
type.

1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for that you want to set up one or more alternate prices for, and then choose the Prices
action.
3. In the Resource Prices window, fill in the fields on a line as necessary.
4. Repeat step 3 for each alternate resource price that you want to set up.

See Also
Setting Up Project Management
Project Management
Finance
Purchasing
Sales
Working with Dynamics NAV
 How to: Set Up Time Sheets
4/16/2018 • 2 minutes to read • Edit Online

Time sheets in Dynamics NAV handle time registration in weekly increments of seven days. You use them to track
the time used on jobs, and you can use them to record simple resource time registration. Before you can use time
sheets, you must specify how you want them to be set up and configured.
After you have set up how your organization will use time sheets, you can specify if and how time sheets are
approved. Depending on the needs of your organization, you can designate:
One or more users as the time sheet administrator and approver for all time sheets.
A time sheet approver for each resource.
When you have set up time sheets, you can create time sheets for resources, assign them to job planning lines, and
post time sheet lines. For more information, see How to: Use Time Sheets.

To set up general information for time sheets

1. Choose the icon, enter Resources Setup, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. For the Time Sheet by Job Approval field, select one of the following options.

OPTION DESCRIPTION

Never The user in the Time Sheet Approver User ID field on the
resource card approves the time sheet.

Always The user in the Person Responsible field on the job card
approves the time sheet.

Machine Only If the machine time sheet is linked with a job, then the user in
the Person Responsible field on the job card approves the
time sheet. If the machine time sheet is linked with a resource,
then the user in the Time Sheet Approver User ID field on
the resource card approves the time sheet.

To assign a time sheet administrator

1. Choose the icon, enter User Setup, and then choose the related link.
2. Add a new user if the user list does not include the person who you want to be the time sheet administrator.
For more information, see How to: Manage Users and Permissions.
3. Select a user to be a time sheet administrator, and then select the Time Sheet Admin. check box.

TIP
It is recommended that you designate only one user to be the time sheet administrator for a company. In the following
procedure, you set up a time sheet owner and approver where the time sheet approver is assigned for each resource.

To assign a time sheets owner and approver

1. Choose the icon, enter Resources, and then choose the related link.
2. Select the resource for which you want to set up the ability to use time sheets, and then select the Use Time
Sheet check box.
3. In the Time Sheet Owner User ID field, enter the ID of the owner of the time sheet. The owner can enter time
usage on a time sheet and submit it for approval. In general, when the resource is a person, that person is also
the owner.
4. In the Time Sheet Approver User ID field, enter the ID of the approver of the time sheet. The approver can
approve, reject, or reopen a time sheet.

NOTE
You cannot change the ID of the time sheet approver if there are time sheets that have not yet been processed and have
the status of Submitted or Open.

See Also
Setting Up Project Management
Project Management
Finance
Purchasing
Sales
Working with Dynamics NAV
 How to: Set Up Jobs
4/16/2018 • 7 minutes to read • Edit Online

In the Jobs Setup window, you must specify how you want to use certain job features.
On the individual job cards, you must set up prices for job items, job resources, and job G/L accounts, and you
must set up job posting groups.

To set general information for jobs

1. Choose the icon, enter Jobs Setup, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

NOTE
The Apply Usage Link check box is rather complex and is therefore explained in the following section.

To set up job usage tracking

When you are executing a job, you might want to know how your usage is tracking against your plan. To easily do
this, you can create a link between your job planning lines and the actual usage. This lets you track your costs and
to easily see at how much work remains to be done. By default, the job planning line type is Budget, but using the
line type Both Budget and Billable has similar effects.
If you select the Apply Usage Link check box, then you can review information on the job planning line. You can
set the quantity of the resource, item, or general ledger account and then indicate what quantity you want to
transfer to the job journal. The Remaining Quantity field on the job planning line will tell you what remains to be
transferred and posted to the job journal.
When the Apply Usage Link check box is selected, and the job planning line type is Billable, the Financial creates
a job planning line of type Budget after you post the journal line.

NOTE
If the Apply Usage Link check box on the job card is selected, and the Line Type field on the job journal line is blank, then
new job planning lines of line type Budget are created when you post job journal lines. If the Apply Usage Link check box
on the job card is not selected, and the Line Type field on the job journal line is blank, then no job planning lines are created
when you post job journal lines. For more information, see How to: Record Usage for Jobs.

1. Choose the icon, enter Jobs Setup, and then choose the related link.
2. Select or deselect the Apply Usage Link check box.

NOTE
You can make a different setting of the Apply Usage Link check box on the individual job cards. In that case, the setting for
that job overrides the general default described above.

To set up prices for job resources

You can set up specific prices for resources for a job. You use the Job Resource Prices window to do this.

1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Resource action.
3. In the Job Resource Prices window, fill in the fields as necessary.
The optional information in the Job Task No., Work Type, Currency Code, Line Discount %, and Unit Cost
Factor fields will be used on the job planning lines and usage journals when this resource is entered and added to
the job.
The value in the Unit Price field for the resource will be used on the job planning lines and job journals when this
resource, a resource assigned to the resource group, or any resource is entered.

NOTE
This price will always override any prices set up in the existing Resource Price/Resource Group Prices window.

To set up prices for job items

You can set up specific prices for items for a job. You use the Job Item Prices window to do this.

1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the Item action.
3. In the Job Item Prices window, fill in the fields as necessary.
The optional information in the Job Task No., Currency Code, and Line Discount % fields will be used in the
job planning lines and job journals when this item is entered or added to the job.
The value in the Unit Price field for the item will be used on the job planning lines and job journals when this item
is entered.

NOTE
This price will always override the regular customer price (the “best price” mechanism) for items. If you want to use the
regular customer price mechanisms, then you should not create any job item prices for the job.

To set up prices for job general ledger accounts

You can set up specific prices for general ledger expenses for a job. You use the Job G/L Account Prices window
to do this.

1. Choose the icon, enter Jobs, and then choose the related link.
2. Select the relevant job, and then choose the G/L Account action.
3. In the Job G/L Account Prices window, fill in the fields as necessary.
The optional information in the Job Task No., Currency Code, Line Discount %, Unit Cost Factor, and Unit
Cost fields will be used on the job planning lines and job journals when this general ledger account is entered and
added to a job.
The value in the Unit Price field for the general ledger job expense will be used on the job planning lines and job
journals when this general ledger account is entered.

To set up job posting groups

One aspect of planning jobs is deciding which posting accounts to use for job costing. To be able to post jobs, you
set up accounts for posting for each job posting group. A posting group represents a link between the job and how
it should be treated in the general ledger. When you create a job, you specify a posting group, and by default, each
task you create for the job is associated with that posting group. However, as you create tasks, you can override
the default and select a posting group that is more appropriate.

NOTE
The necessary accounts in the chart of accounts must be set up before you set up posting groups. For more information, see
Set Up or Change the Chart of Accounts.

1. Choose the icon, enter Job Posting Groups, and then choose the related link.
2. Choose the New action, and then fill in the account fields as described in the following table.

ACCOUNT FIELD DESCRIPTION

Code A code for the posting group. You can enter up to 10

characters, including spaces.

WIP Costs Account The WIP account for the calculated cost of the job WIP, which
is a balance sheet capital asset account.

WIP Accrued Costs Account An account for the Cost Value or Cost of Sales method of WIP
calculation, which is a balance sheet accrued expense liability
account. This will be posted to when the WIP adjustment
requires that usage costs posted to the income statement be
increased.

Job Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.

Item Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.

Resource Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.

Costs Applied Account A balancing account to the WIP Costs Account, which is a
contra for a negative expense account.

Job Costs Adjustment Account The balancing account to the WIP Accrued Costs account,
which is an expense account.

G/L Expense Acc. (Budget) The sales account that will be used for general ledger
expenses in job tasks with this posting group. If left empty,
the general ledger account entered on the job planning line is
used.

WIP Accrued Sales Account The WIP account for the calculated sales value of the WIP,
which is a balance sheet Accrued Revenue account. This is
posted to when the WIP adjustment requires the recognized
revenue to be increased.
 ACCOUNT FIELD DESCRIPTION

WIP Invoiced Sales Account The account for the invoiced sales value of the WIP that is not
able to be recognized. It is a balance sheet Unearned Revenue
account.

Job Sales Applied Account The balancing account to the WIP Invoiced Sales account,
which is a contra income account.

Job Sales Adjustment Account The balancing account to the WIP Job Sales Account, which is
an income account.

Recognized Costs Account The expense account that contains the recognized costs for
the job. It is a debit expense account ordinarily.

Recognized Sales Account The income account that contains the recognized income for
the job. It is a credit income account ordinarily.

See Also
Set Up Project Management
Managing Projects
Finance
Purchasing
Sales
Working with Dynamics NAV
 Setting Up Fixed Assets
4/16/2018 • 2 minutes to read • Edit Online

Before you can work with Fixed Assets, you need to define a few things:
How you insure, maintain, and depreciate fixed assets.
How you record costs and other values in the general ledger.
The table below has links to more information. After you set those things up, you can start various activities. For
more information, see Fixed Assets.

NOTE
You can record fixed asset transactions in the Fixed Asset G/L Journal or Fixed Asset Journal windows, depending on
whether the transactions are for financial reporting or for internal management. Help for Fixed Assets only describes how
to use the Fixed Asset G/L Journal window.

When you enable a fixed asset activity in the G/L Integration section in the Depreciation Book Card window,
the Fixed Asset G/L Journal window is used to post transactions for the activity.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set up default G/L accounts, allocation keys, journal How to: Set Up General Fixed Assets Information
templates and batches for fixed asset posting, and set up
fixed asset classes and subclasses, such as Tangible and
Intangible.

Create depreciation books, define various depreciation How to: Set Up Fixed Asset Depreciation
methods, integrate with the general ledger, and enable
duplication of entries in several depreciation books.

Enable insurance of fixed assets, set up general insurance How to: Set Up Fixed Asset Insurance
information, an insurance card per policy, and prepare
journals to post insurance costs.

Enable maintenance of fixed assets, set up general How to: Set Up Fixed Asset Maintenance
maintenance information, set up maintenance posting
accounts, and define types of maintenance work.

Learn about different fixed asset depreciation methods. Depreciation Methods

See Also
Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 How to: Set Up General Fixed Assets Information
8/13/2018 • 5 minutes to read • Edit Online

Before you can manage fixed assets, you must set up default G/L accounts, allocation keys, journal templates and
batches for fixed asset posting and reclassification, and you can classify fixed assets in classes, such as Tangible
and Intangible.

To set up general default values for fixed assets

You define the general behavior or the fixed asset functionality and set up document number series in the in the
Fixed Assets Setup window.

1. Choose the icon, enter Fixed Assets Setup, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To set up fixed asset posting groups

You use posting groups to define groups of fixed assets. Entries for these posting groups are posted to the same
general ledger accounts.

1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. Choose the New action.
3. In the FA Posting Group Card window, fill in the fields as necessary.

NOTE
To make sure that balancing accounts for different fixed assets postings are automatically inserted when you choose
the Insert FA Bal. Account action on journal lines, follow the next step, based on appreciation posting.

4. On the Balancing Account FastTab, in the Appreciation Bal. Account field, select the general ledger
account to which you want to post balancing entries for appreciation.
For more information about using the Insert FA Bal. Account action on fixed asset G/L journal lines, see, for
example, How to: Revalue Fixed Assets.

To set up fixed asset allocation keys

Transactions can be allocated to various departments or projects, according to user-defined allocation keys. For
example, you could set up an allocation key to allocate depreciation costs on cars with 35 percent to the
administration department and 65 percent to the sales department. For more information, see How to: Allocate
Costs and Income.
Allocation keys apply to fixed asset classes, not to individual assets.

1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. In the FA Posting Groups window, choose the Allocations action, and then choose a posting type.
3. In the FA Allocations window, fill in the fields as necessary.
4. Repeat steps 2 and 3 for each posting type that you want to define allocation keys for.
To set up fixed asset journal templates
A template is a predefined layout for a journal. The template contains information about trace codes, reports, and
number series. For more information, see Working with General Journals.
Dynamics NAV automatically creates a fixed asset journal template the first time that you open the Fixed Asset
Journal window, but you can set up additional journal templates.

1. Choose the icon, enter FA Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up fixed asset journal batches

You can set up multiple journal batches, which are individual journals for each journal template. For example,
employees can have their own journal batch that uses the employee’s initials as the journal batch name. For more
information, see Work with General Journals.

1. Choose the icon, enter FA Journal Templates, and then choose the related link.
2. Select the relevant journal template, and then choose the Batches action.
3. In the FA Journal Batches window, fill in the fields as necessary.

To set up fixed asset reclassification journal templates

You use dedicated reclassification journals when you need to transfer, split, or combine fixed assets. Dynamics
NAV automatically creates a fixed asset reclassification journal template the first time that you open the FA
Reclass. Journal window, but you can set up additional reclassification journal templates. For more information,
see Work with General Journals.

1. Choose the icon, enter FA Reclass. Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up fixed asset reclassification journal batches

You can set up multiple journal batches, which are individual journals for each reclassification journal template.
For example, employees can have their own reclassification journal batch that uses the employee’s initials as the
reclassification journal batch name. For more information, see Work with General Journals.

1. Choose the icon, enter FA Reclass. Journal Templates, and then choose the related link.
2. Select the relevant journal template, and then choose the Batches action.
3. In the FA Reclass. Journal Batches window, fill in the fields as necessary.

To set up fixed asset class codes

Fixed asset class codes can be used to group fixed assets, for example, in tangible and intangible assets.

1. Choose the icon, enter FA Classes, and then choose the related link.
2. Enter codes and names for the classes that you want to create.

To set up fixed asset subclass codes

You use fixed asset subclass codes to group your fixed assets into categories, such as buildings, vehicles, furniture,
or machinery.

1. Choose the icon, enter FA Subclasses, and then choose the related link.
2. Enter codes and names for the classes that you want to create.

To set up fixed asset location codes

You use fixed asset location codes to register the location of the fixed asset, such as sales department, reception,
administration, production, or warehouse. This information is useful for insurance and inventory purposes.

1. Choose the icon, enter FA locations, and then choose the related link.
2. Enter codes and names for the fixed asset locations that you want to create.

To register opening entries

If you are using the fixed assets in Dynamics NAV for the first time, you must set up the general ledger
application area before you set up fixed assets. How you do this depends on whether fixed assets is integrated
with general ledger.
The following procedure is used if fixed asset transactions are to be posted to the general ledger.
1. Make sure that you have completed the basic setup procedures for fixed assets.
2. Create a fixed asset card for each existing asset.
3. Set up fixed asset depreciation books.
4. Enable general ledger integration by following the next steps.
5. Choose the icon, enter Depreciation Books, and then choose the related link.
6. Select the relevant depreciation book. On the Home tab, in the Manage group, choose Edit to open the
Depreciation Book Card window.
7. On the Integration FastTab, make sure all fields are blank by clearing all check marks. If you have more than
one depreciation book, turn on general ledger integration for each one.
8. In the fixd asset journal, enter the following lines for each asset:
A line with the acquisition cost.
A line with the accumulated depreciation to the end of the previous fiscal year.
A line with the accumulated depreciation from the start of the current fiscal year to the date that
Dynamics NAV is set to start calculating the depreciation.
If you have other opening balances you can also enter them now, such as write-down and appreciation.
If the fixed assets are not integrated with the general ledger, skip steps 4 through 7.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 How to: Set Up Fixed Asset Depreciation
8/13/2018 • 4 minutes to read • Edit Online

You can use various methods of depreciation for preparing financial statements and income tax returns. Many
large corporations use straight-line depreciation in their financial statements because this generally permits
reporting higher earnings. For income tax purposes, however, many businesses use an accelerated depreciation
method. For more information, see Depreciation Methods.
When you have created the relevant depreciation books, you must assign one or more depreciation books to each
fixed asset. A depreciation book that is assigned to a fixed asset is referred to as a fixed asset depreciation book.
Accordingly, the window for assigned depreciation books is called FA Depreciation Books.

To create a depreciation book

In a fixed asset depreciation book, you specify how fixed assets are depreciated. To accommodate various methods
of depreciation, you can set up multiple depreciation books.

1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. In the Depreciation Books List window, choose the New action.
3. In the Depreciation Book Card window, fill in the fields as necessary. Choose a field to read a short
description of the field or link to more information.

NOTE
You can record fixed asset transactions in the Fixed Asset G/L Journal window or in the Fixed Asset Journal
window, depending on whether the transactions are for financial reporting or for internal management. Follow the
next step to define which type of journal is used for the different fixed asset activities by default.

4. On the Integration FastTab, select the check box for each fixed asset activity whose transactions you want
to post using the Fixed Asset G/L Journal window.
5. Repeat steps 2 through 4 for each depreciation method or posting method that you want to assign to fixed
assets as a depreciation book.

To assign a depreciation book to a fixed asset

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to set up a fixed asset depreciation book for.
3. On the Depreciation Book FastTab, fill in the fields as necessary.
4. If you need to assign more than one depreciation book to the fixed asset, choose the Add More
Depreciation Books action.
5. Alternatively, choose the Depreciation Books action to specify one or more fixed asset depreciation
books.
 NOTE
When you use the manual depreciation method, you must enter depreciation manually in the fixed asset G/L journal.
The Calculate Depreciation function omits fixed assets that use the manual depreciation method. You can use this
method for assets that are not subject to depreciation, such as land.

To assign a depreciation book to multiple fixed assets with a batch job

If you want to assign a depreciation book to several fixed assets, you can use the Create FA Depreciation Books
batch job to create fixed asset depreciation books.

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you want to set up a assign a depreciation book to, and then choose the Edit
action.
3. In the Depreciation Book Card window, choose the Create FA Depreciation Books action.
4. In the Create FA Depreciation Books window, fill in the Depreciation Book field.
5. Choose the Copy from FA No. field, and then select the fixed asset number that you want to use as the
basis for creating new fixed asset depreciation books.
If you fill in this field, the depreciation fields in the new fixed asset depreciation books will contain the same
information as the corresponding fields in the fixed asset depreciation book that you copy from. Leave the
field blank if you want to create new fixed asset depreciation books with empty depreciation fields.
6. On the Fixed Asset FastTab, you can set a filter to select the assets that you want to create the fixed asset
depreciation books for.
7. Choose the OK button.

To set up depreciation posting types

For each depreciation book, you must set up how you want Dynamics NAV to handle various posting types. For
example, whether posting should be debit or credit and whether the posting type should be included in the
depreciable basis.

1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Select the depreciation book that you want to set up, and them choose the FA Posting Type Setup action.
3. In the FA Posting Type Setup window, fill in the fields as necessary.

NOTE
You cannot insert or delete lines in the FA Posting Type Setup window. You can only modify the existing lines.

We recommend that you do not change the setup for depreciation books for entries that have already been
posted. Changes will not affect the entries that are already posted, which would make depreciation book
statistics misleading.

To set up default templates and batches for fixed asset depreciation

For each depreciation book, you define a default setup of templates and batches. You use these defaults to
duplicate lines from one journal to another, create journal lines using the Calculate Depreciation or Index
Fixed Assets batch jobs, duplicate acquisition costs in the insurance journal.

1. Choose the icon, enter Depreciation Books, and then choose the related link.
2. Select the depreciation book that you want to define default journals for, and then choose the FA Journal
Setup action.
3. If you want to have a default setup for each user, choose the User ID field to select from the Users window.
4. In the other fields, select the journal template or journal batch that must be used by default.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 How to: Set Up Fixed Asset Insurance
4/16/2018 • 2 minutes to read • Edit Online

To manage fixed asset insurance coverage, you must first set up some general insurance information and an
insurance card per policy.

To set up general insurance information

To use the insurance features in Dynamics NAV, you must set up some general insurance information.

1. Choose the icon, enter FA Setups, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To set up insurance types

You can group your insurance policies into categories, such as insurance against theft or fire insurance. The
insurance types are used on the insurance card.

1. Choose the icon, enter Insurance Types, and then choose the related link.
2. Fill in the fields as necessary.

To set up insurance cards

You may accumulate information about each insurance policy on the insurance card.

1. Choose the icon, enter Insurance, and then choose the related link.
2. In the Insurance window, choose the New action to create a new insurance card.
3. Fill in the fields as necessary.

To set up insurance journal templates

Dynamics NAV automatically creates an insurance journal template the first time that you open the Insurance
Journal window, but you can set up additional journal templates. For more information, see Working with General
Journals.

1. Choose the icon, enter Insurance Journal Templates, and then choose the related link.
2. Fill in the fields as necessary.

To set up insurance journal batches

You can set up batches in an insurance journal template. The values in the journal batch are used as default values
if the fields are not filled in on the journal lines. For more information, see Work with General Journals

1. Choose the icon, enter Insurance Journal Templates, and then choose the related link.
2. Select an insurance journal template, and then choose the Batches action.
3. In the Insurance Journal Batches window, fill in the fields as necessary.
 NOTE
Numbers have a special function in journal names. If a journal template name or journal batch name contains a number, the
number automatically advances by one every time that the journal is posted. For example, if HH1 is entered in the Name
field, the journal name will change to HH2 after the journal named HH1 has been posted.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 How to: Set Up Fixed Asset Maintenance
4/16/2018 • 2 minutes to read • Edit Online

To manage fixed asset maintenance, you must first set up some general maintenance information, a posting
account for maintenance costs, and maintenance codes for types of work, such as Routine Service or Repair.

To set up general maintenance information

If you set up the fields for maintenance, you can post maintenance expenses from the fixed asset journal.

1. Choose the icon, enter Fixed Assets, and then choose the related link.
2. Select the fixed asset that you to define insurance coverage for, and then choose the Edit action.
3. On the Maintenance FastTab, fill in the fields as necessary. Choose a field to read a short description of the
field or link to more information.

To set up maintenance codes

When you post maintenance costs from a general journal, you fill in the Maintenance Code field to record what
kind of maintenance has been performed, such as routine service or repair.

1. Choose the icon, enter Maintenance, and then choose the related link.
2. In the Maintenance window, set up codes for different types of maintenance work.

To set up maintenance expense accounts

To post maintenance costs, you must first enter an account number in the FA Posting Groups window.

1. Choose the icon, enter FA Posting Groups, and then choose the related link.
2. Fill in the Maintenance Expense Account field for each posting group.

NOTE
To define that maintenance costs are allocated to departments or projects, set up an allocation keys. For more information,
see How to: Set Up General Fixed Assets Features.

See Also
Setting Up Fixed Assets
Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 Setting Up Warehouse Management
4/16/2018 • 2 minutes to read • Edit Online

A company's distribution strategy is reflected in the configuration of its warehouse processes. This includes
defining how different items are handled in different warehouse locations, such as the degree of bin control
and the extend of workflow required between warehouse activities.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Get an overview of the capabilities of basic versus advanced Design Details: Warehouse Overview
warehouse functionality.

Set up eight different bin types, such as Picking Bin, to How to: Set Up Bin Types
define the flow activities that relate to each bin type.

Create bins, either manually or automatically, with How to: Create Bins
information, such as name, number series, and category,
according to a bin template.

Define which items you want to store in any given bin and How to: Create Bin Contents
set the rules that decide when to fill the bin with a
particular item.

Set an item up to always be placed in a specific bin. How to: Assign Default Bins to Items

Create templates to govern where and how items are put How to: Set Up Put-away Templates
away during directed put-away.

Set users up as warehouse employees at specific locations. How to: Set Up Warehouse Employees

Define different types of bins across the warehouse to How to: Set Up Locations to Use Bins
control where items are placed according to their type,
rank, or handling level.

Make additional settings to an existing location to enable it How to: Convert Existing Locations to Warehouse Locations
for warehouse activities.

Enable picking, moving, and putting away for assembly or How to: Set Up Basic Warehouses with Operations Areas
production orders in basic warehouse configurations.

Set items and locations up for the most advanced scope of How to: Set Up Items and Locations for Directed Put-away
warehouse management where all activities must follow a and Pick
strict workflow.

Define when and how items in warehouse locations are How to: Count, Adjust, or Reclassify Inventory
counted for maintenance or financial reporting purposes.

Enable warehouse workers to break a larger unit of How to: Enable Automatic Breaking Bulk with Directed Put-
measure into smaller units of measure to fulfill the needs of away and Pick
source documents.
 TO SEE

Set up the warehouse to automatically suggest items to be How to: Enable Picking by FEFO
picked that expire first.

Integrate bar code readers to your warehouse Use Automated Data Capture Systems (ADCS)
management solution.

Get tips on how to reorganize locations, bins, or zones to How to: Restructure Warehouses
obtain more efficient warehouse activities.

See Also
Warehouse Management
Inventory
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 Design Details: Warehouse Overview
4/16/2018 • 2 minutes to read • Edit Online

To support the physical handling of items on the zone and bin level, all information must be traced for each
transaction or movement in the warehouse. This is managed in the Warehouse Entry table. Each transaction is
stored in a warehouse register.
Warehouse documents and a warehouse journal are used to register item movements in the warehouse. Every
time that an item in the warehouse is moved, received, put away, picked, shipped, or adjusted, warehouse entries
are registered to store the physical information about zone, bin, and quantity. For more information, see Design
Details: Inbound Warehouse Flow.
The Bin Content table is used to handle all the different dimensions of the contents of a bin per item, such as unit
of measure, maximum quantity, and minimum quantity. The Bin Content table also contains flow fields to the
warehouse entries, warehouse instructions, and warehouse journal lines, which ensures that the availability of an
item per bin and a bin for an item can be calculated quickly. For more information, see Design Details: Availability
in the Warehouse.
When item postings occur outside the warehouse module, a default adjustment bin per location is used to
synchronize warehouse entries with inventory entries. During physical inventory of the warehouse, any differences
between the calculated and counted quantities are recorded in the adjustment bin and then posted as correcting
item ledger entries. For more information, see Design Details: Integration with Inventory.
The following illustration outlines typical warehouse flows.
Basic or Advanced Warehousing
Warehouse functionality in Dynamics NAV can be implemented in different complexity levels, depending on a
company’s processes and order volume. The main difference is that activities are performed order-by-order in
basic warehousing when they are consolidated for multiple orders in advanced warehousing.
To differentiate between the different complexity levels, this documentation refers to two general denominations,
Basic and Advanced Warehousing. This simple differentiation covers several different complexity levels as defined
by product granules and location setup, each supported by different UI documents. For more information, see
Design Details: Warehouse Setup.

NOTE
The most advanced level of warehousing is referred to as “WMS installations” in this documentation, since this level requires
the most advanced granule, Warehouse Management Systems.

The following different UI documents are used in basic and advanced warehousing.

Basic UI Documents
Inventory Put-away
Inventory Pick
Inventory Movement
Item Journal
Item Reclassification Journal
(Various reports)

Advanced UI Documents
Warehouse Receipt
Put-away Worksheet
Warehouse Put-away
Pick Worksheet
Warehouse Pick
Movement Worksheet
Warehouse Movement
Internal Whse. Pick
Internal Whse. Put-away
Bin Creation Worksheet
Bin Content Creation Worksheet
Whse. Item Journal
Whse. Item Reclass. Journal
(Various reports)

For more information about each document, see the respective window topics.
Terminology
To align with the financial concepts of purchases and sales, Dynamics NAV warehouse documentation refers to the
following terms for item flow in the warehouse.
 TERM DESCRIPTION

Inbound flow Items moving into the warehouse location, such as purchases
and inbound transfers.

Internal flow Items moving inside the warehouse location, such as

production components and output.

Outbound flow Items moving out of the warehouse location, such as sales
and outbound transfers.

See Also
Design Details: Warehouse Management
 How to: Set Up Bin Types
4/16/2018 • 2 minutes to read • Edit Online

You can direct the flow of items through bins that you have defined for particular warehouse activities. You give
each bin its basic flow activities, and thereby define the way the way a bin is used, by assigning it a bin type.
There are eight bin types. You can operate your warehouse with all of the eight possible bin types, or you can
choose to operate with just the RECEIVE, PUTPICK, SHIP and QC bin types. These four bin types enable
suggestions to be made that support the flow of items and allow you to record inventory discrepancies.

To set up the bin types you want to use

1. Choose the icon, enter Bin Types, and then choose the related link.
2. In the Bin Types window, create a 10-character code for a bin type.
3. Select the activities that can be performed with each bin type.

NOTE
Bin types are only applicable if you are using directed put-away and pick for your location.

The bin type determines only how a bin is used when processing the flow of items through the warehouse. You
can always override the suggestions for any warehouse document, and you can move items in or out of any bin by
performing a warehouse movement.
The bin types that you can create are listed below.

BIN TYPE DESCRIPTION

RECEIVE Items registered as posted receipts but not yet put away.

SHIP Items picked for warehouse shipment lines but not yet posted
as shipped.

PUT AWAY Typically, items to be stored in large units of measure but that
you do not want to access for picking purposes. Because
these bins are not used for picking, either for production
orders or shipments, your use of a Put Away type bin might
be limited, but this bin type could be useful if you have
purchased a large quantity of items. Bins of this type should
always have a low bin-ranking, so that when received items
are put away, other higher-ranking PUTPICK bins fixed to the
item are put away first. If you are using this type of bin, you
must regularly perform bin replenishment so that the items
stored in these bins are also available in PUTPICK or PICK
type bins.

PICK Items to be used only for picking, for example, for items with
an approaching expiration date that you have moved into this
type of bin. You would place a high bin ranking on these bins
so they are suggested for picking first.
 BIN TYPE DESCRIPTION

PUTPICK Items in bins that are suggested for both the put-away and
pick functions. Bins of this type probably have different bin
rankings. You can set up your bulk storage bins as this type of
bin with low bin rankings compared to your ordinary pick bins
or forward picking area bins.

QC This bin is used for inventory adjustments if you specify this

bin on the location card in the Adjustment Bin Code field.
You can also set up bins of this type for defective items and
items being inspected. You can move items to this type of bin
if you want to make them inaccessible to the usual item flow.

NOTE: Unlike all other bin types, the QC bin type has none of
the item handling check boxes selected by default. This
indicates that any content you place in a QC bin is excluded
from item flows.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Create Bins
4/16/2018 • 3 minutes to read • Edit Online

The most effective way to create the bins of your warehouse is to generate groups of similar bins in the bin
creation worksheet, but you can also create your bins individually from the location card. You can also use a
function in the Bin Creation Worksheet window to create bins automatically.

To create a bin from the location card

1. Choose the icon, enter Locations, and choose the related link.
2. Select the location that you want to create a bin from, and then choose the Bins action.
3. Choose the New action.
4. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To create bins individually in the bin creation worksheet

1. Choose the icon, enter Bin Creation Worksheet, and choose the related link.
2. Fill in on each line the fields that are necessary to name and characterize the bins you are creating.
3. Choose the Create Bins action.

To make bins automatically in the bin creation worksheet

Before you start creating bins automatically, you should determine the kind of bins that are essential for your
operations, as well as the most practical flow of items through the physical structure of your warehouse.

NOTE
As soon as you use a bin, you cannot delete it unless it is empty. But if you want to use another bin-naming system, you can
use the reclassification journal to in effect move your items to a new bin system. This process is manual and takes time,
however, so it is best to set up your bins correctly from the start.

To work with the Bin Creation Worksheet window, you must be set up as a warehouse employee at the location
where the bins exist. For more information, see How to: Set Up Warehouse Employees.

1. Choose the icon, enter Bin Creation Worksheet, and then choose the related link.
2. Choose the Calculate Bins action.
3. In the Calculate Bins window, in the Bin Template Code field, select the bin template that you want to
use as the model for the bins you are creating.
4. Fill in a description for the bins you are in the process of creating.
5. To create the bin codes, fill in the From No. and To No. fields in the three categories shown in the window:
Rack, Section,, and Level. The bin code can contain up to 20 characters.

NOTE
The number of characters that you have entered in the three categories for either field, for example, the characters
you have entered in the three From No. fields, plus the field separators, if any, must be 20 or less.
 You can use letters in the code as an identifying combination, but the letter you use must be the same in the
From No. and To No. fields. For example, you might define the Rack part of the code as From No. A01
and To No. A10. The program is not set up to generate codes with letter sequences, for example, from A01
to F05.
6. If you want a character, such as a hyphen, to separate the category fields you have defined as part of the bin
code, fill in the Field Separator field with this character.
7. If you want the program not to create a line for a bin if it exists already, select the Check on Existing Bin
field.
8. When you have finished filling in the fields, choose the OK Button.
The program creates a line for each bin in the worksheet. You can now delete some of the bins, for example,
if you have a rack with a passageway through the first two levels of a couple of sections.
9. When you have deleted all unnecessary bins, choose the Create Bins action, and the program will create
bins for each line in the worksheet.
Repeat the process for another set of bins until you have created all the bins in your warehouse.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Create Bin Contents
4/16/2018 • 3 minutes to read • Edit Online

After you have set up your bins, you can set up the bin contents. In other words, you can set up the items you want
to store in any given bin and set the rules that govern filling the bin with a particular item. You can do this
manually in the Bin Contents window or automatically with the Create Bin Content Worksheet window.

To create bin content manually

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to set up bin contents, and then choose the Bins action.
3. Select the bin where you want to set up contents, and then choose the Contents action.
4. For each item that you want to store in the bin, fill in a line in the Bin Contents window with the appropriate
information. Some of the fields are filled in already with information about the bin.
5. First fill in the Item No. field, and then, if you are using directed put-away and pick, fill in the other fields such
as the Unit of Measure Code, Max. Qty., and Min. Qty. fields.
Select the Fixed field if necessary. If the bin is to be used as the default bin for the item, select the Default Bin
field.
If you are using directed put-away and pick, and if you have entered the correct dimensional information on the
item card about each item’s units of measure, the maximum quantity that you enter in the Bin Contents window is
verified against the physical capabilities of the bin. The minimum and maximum quantities are used when
calculating bin replenishment and suggested put-aways.
If you select the Fixed field, you are fixing the item to the bin, meaning that Dynamics NAV will try to put this item
in the bin if there is space for it, and it will preserve the record fixing the item to the bin even when the quantity in
the bin is 0. Other items can be put into the bin, even though a particular item has been fixed to the bin.

NOTE
You can set up several bin contents at the same time in the Bin Content Creation Worksheet window.

To create bin content with a worksheet

When you have created your bins, you can create the bin content that you want for each bin in the bin content
creation worksheet.

1. Choose the icon, enter Bin Content Creation Worksheet, and then choose the related link.
2. On the worksheet header, in the Name field, select the worksheet of the location where you want to create
bin contents.
3. In the Bin Code field, select the code of the bin for which you want to define bin content.
If you are using directed put-away and pick in this location, the fields relating to that particular bin, such as
Bin Type, Warehouse Class Code, and Bin Ranking, will be filled in automatically. This is information
that you need to consider as you define the bin content.
4. Select the item that you want to assign to the bin, and fill in the fields related to the bin content. If you are
using directed put-away and pick, and you want to use the Calculate Bin Replenishment function, fill in
 the Max. Qty. and Min. Qty. fields.
To set this bin as the preferred bin for the item even if the bin quantity is 0 and all other put-away criteria
equal, select the Fixed field.
5. Repeat steps 3 through 4 for each item you want to assign to a bin.
6. Choose the Print action to preview and print the bin content you have entered in the worksheet. Continue
to revise the bin content until you are satisfied.
7. When you are ready, choose the Create Bin Content action.
In this worksheet, you can work with a number of bin content lines for a number of bins and thereby obtain a good
overview of what you are putting into various bins in a given zone, aisle, or rack.

See Also
How to: Calculate Bin Replenishment
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Put-away Templates
4/16/2018 • 2 minutes to read • Edit Online

With directed put-away and pick functionality, the most appropriate bin for your items at any given time is
suggested, according to the put-away template that you have set up for the warehouse, the bin rankings you have
given to the bins, and the minimum and maximum quantities that you have set up for fixed bins.
You can set up a number of put-away templates and select one of them to govern put-aways in general in your
warehouse. You can also select a put-away template for any item or stockkeeping unit that might have special put-
away requirements.

To set up put-away templates

1. Choose the icon, enter Put-away Templates, and then choose the related link.
2. Choose the New action.
3. Enter a code that is the unique identifier of the template you are about to create.
4. Enter a short description, if you wish.
5. Fill in the first line with the bin requirements that you want fulfilled first and foremost when suggesting a put-
away.
6. Fill in the second line with the bin requirements that would be your second choice to fulfill in finding a bin for
put-away. The second line is used only if a bin that meets the requirements of the first line cannot be found.
7. Continue to fill in the lines until you have described all the acceptable bin placements that you want to use in
the put-away process.
8. On the last line in the put-away template, select the Find Floating Bin check box.
You can create various put-away templates and then apply them as you see fit. The put-away template that you
selected for the item or stockkeeping unit, if any is used first. If these fields are not filled in, then the put-away
template that you selected for the warehouse on the Bin Policies FastTab on the location card is used.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Warehouse Employees
4/16/2018 • 2 minutes to read • Edit Online

Each user who performs warehouse activities must be set up as a warehouse employee assigned to one default
location and potentially more non-default locations. This user setup filters all warehouse activities across the
database to the employee's location so that the employee can only perform the warehouse activities at the default
location. A user can be assigned to additional non-default locations for which the employee can view activity lines
but not perform the activities.

To set up warehouse employees

1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. Choose the New action.
3. Select the User ID field, and then select the user to be added as a warehouse employee. Choose the OK
button.
4. In the Location Code field, enter the code of the location where the user will be working.
5. Select the Default check box to define the location as the only location where the employee can perform
warehouse activities.
6. Repeat these steps to assign other employees to locations or assign non-default locations to existing
warehouse employees.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Locations to Use Bins
4/16/2018 • 2 minutes to read • Edit Online

Bins represent the basic warehouse structure and are used to make suggestions about the placement of items.
When you have created your bins, you can define very specifically the contents that you want to place in each bin,
or the bin can function as a floating bin without specified contents.
To use the bin functionality at a location, you first activate the functionality on the Location card. Then you design
the item flow at the location by specifying bin codes in setup fields that represent the different flows.

NOTE
Before you can specify bin codes on the location card, the bin codes must be created. For more information, see How to:
Create Bins.

To set up a location to use bins

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to use bins.
3. Choose the Edit action.
4. On the Warehouse FastTab, select the Bin Mandatory check box.
5. If you are not using directed put-away and pick for the location, fill in the Default Bin Selection field with the
method the system should use when assigning a default bin to an item.
6. Open the card for the location that you want to set up bins for.
7. On the Bins FastTab, select the bins that you want to use as the default for receipts, shipments, inbound,
outbound, and open shop floor bins.
8. The bin codes you fill in here will appear automatically on the headers and on the lines of various warehouse
documents. The default bins define all starting or ending placements of items in the warehouse.
9. If you are using directed put-away and pick, select a bin for your warehouse adjustments. The bin code in the
Adjustment Bin Code field defines the virtual bin in which to record discrepancies in inventory when you
register either observed differences registered in the warehouse item journal, or differences calculated when
you register a warehouse physical inventory.
10. Fill in the fields on the Bin Policies FastTab if they are relevant to your warehouse. The most important fields
are Bin Capacity Policy, Allow Breakbulk, and Put-away Template Code fields.
11. On the Warehouse FastTab, fill in the Outbound Whse. Handling Time, Inbound Whse. Handling Time,
and the Base Calendar Code fields. For more information, see How to: Set Up Base Calendars.

Filling the Consumption Bin

This flow chart shows how the Bin Code field on production order component lines is filled according to your
location setup.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Convert Existing Locations to Warehouse
Locations
4/16/2018 • 2 minutes to read • Edit Online

You can enable an existing inventory location to use zones and bins and to operate as a warehouse location.
The batch job to enable a location for warehouse operation creates initial warehouse entries for the warehouse
adjustment bin for all items that have inventory in the location. These initial entries will be balanced when
warehouse physical inventory entries are entered after the batch job is run.
You can create zones and bins either before or after the conversion. The only bin that you must create before the
conversion is the one that is to be used as the future adjustment bin.

IMPORTANT
To clear all negative inventory and any open warehouse documents before you convert the location for warehouse handling,
run a report to identify the items with negative inventory and open warehouse documents for the location. For more
information, see Check on Negative Inventory.

To enable an existing location to operate as a warehouse location

1. Choose the icon, enter Create Warehouse Location, and then choose the related link.
2. In the Location Code field, specify the location that you want to enable for warehouse processing.
3. In the Adjustment Bin Code field, specify the bin at the location where unsynchronized warehouse entries
are stored. For more information, see the "To synchronize the adjusted warehouse entries with the related
item ledger entries" section in How to: Count, Adjust, and Reclassify Inventory.
Using the open item ledger entries for the specified location, warehouse journal lines are created that sum
up every combination of Item No., Variant Code, Unit of Measure Code, and, if necessary, Lot No. and Serial
No. in the item ledger entries. The warehouse journal lines are then posted. This posting creates warehouse
entries that place the inventory in the warehouse adjustment bin. The Adjustment Bin Code on the
location card is also set.
4. To see which items were added to the adjustment bin during the batch job, run the Warehouse
Adjustment Bin report.
5. When the Create Warehouse Location batch job has completed, perform and post a warehouse physical
inventory. For more information, see How to: Count, Adjust, and Reclassify Inventory.

NOTE
It is recommended that you run the Create Warehouse Location batch job at a time when it will not impact the daily work
in the system. This job processes each entry in the Item Ledger Entry table, and if there are a large number of item ledger
entries, the job can last several hours.

For those locations that did not use warehouse management documents before the conversion, you must re-open
and release any source documents that were partially received or partially shipped before the conversion.
See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Basic Warehouses with Operations
Areas
4/16/2018 • 8 minutes to read • Edit Online

If internal operation areas such as production or assembly exist in basic warehouse configurations where locations
use the Bin Mandatory setup field and possibly the Require Pick and Require Put-away setup fields, then you
can use the following basic warehouse documents to record your warehouse activities for internal operation areas:
Inventory Movement window.
Inventory Pick window.
Inventory Put-away window.

NOTE
Even though the settings are called Require Pick and Require Put-away, you can still post receipts and shipments directly
from the source business documents at locations where you select these check boxes.

To use these windows with internal operations, such as to pick and move components to production, you must
make some or all the following setup steps depending on how much control you need:
Enable the inventory pick, move, and put-away documents.
Define default bin structures for components and end items flowing to and from operation resources.
Make to- and from- bins that are dedicated to specific operation resources to prevent the items from being
picked for outbound documents.
Bin codes that are set up on location cards define a default warehouse flow for certain activities, such as
components in an assembly department. Additional functionality exists to make sure that when items are placed in
a certain bin, they cannot be moved or picked to other activities. For more information, see the "To create
dedicated component bins" section.
The following procedures are based on setting up basic warehouse activities around a production area. The steps
are similar for other operation areas, such as assembly, service management, and jobs.

NOTE
In the following procedure, the Bin Mandatory setup field on location cards is selected as a precondition because that is
considered the foundation for any level of warehouse management.

To enable inventory documents for internal operation activities

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the location card you want to set up.
3. On the Warehouse FastTab, select the Require Put-away check box to indicate that, when an inbound or
internal source document with a bin code is released, an inventory put-away or an inventory movement
document can be created.
4. Select the Require Pick check box to indicate that when an outbound or internal source document with a bin
code is created, an inventory pick or an inventory movement document must be created.
To define a default bin structure in the production area
1. Choose the icon, enter Locations, and then choose the related link.
2. Open the Location you want to set up.
3. On the Bins FastTab, in the Open Shop Floor Bin Code field, enter the code of the bin in the production
area with plenty of components that the machine operator can consume from without requesting a
warehouse activity to bring them to the bin. Items that are placed in this bin are typically set up for
automatic posting, or flushing. This means that the Flushing Method field contains Forward or
Backward.
4. In the To-Production Bin Code field, enter the code of the bin in the production area where components
that are picked for production at this location are placed by default before they can be consumed. Items that
are placed in this bin are typically set up for manual consumption posting. This means that the Flushing
Method field contains Manual or Pick + Forward or Pick + Backward for warehouse picks and
inventory movements.

NOTE
When you use inventory picks, the Bin Code field on a production order component line defines the take bin from
where components are decreased when posting consumption. When you use inventory movements, the Bin Code
field on production order component lines defines the place bin in the operation area where the warehouse worker
must place the components.

5. On the Bins FastTab, in the From -Production Bin Code field, enter the code of the bin in the production
area where finished end items are taken from by default when the process involves a warehouse activity. In
basic warehouse configurations, the activity is recorded as an inventory put-away or an inventory
movement.
Now, production order component lines with the default bin code require that forward-flushed components are
placed there. However, until the components are consumed from that bin, other component demands may pick or
consume from that bin because they are still considered available bin contents. To make sure that bin content is
only available to component demand that uses that to-production bin, you must select the Dedicated field on the
line for that bin code in the Bins window that you open from the location card.
This flow chart shows how the Bin Code field on production order component lines is filled according to your
setup.
To define a default bin structure in the assembly area
Components for assembly orders cannot be picked or posted with inventory picks. Instead, use the Inventory
Movement window. For more information, see How to: Move Components to an Operation Area in Basic
Warehousing.
When picking and shipping sales line quantities that are assembled to the order, you must follow certain rules
when creating the inventory pick lines. For more information, see the “Handling Assemble-to-Order Items in
Inventory Picks” section in How to: Pick Items with Inventory Picks.
For more information, see Assembly Management.
To set up that an inventory movement is automatically created when the inventory pick for the assembly item is
created
1. Choose the icon, enter Assembly Setup, and then choose the related link.
2. Select the Create Movements Automatically check box.
To set up the bin in the assembly area where components are placed by default before they can be consumed in
assembly
The value in this field is automatically inserted in the Bin Code field on assembly order lines when this location is
entered in the Location Code field on the assembly order line.

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the To-Assembly Bin Code field.
To set up the bin in the assembly area where finished assembly items are posted to when they are assembled to
stock
The value in this field is automatically inserted in the Bin Code field on assembly order headers when this
location code is filled into the Location Code field on the assembly order header.
Bin codes that are set up on location cards define a default warehouse flow for specific warehouse activities, such
as consumption of components in an assembly area. Additional functionality exists to make sure that when items
are placed in a default bin, they cannot be moved or picked to other activities.
 NOTE
This setup is only possible for locations where the Bin Mandatory field is selected.

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the From -Assembly Bin Code field.
To set up the bin where finished assembly items are posted to when they are assembled to a linked sales order
From this bin, the assembly items are shipped immediately, via an inventory pick, to fulfill the sales order.

NOTE
This field cannot be used if the location is set up to use directed pick and put-away.

The bin code is copied from the sales order line to the assembly order header to communicate to assembly
workers where to place the output to ready it for shipping. It is also copied to the inventory pick line to
communicate to warehouse workers where to take it from to ship it.

NOTE
The Assemble-to-Order Shipment bin is always empty. When you post an assemble-to-order sales line, then the bin content
is first positively adjusted with the assembly output. Immediately after, it is negatively adjusted with the shipped quantity.

The value in this field is automatically inserted in the Bin Code field on sales order lines that contain a quantity in
the Qty. to Assemble to Order field or if the item to be sold has Assemble-to-Order in the Replenishment
System field.
If the Asm.-to-Order Shpt. Bin Code is blank, then the From -Assembly Bin Code field is used instead. If both
setup fields are blank, then the last used bin with content is used in the Bin Code field on sales order lines.
The same bin code is in turn copied to the Bin Code field on the inventory pick line that manages the shipment of
the assemble-to-order quantity. For more information, see the “Handling Assemble-to-Order Items in Inventory
Picks” section in How to: Pick Items with Inventory Picks.

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the Location you want to set up.
3. Fill in the Asm.-to-Order Shpt. Bin Code field.

To create dedicated component bins

You can specify that quantities in a bin are protected from being picked for other demands than demand from
their current purpose.
Quantities in dedicated bins can still be reserved. Accordingly, the quantities in dedicated bins are included in the
Total Available Quantity field in the Reservation window.
For example, is a work center is set up with a bin code in the To-Production Bin Code field. Production order
component lines with that bin code require that forward-flushed components are placed there. However, until the
components are consumed from that bin, other component demands may pick or consume from that bin because
they are still considered available bin contents. To make sure that bin content is only available to component
demand that uses that to-production bin, you must select the Dedicated field on the line for that bin code in the
Bins window that you open from the location card.
Making a bin dedicated provides similar functionality to using bin types, which is only available in advanced
warehousing. For more information, see How to: Set Up Bin Types.
Cau t i on

Items in dedicated bins are not protected when they are picked and consumed as production components with the
Inventory Pick window.

1. Choose the icon, enter Locations, and then choose the related link. Select the location that you want to
update.
2. Choose the Bins action.
3. Select the Dedicated field for each bin that you want to use exclusively for certain internal operations and
where you want quantities to be reserved for that internal operation once placed there.

NOTE
The bin must be empty before you can select or clear the Dedicated field.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Set Up Items and Locations for Directed Put-
away and Pick
4/16/2018 • 3 minutes to read • Edit Online

When you set up a warehouse location for directed put-away and pick, you have new functionality available to you
to help run the warehouse in the most efficient way possible. In order to make full use of this functionality, you
provide additional information about the items, which in turn helps to make the calculations necessary to suggest
the most efficient and effective ways to conduct warehouse activities. For more information, see Design Details:
Warehouse Setup.

To set up an item for directed put-away and pick

1. Choose the icon, enter Items, and then choose the related link.
2. Open the card for the item that you want to set up for directed put-away and pick.
3. On the Warehouse FastTab of the item card, fill in the fields to define how the item should be handled in the
warehouse.
4. Choose the Units of Measure action.
5. In the Item Units of Measure window, fill in the fields to define the different units of measure in which the
item may be transacted, including the height, width, length, cubage, and weight for the unit of measure.
6. Choose the Bin Contents action.
7. In the Bin Contents window, define the location and bin to which the item should be associated. The Default
field is not used when the location is set up for directed put-away and pick.

To activate directed put away and pick functionality

Directed put-away and pick gives you access to advanced warehouse configuration features that can greatly
enhance your efficiency and data reliability. In order to use this functionality, you must first set up a number of
parameters in your warehouse location.
To use the directed put-away and pick functionality, you must activate the functionality on the location card.

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to use directed put-away and pick, and then choose the Edit action.
3. On the Warehouse FastTab, select the Directed Put-away and Pick check box.
You do not need to fill in any other fields on the location card until later in the setup process.

NOTE
You cannot set up the warehouse to use bins when the location has open item ledger entries.

The next step is to define the type of bins you want to operate. For more information, see How to: Set Up Bin
Types. The bin type defines how to use a given bin when processing the flow of items through the warehouse. You
can assign a bin type to both a zone and to a bin.
You can also define warehouse class codes, if the warehouse carries items that need various storage conditions.
Warehouse class codes are used when suggesting item placement in bins. You assign the warehouse class codes to
product groups, which are then assigned to items and SKUs, or to zones and bins that can accommodate the
storage conditions required by the warehouse class codes.
You are now ready to set up zones, if you want to operate zones in your warehouse. Using zones reduces the
number of fields you need to fill in when you set up your bins, because bins created within zones inherit several
properties from the zone. Zones can also make it easier for new or temporary employees to orient themselves in
your warehouse. Note that flow is controlled by bins, therefore it is possible to operate with bins and only one
zone.

To set up a zone in your warehouse

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to set up zone and open the location card, and then choose the Zones
action.
3. In the Zones window, fill in the fields as necessary. Choose a field to read a short description of the field or link
to more information.
When you change a zone parameter, all bins created thereafter in that zone will have the new characteristics, but
the original bins will not be changed.

NOTE
If you want to operate without zones, you must still create one zone code that is undefined except for the code.

The next step in setting up the warehouse is to define bins. For more information, see How to: Set Up Locations to
Use Bins.
In addition, you must create put-away templates and counting periods. For more information, see How to: Set Up
Put-away Templates.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Count, Adjust, and Reclassify Inventory
8/13/2018 • 15 minutes to read • Edit Online

At least once every fiscal year you must take a physical inventory, that is, count all the items on inventory, to see if
the quantity registered in the database is the same as the actual physical quantity in the warehouses. When the
actual physical quantity is known, it must be posted to the general ledger as a part of period-end valuation of
inventory.
Although you count all items in inventory at least once a year, you may have decided to count some items more
often, perhaps because they are more valuable, or because they are very fast movers and a large part of your
business. For this purpose, you can assign special counting periods to those items. For more information, see the
"To perform cycle counting" section.
If you need to adjust recorded inventory quantities, in connection with counting or for other purposes, you can use
an item journal to change the inventory ledger entries directly without posting business transactions. Alternatively,
you can adjust for a single item on the item card.
If you need to change attributes on item ledger entries as well as the quantities, you can use the item
reclassification journal. Typical attributes to reclassify include serial/lot numbers, expiration dates, and dimensions.

NOTE
In advanced warehouse configurations, items are registered in bins as warehouse entries, not as item ledger entries.
Therefore, you perform counting, adjusting, and reclassifying in special warehouse journals that support bins. Then, you use
special functions to synchronize the new or changed warehouse entries with their related item ledger entries to reflect the
changes in inventory quantities and values. This is described in specific procedures below where relevant.

To perform a physical inventory

You must take a physical inventory, that is, count the actual items on hand, to check if the quantity registered is the
same as the physical quantity in stock at the end of a fiscal year, if not more often. If there are differences, you must
post them to the item accounts before you do the inventory valuation.
Apart from the physical counting task, the complete process involves the following three tasks:
Calculate the expected inventory.
Print the report to be used when counting.
Enter and post the actual counted inventory.
You can perform the physical inventory in either of the following ways depending on your warehouse setup. For
more information, see Setting Up Warehouse Management.
If your location is not using directed put-away and pick (basic warehouse configuration), you use the Phys.
Inventory Journal window in the Inventory menu, and the procedure is much the same as when you conduct
a physical inventory without cycle counting.
If your location is using directed put-away and pick (advanced warehouse configuration), you first use the
Whse. Phys. Invt. Journal window, and then you use the Item Journal window to run the Calculate Whse.
Adjustment function.
To calculate the expected inventory in basic warehouse configurations
1. Choose the icon, enter Phys. Inventory Journals, and then choose the related link.
 2. Choose the Calculate Inventory action.
3. In the Calculate Inventory window, specify the conditions to use to create the journal lines, such as whether to
include items that have zero recorded inventory.
4. Set filters if you only want to calculate inventory for certain items, bins, locations, or dimensions.
5. Choose the OK button.

NOTE
The item entries are processed according to the information that you specified, and lines are created in the physical inventory
journal. Notice that the Qty. (Phys. Inventory) field is automatically filled in with the same quantity as the Qty. (Calculated)
field. With this feature, it is not necessary for you to enter the counted inventory on hand for items that are the same as the
calculated quantity. However, if the quantity counted differs from what is entered in the Qty. (Calculated) field, you must
overwrite it with the quantity actually counted.

To calculate the expected inventory in advanced warehouse configurations

1. Choose the icon, enter Item Journal, and choose the related link.
2. Choose the Calculate Whse. Adjustment action.
3. Fill in the batch job request window with the numbers of the items you want to count and with your location.
4. Choose the OK button, and post the adjustments if any.
If you do not do this before you perform the warehouse physical inventory, the results you post to the
physical inventory journal and item ledger in the second part of the process will be the physical inventory
results combined with other warehouse adjustments for the items that were counted.

5. Choose the icon, enter Whse. Phys. Invt. Journal, and choose the related link.
6. Choose the Calculate Inventory action. The Whse. Calculate Inventory batch job request window
opens.
7. Set the filters to limit the items that will be counted in the journal, and then choose the OK button.
The program creates a line for each bin that fulfills the filter requirements. You can at this point still delete
some of the lines, but if you want to post the results as a physical inventory, you must count the item in all
the bins that contain it.
If you only have time to count the item in some bins and not others, you can discover discrepancies, register
them, and later post them in the item journal using the Calculate Whse. Adjustment function.

8. Choose the icon, enter Whse. Phys. Inventory List, and choose the related link.
9. Open the report request page and print the lists on which you want employees to record the quantity of
items that they count in each bin.
10. When the counting is done, enter the counted quantities in the Qty. (Phys. Inventory) field in the
warehouse physical inventory journal.

NOTE
In the warehouse physical inventory journal, Qty. (Calculated) field is filled in automatically on the basis of
warehouse bin records and copies these quantities are copied to the Qty. (Physical) field on each line. If the quantity
counted by the warehouse employee differs from what the program has entered in the Qty. (Physical) field, you must
enter the quantity actually counted.
11. When you have entered all the counted quantities, choose the Register action.
When you register the journal, the program creates two warehouse entries in the warehouse register for
every line that was counted and registered:
If the calculated and the physical quantities differ, a negative or positive quantity is registered for the bin,
and a balancing quantity is posted to the adjustment bin of the location.
If the quantity calculated is equal to the physical quantity, the program registers an entry of 0 for both the
bin and the adjustment bin. The entries are the record that on the registering date, a warehouse physical
inventory was performed, and there was no discrepancy in inventory for the item.
When you register the warehouse physical inventory, you are not posting to the item ledger, the physical inventory
ledger, or the value ledger, but the records are there for immediate reconciliation whenever necessary. If you like to
keep precise records of what is happening in the warehouse, however, and you counted all of the bins where the
items were registered, you should immediately post the warehouse results as an inventory physical inventory. For
more information, see the "To enter and post the actual counted inventory in advanced warehouse configurations"
section.
To print the report to be used when counting
1. In the Phys. Inventory Journal window containing the calculated expected inventory, Choose the Print action.
2. In the Phys. Inventory List window, specify if the report should show the calculated quantity and if the report
should list inventory items by serial/lot numbers.
3. Set filters if you only want to print the report for certain items, bins, locations, or dimensions.
4. Choose the Print button.
Employees can now proceed to count inventory and record any discrepancies on the printed report.
To enter and post the actual counted inventory in basic warehouse configurations
1. On each line in the Phys. Inventory Journal window where the actual inventory on hand, as determined
by the physical count, differs from the calculated quantity, enter the actual inventory on hand in the Qty.
(Phys. Inventory) field.
The related fields are updated accordingly.

NOTE
If the physical count reveals differences that are caused by items posted with incorrect location codes, do not enter
the differences in the physical inventory journal. Instead, use the reclassification journal or a transfer order to redirect
the items to the correct locations. For more information, see Item Reclass. Journal or How to: Create Transfer Orders.

2. To adjust the calculated quantities to the actual counted quantities, choose the Post action.
Both item ledger entries and physical inventory ledger entries are created. Open the item card to view the
resulting physical inventory ledger entries.

3. Choose the icon, enter Items, and then choose the related link.
4. To verify the inventory counting, open the item card in question, and then, choose the Phys. Inventory
ledger Entries action.
To enter and post the actual counted inventory in advanced warehouse configurations
1. Choose the icon, enter Item Journal, and choose the related link.
2. Choose the Calculate Whse. Adjustment action.
3. Select the same items that you counted in the cycle counting physical inventory you just performed, and any
 other items that require adjustment, and then choose the OK button.
The Inventory Journal window opens and lines are created for these items. Note that the net quantities
that you just counted and registered bin by bin are now ready to be consolidated and synchronized as item
ledger entries.
4. Post the journal without changing any quantities.
The quantities in the item ledger (item entries) and the quantities in the warehouse (warehouse entries) are now
once again the same for these items, and the program has updated the last counting date of the item or
stockkeeping unit.

To perform cycle counting

Although you count all items in inventory at least once a year, you may have decided to count some items more
often, perhaps because they are more valuable, or because they are very fast movers and a large part of your
business. For this purpose, you can assign special counting periods to those items.
You can perform the cycle counting in either of the following ways depending on your warehouse setup. For more
information, see Setting Up Warehouse Management.
If your location is not using directed put-away and pick (basic warehouse configuration), you use the Phys.
Inventory Journal window in the Inventory menu, and the procedure is much the same as when you conduct
a physical inventory without cycle counting.
If your location is using directed put-away and pick (advanced warehouse configuration), you first use the
Whse. Phys. Invt. Journal window, and then you use the Item Journal window to run the Calculate Whse.
Adjustment function.
To set up counting periods
A physical inventory is typically taken at some recurring interval, for example monthly, quarterly, or annually. You
can set up whatever inventory counting periods necessary.
You set up the inventory counting periods that you want to use and then assign one to each item. When you
perform a physical inventory and use the Calculate Counting Period in the physical inventory journal, lines for
the items are created automatically.

1. Choose the icon, enter Phys. Invt. Counting Periods, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
To assign a counting period to an item
1. Choose the icon, enter Items, and then choose the related link.
2. Select the item to which you want to assign a counting period.
3. In the Phys Invt Counting Period Code field, select the appropriate counting period.
4. Choose the Yes button to change the code and calculate the first counting period for the item. The next time you
choose to calculate a counting period in the physical inventory journal, the item appears as a line in the Phys.
Invt. Item Selection window. You can then begin to count the item on a periodic basis.
To initiate a count based on counting periods in basic warehouse configurations
1. Choose the icon, enter Phys. Inventory Journal, and then choose the related link.
2. Choose the Calculate Counting Period action.
The Phys. Invt. Item Selection window opens showing the items that have counting periods assigned and
need to be counted according to their counting periods.
3. Perform the physical inventory. For more information, see the "To perform a physical inventory" section.
To initiate a count based on counting periods in advanced warehouse configurations
1. Choose the icon, enter Whse. Phys. Invt. Journal, and choose the related link.
2. Choose the Calculate Counting Period action.
The Phys. Invt. Item Selection window opens showing the items that have counting periods assigned and
need to be counted according to their counting periods.
3. Perform the physical inventory. For more information, see the "To perform a physical inventory" section.

NOTE
You must count the item in all the bins that contain the particular item. If you delete some of the bin lines that the
program has retrieved for counting in the Whse. Phys. Inventory window, then you will not be counting all the items
in the warehouse. If you later post such incomplete results in the Phys. Inventory Journal, the amounts posted will be
incorrect.

To adjust the inventory of one item

After you have made a physical count of an item in your inventory area, you can use the Adjust Inventory
function to record the actual inventory quantity.

1. Choose the icon, enter Items, and then choose the related link.
2. Select the item for which you want to adjust inventory, and then choose the Adjust Inventory action.
3. In the New Inventory field, enter the inventory quantity that you want to record for the item.
4. Choose the OK button.
The item’s inventory is now adjusted. The new quantity is shown in the Current Inventory field in the Adjust
Inventory window and in the Inventory field in the Item Card window.
You can also use the Adjust Inventory function as a simple way to place purchased items on inventory if you do
not use purchase invoices or orders to record your purchases. For more information, How to: Record Purchases.

NOTE
After you have adjusted inventory, you must update it with the current, calculated value. For more information, see How to:
Revalue Inventory.

To adjust the inventory quantity of multiple items in basic warehouse configurations

In the Item Journal window, you can post item transaction directly to adjust inventory in connection with
purchases, sales, and positive or negative adjustments without using documents.
If you often use the item journal to post the same or similar journal lines, for example, in connection with material
consumption, you can use the Standard Item Journal window to make this recurring work easier. For more
information, see the "Standard Journals" section in Working with General Journals.

1. Choose the icon, enter Item Journals, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Choose the Post action to make the inventory adjustments.
 NOTE
After you have adjusted inventory, you must update it with the current, calculated value. For more information, see How to:
Revalue Inventory.

To adjust bin quantities in advanced warehouse configurations

If your location uses directed put-away and pick, use the Whse. Item Journal to post, outside the context of the
physical inventory, all positive and negative adjustments in item quantity that you know are real gains, such as
items previously posted as missing that show up unexpectedly, or real losses, such as breakage.
Unlike posting adjustments in the inventory item journal, using the warehouse item journal gives you an additional
level of adjustment that makes your quantity records even more precise at all times. The warehouse thus always
has a complete record of how many items are on hand and where they are stored, but each adjustment registration
is not posted immediately to the item ledger. In the registering process, credits or debits are made to the real bin
with the quantity adjustment and a counterbalancing entry is made in an adjustment bin, a virtual bin with no real
items. This bin is defined in the Invt. Adjustment Bin Code on the location card.

1. Choose the icon, enter Whse. Item Journal, and then choose the related link.
2. Fill in the header information.
3. Fill in the Item No. field on the line.
4. Enter the bin in which you are putting the extra items or where you have found items to be missing.
5. Fill in the quantity that you observe as a discrepancy in the Quantity field. If you have found extra items, enter a
positive quantity. If items are missing, enter a negative quantity.
6. Choose the Register action.

To synchronize the adjusted warehouse entries with the related item

ledger entries
At appropriate intervals as defined by company policy, you must post the warehouse adjustment bin records in the
item ledger. Some companies find it appropriate to post adjustments to the item ledger every day, while others may
find it adequate to reconcile less frequently.

1. Choose the icon, enter Item Journal, and then choose the related link.
2. Fill in the fields on each journal line.
3. Choose the Calculate Whse. Adjustment action, and fill in the filters as appropriate in the batch job request
window. The adjustments are calculated only for the entries in the adjustment bin that meet filter requirements.
4. On the Options FastTab, fill in the Document No. field with a number that you enter manually. Because no
number series has been set up for this batch job, use the number scheme set up by the warehouse, or enter the
date followed by your initials.
5. Choose the OK button. The positive and negative adjustments are totaled for each item and lines are created in
the item journal for any items where the sum is a positive or negative quantity.
6. Post the journal lines to enter the quantity differences in the item ledger. The inventory in the warehouse bins
now corresponds precisely to the inventory in the item ledger.

To reclassify an item's lot number

1. Choose the icon, enter Item Reclass. Journals, and then choose the related link.
2. In the Item Reclass. Journal window, fill in the fields as necessary.
3. To In the Lot No. field, enter the items current lot number.
4. In the New Lot No. field, enter the item's new lot number.
5. Choose the Post action.
Special steps apply when you want to reclassify serial or lot numbers. For more information, see How to: Work with
Serial and Lot Numbers.

See Also
Inventory Warehouse Management
Sales
Purchasing
Working with Dynamics NAV
 How to: Enable Automatic Breaking Bulk with
Directed Put-away and Pick
4/16/2018 • 2 minutes to read • Edit Online

For locations that use directed put-away and pick, Dynamics NAV can, in various situations, automatically
breakbulk, that is, break a larger unit of measure into smaller units of measure, when it creates warehouse
instructions that fulfill the needs of source documents, production orders, or internal picks and put-aways. To
breakbulk sometimes also means gathering smaller units of measure, if necessary, to meet outbound requests by
breaking the larger unit of measure on the source document or production order into the smaller units of measure
that are available in the warehouse.

Breakbulking in Picks
If you want to store items in several different units of measure and allow them to be automatically combined as
needed in the picking process, select the Allow Breakbulk field on the location card.
To fulfill a task, the program automatically looks for an item in the same unit of measure. But if it cannot find this
form of the item, and this field is selected, the program will suggest that you break a larger unit of measure into the
unit of measure that is needed.
If the system can only find smaller units of measure, it will suggest that you gather items to fulfill the quantity on
the shipment or production order. In effect, it breaks the larger unit of measure on the source document into
smaller units for picking.

Breakbulking in Put-aways
In the warehouse put-away, the program automatically suggests Place action lines in the put-away unit of measure,
for example, pieces, even though the items arrive in a different unit of measure.

Breakbulking in Movements
The program also breakbulks automatically in replenishment movements, if the Allow Breakbulk field is selected
on the Option FastTab in the Calculate Bin Replenishment window.
You can view the results of the conversion process from one unit of measure to another as intermediate breakbulk
lines in the put-away, pick, or movement instructions.

NOTE
If you select the Set Breakbulk Filter field on the warehouse instruction header, the program will hide the breakbulk lines
whenever the larger unit of measure is going to be completely used. For example, if a pallet is 12 pieces and you are going to
use all 12 pieces, the pick will then direct you to take 1 pallet and place 12 pieces. However, if you have to pick only 9 pieces,
then the breakbulk lines will not be hidden, even if you have selected the Breakbulk Filter field, because you have to place
the remaining three pieces somewhere in the warehouse.
 NOTE
If you want your units of measure to perform optimally in the warehouse, also in connection with the breakbulk functionality,
you should wherever possible try to:
Set up the base unit of measure for an item as the smallest unit of measure that you expect to handle in your warehouse
processes.
Set up your alternative units of measure for the item as multiples of the base unit of measure.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Enable Picking Items by FEFO
8/13/2018 • 2 minutes to read • Edit Online

First-Expired-First-Out (FEFO ) is a sorting method that ensures that the oldest items, those with the earliest
expiration dates, are picked first.
This functionality only works when the following criteria are met:
The item must have a serial/lot number.
On the item’s item tracking code setup, the SN -Specific Warehouse Tracking field or the Lot-Specific
Warehouse Tracking field must be selected.
The item must be posted to inventory with an expiration date.
On the location card, the Require Pick check box must be selected.
On the location card, the Pick According to FEFO check box must be selected.
On the location card, the Bin Mandatory check box must be selected.
When all the criteria are met, then serial/lot-numbered items to be picked are sorted with the oldest first in
all picks and movements, except for items that use SN -specific or lot-specific tracking.

NOTE
If some serial/lot-numbered items use specific tracking, then those are respected first and under them, the remaining, non-
specific, serial/lot numbers are listed according to FEFO.

If two serial/lot-numbered items have the same expiration date, then the program selects the item with the lowest
serial or lot number. If the serial or lot numbers are the same, then the program selects the item that was
registered first.

NOTE
When picking serial/lot-numbered items in locations set up for directed put-away and pick, only quantities on bins of
type Pick are picked according to FEFO.
To enable movements according to FEFO, either in the Inventory Movement window or the Movement
Worksheet window, you must leave the From Bin field empty.
If the Strict Expiration Posting field is selected, then only items that are not expired will be included in the pick.
This applies even if you are not using Pick according to FEFO.

See Also
Picking Items
How to: Pick Items for Warehouse Shipment
How to: Pick Items with Inventory Picks
Design Details: Warehouse Management
Inventory
Working with Dynamics NAV
 How to: Enable Automated Data Capture Systems
(ADCS)
4/16/2018 • 5 minutes to read • Edit Online

You can use your automatic data capture system (ADCS ) to register the movement of items in the warehouse and
to register some journal activities, such as quantity adjustments in the warehouse item journal and physical
inventories.
To use ADCS, you must give each item stored in the warehouse an item identifier. You must also set up miniforms,
handheld functions, data exchanges, and specify settings for fields that control ADCS. You specify whether to use
ADCS on the location card of a warehouse.
Based on the needs of your warehouse, you define the amount of information displayed in the miniform setup for
the particular handheld device. The following are examples of information that you can display:
Data from tables within Dynamics NAV, such as a list of pick documents from which the user can select.
Text information.
Messages to show confirmations or errors about activities performed and registered by the handheld device
user.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

To set up a warehouse to use ADCS

To use ADCS, you must specify which warehouse locations use the technology.

NOTE
We recommend that you do not set up a warehouse to use ADCS if the warehouse also has a bin capacity policy.

1. Choose the icon, enter Locations, and choose the related link.
2. Select a warehouse from the list for which you want to enable ADCS, and then choose the Edit action.
3. In the Location Card window, select the Use ADCS check box.

To specify an item to use ADCS

Each warehouse item that you want to use with ADCS must be assigned an identifier code to link it with its item
number. For example, you can use the item's bar code as the identifier code. An item can also have multiple
identifier codes. You may find this useful in the case where an item is available in various units of measures, such
as pieces and pallets. In this case, assign an identifier code to each.

1. Choose the icon, enter Items, and then choose the related link.
2. Select an item from the list that is part of your ADCS solution, and then choose the Edit action.
3. In the Item Card window, choose the Identifiers action.
4. In the Item Identifiers window, choose the New action.
5. In the Code field, specify the identifier for the item. For example, the identifier could be the item's bar code
number.
 You can also enter a Variant Code and a Unit of Measure code.
6. If needed, enter multiple codes for each item.
7. Choose the OK button.
8. To review the information, choose the Identifier Code field to open the Item Identifiers window.

To add an ADCS user

You can add any user as a user of an Automated Data Capture System (ADCS ). When you do this, the user must
also provide a password. Optionally, you can also provide a connection that identifies the ADCS user as a
warehouse employee. The ADCS user password can be different from the Windows logon password of the user.
For more information, see How to: Manage Users and Permissions.

1. Choose the icon, enter ADCS Users, and then choose the related link.
2. Choose the New action.
3. In the Name field, enter a name for the user. The name cannot contain more than 20 characters, including
spaces.
4. In the Password field, enter a password. The password is masked.
To specify that a warehouse employee is an ADCS user
1. Choose the icon, enter Warehouse Employees, and then choose the related link.
2. If needed, add a new warehouse employee. For more information, see How to: Set Up Warehouse Employees.
3. Choose the Edit List action.
4. Select a warehouse employee from the list. In the ADCS User field, choose the drop-down arrow, and then
select the name of an ADCS user from the list.

NOTE
The default warehouse for the employee must be one that uses ADCS.

To create and customize miniforms

You use miniforms to describe the information that you want to present on a handheld device. For example, you
can create miniforms to support the warehouse activity of picking items. After you create a miniform, you can add
functions to it for the common actions that a user takes with handheld devices, such as moving up or down a line.
To implement or change the functionality of a miniform function, you must create a new codeunit or modify an
existing one to perform the required action or response. You can learn more about ADCS functionality by
examining codeunits such as 7705, which is the handling codeunit for logon functionality. Codeunit 7705 shows
how a Card-type miniform works.
To create a miniform for ADCS
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Choose the New action.
3. In the Code field, enter a code for the miniform. Optionally, enter values in all other fields.
Select the Start Miniform check box to indicate that the miniform is the first form that the user sees at
logon.
4. On the Lines FastTab, define the fields that appear on the miniform. The order in which you enter lines is
the order in which the lines appear on the handheld device.
When you have created a miniform, the next steps are to create functions and to associate functionality for various
keyboard inputs.
To add support for a function key
1. Add code similar to the following example to the.xsl file for the plug-in. This creates a function for the F6 key.
The key sequence information can be obtained from the device manufacturer.

<xsl:template match="Function[.='F6']">
<Function Key1="27" Key2="91" Key3="49" Key4="55" Key5="126" Key6="0"><xsl:value-of select="."/>
</Function>
</xsl:template>

2. In the Dynamics NAV development environment, open table 7702 and add a code representing the new key. In
this example, create a key that is named F6.
3. Add C/AL code to the relevant function of the miniform-specific codeunit to handle the function key.
To customize miniform functions
1. Choose the icon, enter Miniforms, and then choose the related link.
2. Select a miniform from the list, and then choose the Edit action.
3. Choose the Functions action.
4. In the Function Code drop-down list, select a code to represent the function that you want to associate with
the miniform. For example, you can select ESC, which associates functionality with the press of the ESC key.
In the Dynamics NAV development environment, edit the code for the Handling Codeunit field to create or
modify code to perform the required action or response.
For more information, see Configuring an Automated Data Capture System in the developer and IT-pro help.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 How to: Restructure Warehouses
4/16/2018 • 4 minutes to read • Edit Online

You may want to restructure your warehouse with new bin codes and new bin characteristics. You will not
undertake this kind of activity very often, but situations can occur where a reclassification is necessary to achieve
or maintain a more efficient operation. For example:
You might want to switch to bin codes that support the use of automatic data capture, for example, with hand-
held devices.
The warehouse may have purchased a new rack system that gives new possibilities in item storage.
The company may have altered its item assortment and moved the warehouse to a new physical location to
accommodate this change.
If your warehouse is set up to use bins but not directed put-away and pick, restructure your warehouse by creating
the new bins that you want to use in the future.

To restructure a basic warehouse that uses bins only

1. Choose the icon, enter Locations, and then choose the related link.
2. On the Warehouse FastTab, set the Default Bin Selection field to Last-Used Bin.
3. Move all the contents of your current bins to the new bins that you have just created.

a. Choose the icon, enter Item Reclassification Journal, and then choose the related link.
b. Select a journal line, and then choose the Get Bin Content action.
c. On the Bin Content FastTab, set filters in the Location Code, Bin Code, and Item No. fields to specify
the content that you want to move.
d. Choose the OK button to fill a journal line.
e. In the New Bin Code field, select the bin to which the items should be moved.
f. Repeat steps b through e for all bin content that you want to move.
g. Choose the Post action.
You have now emptied the bins where the items used to be. The default bins for your items have now been
changed to the new bins.

To restructure an advanced warehouse that uses directed put-away and

pick
1. Create the new bins that you want to use in the future. For more information, see How to: Create Bins.
2. Move all the contents of your current bins to the new bins that you just created.

a. Choose the icon, enter Warehouse Reclassification Journal, and then choose the related link.
b. For the bins where no real movement of items is involved, create a line for each of your current bins in
the Warehouse Reclassification Journal with the old bin code, From Bin Code, and the new bin code,
To Bin Code.
c. If some of the movements involve actual physical movements that you want employees to perform, use
Movement Worksheets to prepare movement instructions instead of using the warehouse
reclassification journal. For more information, see How to: Move Items in Advanced Warehouse
 Configurations.
3. When the old bins are emptied, reclassify them as QC type bins to ensure that they are not included in item
flows.

a. Choose the icon, enter Locations, and then choose the related link.
b. Select the line with the location, and then choose the Bins action.
c. In the Bins window, in the Bin Type Code field, enter QC for each of the old bins that you emptied in
step 3 in the previous procedure.
You have now removed the bins from the warehouse flow, and reclassified them as QC bins. QC bins have none of
the activity fields in the Bin Types window selected and are therefore not considered by the item flow. For more
information, see How to: Set Up Bin Types.

To delete a bin
1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to delete bins. Choose the Bins action.
3. Select the lines for the bins that you want to delete.
4. Choose the Delete action.
If you choose the Yes button, the bin is deleted for use in the future, but the bin code in all warehouse entries
remains the same.
If you want to rename a bin so that all records associated with the bin are also renamed, including bin contents,
warehouse activity lines, registered warehouse activity lines, warehouse worksheet lines, warehouse receipt lines,
posted warehouse receipt lines, warehouse shipment lines, posted warehouse shipment lines, and warehouse
entries, you can do so in the Bins window.

To rename a bin and change the bin code in all records

1. Choose the icon, enter Locations, and then choose the related link.
2. Select the location where you want to rename a bin or change the bin code, and then choose the Bins action.
3. Select the bin that you want to change and enter a new bin code in the Code field.
4. Choose the Yes button.

NOTE
If you choose Yes and there are many entries concerning this bin, for example, because you have not deleted warehouse
documents for some time, it may take some time to rename all the records. Therefore, if you use this method, consider
running the batch job Delete Registered Whse. Documents before you start the renaming process. Also note that the
only documents that are deleted in this batch job are put-aways, picks, and movements.
If you are renaming a receiving bin or a shipping bin, all the posted receipts or shipments that refer to the bin in question are
renamed.

See Also
Warehouse Management
Inventory
Setting Up Warehouse Management
Assembly Management
Design Details: Warehouse Management
Working with Dynamics NAV
 Setting Up Manufacturing
4/16/2018 • 2 minutes to read • Edit Online

To convert material into produced end items, production resources, such as bills of material, routings, machine
operators, and machinery must be set up in the system.
Operators and machines are represented in the system as machine centers that may be organized in work
centers and work center groups. When these resources are established, they can be loaded with operations
according to the item's defined material (BOM ) and process (routing) structure, and according to the capacity
of the machine or work center. You can also set the production capacity of each resource. Capacity is defined
by the work time available in the machine and work centers, and is governed by calendars for each level. A
work center calendar specifies the working days or hours, shifts, holidays, and absence that determine the
work center’s gross available capacity (typically measured in minutes). All of this is determined by defined
efficiency and capacity values.
When you have set up manufacturing, you can plan and execute production orders. For more information, see
Planning and Manufacturing.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Configure the manufacturing features, such as defining The Manufacturing Setup page.
shop floor work hours and selecting planning principles.

Define a standard working week in the manufacturing How to: Create Shop Calendars
department in terms of starting and ending times of each
work day and related work shift.

Organize fixed values and requirements of production How to: Set Up Work Centers and Machine Centers
resources as work centers or machine centers to govern
their output of production performed.

Organize production operations in the required order and How to: Create Routings
assign them to work or machine centers with the required
work times.

Organize production components or subassemblies under a How to: Create Production BOMs
produced parent item and certify the BOM for execution at
work centers.

Make sure that the right component quantity is available How to: Work With Manufacturing Batch Units of Measure
when produced items are stocked in one unit of measure
but produced in another.

Define families of production items with similar How to: Work With Production Families
manufacturing processes to save consumption. For
example, four pieces of the same item can be produced
from one sheet and 10 pieces of another, different, item at
the same time.

Use standard tasks to simplify the creation of routings by How to: Set Up Standard Routing Lines
quickly attaching extra information to recurring operations.
 TO SEE

Prepare work centers and routings to represent How to: Subcontract Manufacturing
subcontracted production operations.

See Also
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Set Up Shop Calendars
4/16/2018 • 4 minutes to read • Edit Online

A work center or machine calendar specifies the working days and hours, shifts, holidays, and absences that
determine the center’s gross available capacity, measured in time, according to its defined efficiency and capacity
values.
As a foundation for calculating a specific work or machine center calendar, you must first set up one or more
general shop calendars. A shop calendar defines a standard work week according to start and end times of each
working day and the work shift relation. In addition, the shop calendar defines the fixed holidays during a year.
The following describes how to set up work center calendars. The steps are similar when setting up machine
center calendars.

To create work shifts

1. Choose the icon, enter Work Shifts, and then choose the related link.
2. On a blank line, enter a number in the Code field to identify the work shift, for example, 1.
3. Describe the work shift in the Description field, for example, 1st shift.
4. Optionally, fill in lines for a second or third work shift.
Even if your work centers do not work in different work shifts, enter at least one work shift code.

To set up a shop calendar

1. Choose the icon, enter Shop Calendars, and then choose the related link.
2. On a blank line, enter a number in the Code field to identify the shop calendar.
3. Describe the shop calendar in the Description field.
4. Choose the Working Days action.
5. In the Shop Calendar Working Days window, define a complete work week, with the start and end times
for each day.
In the Work Shift Code field, select one of the shifts that you previously defined. Add a line for every
working day and every shift. For example:
Monday 07:00 15:00 1
Tuesday 07:00 15:00 1
If you need a shop calendar with two work shifts, you must fill it in in this manner:
Monday 07:00 15:00 1
Monday 15:00 23:00 2
Tuesday 07:00 15:00 1
Tuesday 15:00 23:00 2
Any week days that you do not define in the shop calendar, such as Saturday and Sunday, are considered
non-working days and will have zero available capacity in a work center calendar.
When all the working days of a week are defined, you can close the Shop Calendar Working Days
window and proceed to enter holidays.
6. In the Shop Calendars window, select the shop calendar, and then choose the Holidays action.
7. In the Shop Calendar Holidays window, define the holidays of the year by entering the start date and
time, the end time, and description of each holiday on individual lines. For example:
04/07/14 0:00:00 23:59:00 Summer Holiday
05/07/14 0:00:00 23:59:00 Summer Holiday
06/07/14 0:00:00 23:59:00 Summer Holiday
The defined holidays will have zero available capacity in a work center calendar.
The shop calendar can now be assigned to a work center to calculate the work shop calendar that will govern all
operation scheduling at that work center.

To calculate a work center calendar

1. Choose the icon, enter Work Centers, and then choose the related link.
2. Open the work center that you want to update.
3. In the Shop Calendar Code field, select which shop calendar to use as the foundation for a work center
calendar.
4. Choose the Calendar action.
5. In the Work Center Calendar window, choose the Show Matrix action.
The left side of the matrix window lists the work centers that are set up. The right side shows a calendar
displaying the available capacity values for each working day in the defined unit of measure, for example,
480 minutes. Each line represents the calendar of one work center.

NOTE
You can also select to view the capacity values for each week or month by changing the selection in the View By
field in the Work Center Calendar window.

To reflect the new shop calendar as a line on the selected work center, it must first be calculated.
6. Choose the Calculate action.
7. On the Work Center FastTab, you can set a filter to only calculate for one work center. If you do not set a
filter, all existing work center calendars will be calculated.
8. Define the starting and ending dates of the calendar period that should be calculated, for example, one year
from 01/01/14 to 31/12/14.
9. Choose the OK button to calculate capacity.
Calendar entries are now created or updated displaying the available capacity for each period according to the
following three sets of master data:
The working days and shift defined in the assigned shop calendar.
The value in the Capacity field on the work center card.
The value in the Efficiency field on the work center card.
The calculated work center calendar will now define when and how much capacity is available at this work center.
This controls the detailed scheduling of operations performed at the work center.
To record work center absence
1. In the Work Center Calendar window, choose the Show Matrix action.
2. In the Work Center Calendar Matrix window, select the work center and calendar day when the absence
time should be recorded, and then choose the Absence action.
3. In the Absence window, define the starting time, ending time, and description of that day’s absence. For
example:
25/01/01 08:00 10:00 Maintenance
4. Choose the Update action, and then close the Absence window.
The capacity of the selected day has now decreased by the recorded absence time.

See Also
How to: Set Up Base Calendars
How to: Set Up Work Centers and Machine Centers
Setting Up Manufacturing
Manufacturing
Working with Dynamics NAV
 How to: Set Up Work Centers and Machine Centers
8/13/2018 • 7 minutes to read • Edit Online

The program distinguishes between three types of capacities. These are arranged hierarchically. Each level
contains the subordinate levels.
The top level is the work center group. Work centers are assigned to the work center groups. Every work center
can only belong to one work center group.
You can assign various machine centers to every work center. A machine center may only belong to one work
center.
The planned capacity of a work center consists of the availability of the corresponding machine centers and the
additional planned availability of the work center. The planned availability of the work center group is, therefore,
the sum of all corresponding availabilities of the machine centers and work centers.
The availability is stored in calendar entries. Before you set up work or machine centers, you must set up shop
calendars. For more information, see How to: Create Shop Calendars.

To set up a work center

The following primarily describes how to set up a work center. The steps to set up a machine center calendar are
similar except for the Routing Setup FastTab.

1. Choose the icon, enter Work Centers, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.
4. In the Work Center Group field, select the higher-level resource grouping that the work center is
organized under, if relevant. Choose the New action in the drop-down list.
5. Select the Blocked field if you want to prevent the work center from being used in any processing. This
means that output cannot be posted for an item that is produced at the work center. For more information,
see How to: Post Production Output.
6. In the Direct Unit Cost field, enter the cost of producing one unit of measure at this work center, excluding
any other cost elements. This cost is often referred to as the direct labor rate.
7. In the Indirect Cost % field, enter the general operation costs of using the work center as a percentage of
the direct unit cost. This percentage amount is added to the direct cost in the calculation of the unit cost.
8. In the Overhead Rate field, enter any non-operational costs, for example maintenance expenses, of the
work center as an absolute amount.
The Unit Cost field contains the calculated unit cost of producing one unit of measure at this work center,
including all cost elements, as follows:
Unit Cost = Direct Unit Cost + (Direct Unit Cost x Indirect Cost %) + Overhead Rate.
9. In the Unit Cost Calculation field, define whether the above calculation should be based on the amount of
time used: Time, or on the number of produced units: Units.
10. Select the Specific Unit Cost field if you want to define the work center’s unit cost on the routing line
where it is being used. This may be relevant for operations with dramatically different capacity costs than
what would normally be processed at that work center.
11. In the Flushing Method field, select whether output posting at this work center should be calculated and
posted manually or automatically, using either of the following methods.

OPTION DESCRIPTION

Manual Concumption is posted manually in the output journal or

production journal.

Forward Consumption is calculated and posted automatically when

the production order is released.

Backward Consumption is calculated and posted automatically when

the production order is finished.

NOTE
If necessary, the flushing method selected here and on the Item card, can be overridden for individual operations by
changing the setting on routing lines.

12. In the Unit of Measure Code field, enter the time unit in which this work center’s cost calculation and
capacity planning are made. In order to be able to constantly monitor consumption, you must first set up a
method of measure. The units you enter are basic units. For example, the processing time is measured in
hours and minutes.

NOTE
If you select to use Days then remember that 1 day = 24 hours - and not 8 (working hours).

13. In the Capacity field, define whether the work center has more than one machine or person working at the
same time. If your Dynamics NAV installation does not include the Machine Center functionality, then the
value in this field must be 1.
14. In the Efficiency field, enter the percentage of the expected standard output that this work center actually
outputs. If you enter 100, it means that the work center has an actual output that is the same as the
standard output.
15. Select the Consolidated Calendar check box if you are also using machine centers. This ensures that
calendar entries are rolled up from machine center calendars.
16. In the Shop Calendar Code field, select a shop calendar. For more information, see How to: Create Shop
Calendars.
17. In the Queue Time field, specify a fixed time span that must pass before assigned work can begin at this
work center. Note that queue time is added to other non-productive time elements such as wait time and
move time that you may define on routing lines using this work center.

Example - Different Machine Centers Assigned to a Work Center

It is important to plan which capacities are to make up the total capacity when setting up the machine centers and
work centers.
If different machine centers (such as 210 Packing table 1, 310 Painting Cabin ...) are assigned to a work center, the
consideration of the single capacities of the machine centers is significant because failure of one machine center
can interrupt the entire process. The machine groups can be entered according to their capacity but may not be
included in the planning. By deactivating the Consolidated Calendar field only the capacity of the work center
but not the machine center is assigned in the planning.
If, however, identical machine centers (such as 210 Packing table 1 and 220 Packing table 2) are combined in a
work center, the consideration of the work center as a sum of the assigned machine centers is of interest.
Therefore, the work center would be listed with zero capacity. By activating the Consolidated Calendar field, the
common capacity is assigned to the work center.
If capacities of work centers are to make no contribution to the total capacity, you can achieve this with efficiency =
0.

To set up a capacity constrained machine or work center

You must set up production resources that you regard as critical and mark them to accept a finite load instead of
the default infinite load that other production resources accept. A capacity-constrained resource can be a work
center or machine center that you have identified as a bottleneck and would like to establish a limited, finite load
for.
Dynamics NAV does not support detailed shop floor control. It plans for a feasible utilization of resources by
providing a rough-cut schedule, but it does not automatically create and maintain detailed schedules based on
priorities or optimization rules.
In the Capacity-Constrained Resources window, you can make setup that avoids overload of specific resources
and ensure that no capacity is left unallocated if it could increase the turn-around time of a production order. In the
Dampener (% of Total Capacity) field, you can add dampener time to resources to minimize operation splitting.
This enables the system to schedule load on the last possible day by exceeding the critical load percent slightly if
this can reduce the number of operations that are split.
When planning with capacity-constrained resources, the system ensures that no resource is loaded above its
defined capacity (critical load). This is done by assigning each operation to the nearest available time slot. If the
time slot is not big enough to complete the entire operation, then the operation will be split into two or more parts
placed in the nearest available time slots.

1. Choose the icon, enter Capacity Constrined Resources, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary.

NOTE
Operations on work centers or machine centers that are set up as constrained resources will always be planned serially. This
means that if a constrained resource has multiple capacities, then those capacities can only be planned in sequence, not in
parallel as they would be if the work or machine center was not set up as a constrained resource. In a constrained resource,
the Capacity field on the work center or machine center is greater than 1.
In case of operation splitting, the setup time is only assigned once because it is assumed that some manual adjustment is
done to optimize the schedule.

See Also
How to: Create Shop Calendars
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Create Routings
8/13/2018 • 6 minutes to read • Edit Online

Manufacturing companies use routings to visualize and direct the manufacturing process.
The routing is the basis of process scheduling, capacity scheduling, scheduled assignment of material needs, and
manufacturing documents.
As for production BOMs, the routings are assigned to the manufacturing end item. A routing holds master data
that captures the process requirements of a given produced item. Once a production order is created for that
item, its routing will govern the scheduling of operations as represented in the Prod. Order Routing window
under the production order.
Before you can set up a routing, the following must be in place:
Item cards are created for parent items that take part in manufacturing. For more information, see How to:
Register New Items.
Production resources are set up. For more information, see How to: Set Up Work Centers and Machine
Centers.

To create a routing
1. Choose the icon, enter Routings, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.
4. In the Type field, select Serial to calculate the production routing according to the value in the Operation
No. field.
Select Parallel to calculate the operations according to the value in the Next Operation No. field.
5. To edit the routing, set the Status field to New or Under Development. To activate it, set the Status field
to Certified.
Proceed to fill in the routing lines.
6. In the Operation No. field, enter the number of the first operation, for example, 10.
7. In the Type field, specify which kind of resource is used, for example, Work Center.
8. In the No. field, select the resource to be used, or type it in the field.
9. In the Routing Link Code field, enter a code to connect the component to a specific operation. For more
information, see the "To create routing links" section.
10. In the Run Time and Setup Time fields, enter the process times needed to perform the operation.

NOTE
Setup time is calculated per production order, whereas run time is calculated per produced item.

11. In the Concurrent Capacities field, specify how many units of the selected resource are used to perform
 the operation. For example, two people allocated to one packing operation will halve the run time.
12. Continue to fill in lines for all operations involved in producing the item in question.
13. To copy lines from an existing routing, choose the Copy Routing action to select existing lines.
14. Certify the routing.
15. You can now attach the new routing to the card of the production item in question, by filling in the
Routing No. field. For more information, see How to: Register New Items.

NOTE
Remember also to recalculate the item’s standard cost from the Item card: Choose the Manufacturing action, select the
Calc. Standard Cost action, and then select the All Levels action.

To create routing links

You can create routing links to connect components to specific operations in order to retain their relationship
even though the production BOM or routing is modified. It also facilitates just-in-time flushing of components,
namely when the specific linked operation starts, not when the complete production order is released. For more
information see How to: Flush Components According to Operation Output.
Another important benefit is that linked components and operations are displayed in a logical process structure
when you use the Production Journal window for output and consumption posting.

1. Choose the icon, enter Routings, and then choose the related link.
2. Open the routing that contains the operations that you want to link.
Make sure the routing status is Under Development.
3. On the relevant routing line, in the Routing Link Code field, select a code.
4. Proceed to add different routing link codes to other operations in the routing, if relevant.

NOTE
You should not use the same routing link code in different operations on a routing because you may incorrectly link
a component to two different operations, so that it is consumed two times.
It is a good idea to name the routing link code after the operation in order to ensure operation-specific routing
links.

5. Set the routing status to Certified.

Routing link codes are now assigned to operations. Next, you must create the actual link by assigning the
same codes to specific components in the relevant production BOM.
6. Open the Production BOM that contains the components that you want to link to the above operations.
For more information, see How to: Create Production BOMs.
7. Make sure the BOM status is Under Development.
8. On the relevant production BOM line, in the Routing Link Code field, select the code that you have just
assigned to the relevant operation.
9. Proceed to add routing link codes to other components according to the unique operations where they are
used.
10. Set the production BOM status to Certified.

NOTE
To enable the routing links on an existing production order, you must refresh the productio1n order. For more
information, see How to: Create Production Orders.

The selected components will now be linked to the selected operations when you create or refresh a production
order using the production BOM and routing in question. This is visible in the Prod. Order Components
window under the production order, and here you can also remove and add the defined routing link codes at any
time.

To assign personnel, tools, and quality measures to routing operations.

If you require personnel with qualifications, special knowledge, or special authorization for an operation, you can
assign these personnel to the operation. In addition, you can assign tools and quality requirements to the
operation. This procedure describes how to assign personnel. The steps are similar for other types of operation
information.

1. Choose the icon, enter Routings, and then choose the related link.
2. Open the relevant routing.
3. On the Lines FastTab, select the line that you want to process, and then choose the Personnel action.
4. Fill in the fields in the Routing Personnel window.
5. Choose the OK button to exit the window. The entered values are copied and assigned to the operation.

To create a new versions of a routing

The version principle enables you to manage several versions of a routing. The structure of the routing version
corresponds to the structure of the routing consisting of the routing version header and the routing version lines.
The basic difference is defined by the starting date.

1. Choose the icon, enter Routings, and then choose the related link.
2. Select the routing to be copied, and then choose the Versions action.
3. In the Routing Versions window, choose the New action.
4. Fill in the fields as necessary.
5. In the Version Code field, enter the unique identification of the version. Any combination of numbers and
letters is permitted.
The newly created version is automatically assigned the status New.
6. To create operation lines, select the first blank line, and then fill in the Operation No. field according to
the sequence of operations.
The operation lines are sorted in ascending order by operation numbers. To be able to make changes later,
we recommend you to select adequate step widths. The Next Operation No. field refers to the following
operation. The number of the operation can be entered directly.
7. When the routing version is completed, setting the Status field to Certified.
The time validity of the version is specified by the Starting Date field.

See Also
How to: Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Create Production BOMs
4/16/2018 • 5 minutes to read • Edit Online

A production bill of material (BOM ) holds master data that describes the components and subassemblies used in
the production of a parent item. Once a production order is created for that parent item, its production BOM will
govern the calculation of material requirements as represented in the Prod. Order Components window.
Dynamics NAV also support assembly BOMs. You use assembly orders for making end items from components
in a simple process that can be performed by one or more basic resources, which are not machine or work
centers, or without any resources. For example, an assembly process could be to pick two wine bottles and one
coffee sack and then pack them as a gift item. For more information, see the "Assembly BOMs or Production
BOMs" section in How to: Work with Bills of Material.
Before you can set up a routing, the following must be in place:
Item cards are created for parent items that take part in manufacturing. For more information, see How to:
Register New Items.
Production resources are set up. For more information, see How to: Set Up Work Centers and Machine
Centers.

To create a production BOM

1. Choose the icon, enter Production BOM, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.
4. To edit the BOM, set the Status field to New or Under Development. To activate it, set the Status field
to Certified.
Proceed to fill in the production BOM lines.
5. In the Type field, select whether the item on this BOM line is an ordinary item or a production BOM. If the
item on the line is a production BOM, then it must already exist as a certified production BOM.
6. In the No. field, look up and select the item or production BOM in question, or type it in the field.
7. In the Quantity Per field, enter how many units of the item go into the parent item, for example, 4 wheels
for 1 car.
8. In the Scrap % field you can enter a fixed percentage of components that are scrapped during production.
When the components are ready to be consumed in a released production order, this percentage will be
added to the expected quantity in the Consumption Quantity field in a production journal. For more
information, see How to: Register Consumption and Output.

NOTE
This scrap percentage represents components that are scrapped during production when picking from inventory,
whereas the scrap percentage on routing lines represents scrapped output before putting on inventory.

9. In the Routing Link Code field, enter a code to connect the component to a specific operation. For more
 information, see the "To create routing links" section in How to: Create Routings.
10. To copy lines from an existing production BOM, choose the Copy BOM action to select existing lines.
11. Certify the production BOM.
12. You can now attach the new production BOM to the card of the parent item in question. For more
information, see How to: Register New Items.

NOTE
To recalculate the item’s standard cost from the item card, choose the Manufacturing action, and then choose the Calc.
Standard Cost action.

To create a new versions of a production BOM

New versions of production BOMs are used when, for example, an item is replaced by another item, or when a
customer requires a special version of a product. The version principle enables various versions of a production
BOM to be managed. The structure of the production BOM version corresponds to the structure of the
production BOM. The basic difference is in the time validity of the versions. The validity is defined by the starting
date.
The starting date indicates the start of the period in which this version is valid. For all other considerations, the
starting date is a filter criterion for calculations and evaluations. The BOM version is valid until the next version
becomes valid for its starting date.

1. Choose the icon, enter Production BOM, and then choose the related link.
2. Select the production BOM to be copied, and then choose the Versions action.
3. On the Home tab, in the New group, choose New.
4. Fill in the fields as necessary.
5. In the Version Code field, enter the unique identification of the version. Any combination of numbers and
letters is permitted.
The newly created version is automatically assigned the status New.
6. When the BOM version is completed, setting the Status field to Certified.
The time validity of the version is specified by the Starting Date field.

NOTE
Select the Item option in the Type field to use an item from your item master data in the production BOM. If the item also
has a production BOM, whereby the Production BOM No. field is filled in on the item card, this production BOM is also
considered.
Select the Production BOM option if you want to use a phantom production BOM on the line.
Phantom production BOMs serve for structuring products. This production BOM type never leads to a finished product,
but is used exclusively for determining the dependent demand. Phantom production BOMs do not have their own item
master data.

Quantity Calculation Formula on Production BOMs

The quantity is calculated taking into consideration different dimensions which are also entered on the
production BOM lines. The dimensions refer to an order unit of the respective item. The length, width, depth and
weight can be entered as dimensions.
The Calculation Formula, Length, Width, Depth and Weight columns are not displayed, because they are only
used by some users. If you wish to use the calculation of the quantity, you must first display these columns.
The relation of the individual components is defined by the calculation formula. The following possibilities are
available as a calculation formula:
Empty - No consideration of dimensions. (Quantity = Quantity per.)
Length - Quantity = Quantity per * Length
Length x Width - Quantity = Quantity per * Length x Width
Length x Width x Depth - Quantity = Quantity per x Length x Width x Depth
Weight - Quantity = Quantity per x Weight
Example
In a production BOM, seventy metal parts with the dimensions length = 0.20 m and width = 0.15 m are required.
The values are entered as follows: Calculation Formula = Length x Width, Length = 20, Width = 15, Quantity per
= 70. The quantity is given by the Quantity per x Length * Width, that is, Quantity = 70 x 0.20 m x 0.15 m = 2.1
m2.

See Also
How to: Create Routings
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Flush Components According to Operation
Output
4/16/2018 • 2 minutes to read • Edit Online

For items that are set up with backward flushing method, the default behavior is to calculate and post component
consumption when you change the status of a released production order to Finished.
If you also define routing link codes, then calculation and posting occurs when each operation is finished, and the
quantity that was actually consumed in the operation is posted. For more information, see How to: Create
Routings.
For example, if a production order to produce 800 meters requires 8 kg of a component, then when you post 200
meters as output, 2 kg are automatically posted as consumption.
This functionality is useful for the following reasons:
Inventory Valuation - Value entries for output and consumption are created in parallel as the production
order progresses. Without routing link codes, the inventory value will increase as output is posted and then
decrease at a later point in time when the value of component consumption is posted together with the finished
production order.
Inventory Availability - With gradual consumption posting, the availability of component items is more up-
to-date, which is important to maintain the internal balance between demand and supply. Without routing link
codes, other demands for the component may believe that it is available as long as it is pending a delayed
consumption posting.
Just-in-Time – With the ability to customize products to customer requests, you can minimize waste by
making sure that work and system changes only occur when it is necessary.
The following procedure shows how to combine backward flushing and routing link codes so that the quantity that
is flushed for each operation is proportional to the actual output of the finished operation.

To flush components according to operation output

1. Choose the icon, enter Items, and then choose the related link.
2. Choose the Edit action.
3. On the Replenishment FastTab, in the Flushing Method field, select Forward.

NOTE
Select Pick+ Forward if the component is used in a location that is set up for directed put-away and pick.

4. Choose the icon, enter Routings, and then choose the related link.
5. Define routing link codes for every operation that consumes the component. For more information, see
How to: Create Routings .

6. Choose the icon, enter Production BOM, and then choose the related link.
7. Define routing link codes from each instance of the component to the operation where it is consumed.
 IMPORTANT
The component must have a routing link to the last operation in the routing.

See Also
How to: Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Work with Manufacturing Batch Units of
Measure
4/16/2018 • 2 minutes to read • Edit Online

If an item is stocked in one unit of measure but produced in another, a production order is created that uses a
manufacturing batch unit of measure to calculate the correct quantity of the components during the Refresh
Production Order batch job. An example of a manufacturing batch unit of measure calculation is when a
manufactured item is stocked in pieces but produced in tons.

To create a production BOM using a batch unit of measure

1. The manufacturing batch unit of measure is set up as an alternative unit of measure in the Item Units of
Measure window on the item to be produced. The batch unit of measure will not replace the base unit of
measure on the item.
2. Create a production BOM for the item set up with the manufacturing batch unit of measure. For more
information, see How to: Create Production BOMs.
3. In the Unit of Measure Code field, select the manufacturing batch unit of measure.
4. For each production BOM line, in the Quantity Per field, enter the quantity of this component item that is
required to create this batch unit of measure.
5. Open the Item Card for the related item.
On the Replenishment FastTab, in the Production BOM No. field, select the production BOM created
above.
6. Create a production order header using the item set up with the manufacturing batch unit of measure. For
more information, see How to: Create Production Orders.
7. Choose the Refresh action, and then choose the OK button.
On the Lines FastTab, choose the Line action, and then choose the Components action to view the result. The
program calculates the correct quantity of the components needed to satisfy the production BOM based on the
manufacturing batch unit of measure.

To calculate a manufacturing batch unit of measure on a production

order
1. Create a production order header using the item set up with the manufacturing batch unit of measure.
2. In the Item No. field in the Production Order line, type the same item number used in the header.
3. In the Quantity field, enter the same quantity used in the header.
4. In the Unit of Measure Code field, select the manufacturing batch unit of measure code.
5. Choose the Refresh action.
6. On the Calculate FastTab, clear the Lines check box.
7. Choose the OK button.
8. On the Lines FastTab, choose the Line action, and then choose the Components action to view the result. The
correct quantity of the components needed to satisfy the production BOM is calculated based on the
manufacturing batch unit of measure.
See Also
How to: Create Routings
How to: Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Work with Production Families
11/20/2018 • 2 minutes to read • Edit Online

A production family is a group of individual items whose relationship is based on the similarity of their
manufacturing processes. By forming production families, some items can be manufactured twice or more in one
production, which will optimize material consumption.
In the Quantity field in the Family window, you enter the quantity that will be produced when the whole family
has been manufactured once.

Example
In punching processes, four pieces of the same item can be produced from one sheet and 10 pieces of another,
different, item at the same time. The punching machine will punch all 14 pieces in one step.
Forming production families reduces the scrap quantity because what would normally be leftover scrap, when
producing big pieces, will be used instead to produce small items.

To set up a production family

1. Choose the icon, enter Families, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To produce based on a production family

1. Choose the icon, enter Firm Planned Prod. Orders, and then choose the related link.
2. Create a new production order. For more information, see How to: Create Production orders.
3. In the Source Type field, select Family.
4. In the Source No. field, select the relevant production family.

See Also
How to: Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Set Up Standard Routing Lines
4/16/2018 • 2 minutes to read • Edit Online

The use of standard tasks simplifies the creation and maintenance of routings. They allow you to quickly attach
extra information to recurring operations.

To set up a standard task

1. Choose the icon, enter Standard Tasks, and then choose the related link.
2. Choose the New action.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
4. Choose the Tools, Personnel, Description, or Tools action.
5. In the window that opens, describe the standard task in question.

To add a standard task to an operation

1. Choose the icon, enter Routings, and then choose the related link.
2. Open the relevant routing.
3. Select a relevant routing line, choose the Operations action, and then choose the Tools, Personnel,
Description, or Tools action.

See Also
How to: Create Routings
How to: Create Production BOMs
Setting Up Manufacturing
Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 How to: Subcontract Manufacturing
4/16/2018 • 6 minutes to read • Edit Online

Subcontracting selected operations to vendor is common in many manufacturing companies. Subcontracting can
be a rare occurrence or can be an integral part of all production processes.
The program provides several tools for managing subcontract work:
Work Centers with assigned vendor: This feature enables you to set up a work center that is associated with a
vendor (subcontractor). This is called a subcontract work center. You can specify a subcontract work center on a
routing operation, which allows you to easily process the subcontracted activity. In addition, the cost of the
operation can be designated at the routing or the work center level.
Work Center cost based on units or time: This feature enables you to specify whether costs associated with the
work center are based on the production time or a flat charge per unit. Although subcontractors commonly use
a flat charge per unit to charge for their services, the program can handle both options (production time and flat
charge per unit).
Subcontracting Worksheet: This feature allows you to find the production orders with material ready to send to
a subcontractor and to automatically create purchase orders for subcontract operations from production order
routings. Then the program automatically posts the purchase order charges to the production order during the
posting of the purchase order. Only production orders with a status of released can be accessed and used from a
subcontracting worksheet.

Subcontract Work Centers

Subcontract Work Centers are set up the same as regular work centers with additional information. They are
assigned to routings in the same manner as other work centers.
Subcontract Work Center Fields
This Subcontractor No. field designates the work center as a subcontract work center. You can enter the number
of a subcontractor who supplies the work center. This field can be used to administer work centers, which are not
in-house but perform processing under contract.
If you subcontract with the vendor for a different rate for each process, then select the Specific Unit Cost field.
This lets you set up a cost on each routing line and saves the time of re-entering each purchase order. The cost on
the routing line is used in processing instead of the cost on the work center cost fields. Selecting the Specific Unit
Cost field calculates costs for the vendor by the routing operation.
If you subcontract at a single rate per vendor, leave the Specific Unit Cost field blank. The costs will be set up by
filling in Direct Unit Cost, Indirect Cost %, and Overhead Rate fields.
Routings that use Subcontract Work Centers
Subcontract work centers can be used for operations on routings in the same way as regular work centers.
You can set up a routing that uses an outside work center as a standard operational step. Alternatively, you can
modify the routing for a particular production order to include an outside operation. This might be needed in an
emergency such as a server not working correctly, or during a temporary period of higher demand, where the work
generally performed in-house must be sent to a subcontractor.
For more information, see How to: Create Routings.

Subcontracting Worksheet
Once you have calculated the subcontracting worksheet, the relevant document, in this case a purchase order, is
created.

How to: Calculate Subcontracting Worksheets and Create

Subcontract Purchase Orders
The Subcontracting Worksheet window functions like the Planning Worksheet by calculating the needed
supply, in this case purchase orders, which you review in the worksheet and then create with the Carry Out Action
Message function.

NOTE
Only production orders with status Released can be accessed and used from a subcontracting worksheet.

To calculate the subcontracting worksheet

1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. To calculate the worksheet, choose the Calculate Subcontracts action.
3. In the Calculate Subcontracts window, set filters for the subcontracted operations, or the work centers
where they are performed, to calculate only the relevant production orders.
4. Choose the OK button.
Review the lines in the Subcontracting Worksheet window. The information in this worksheet comes from
the production order and production order routing lines and flows to the purchase order when that
document is created. You can delete a row from the worksheet without affecting the original information, just
as you can with the other worksheets. The information will reappear the next time you run the Calculate
Subcontracts function.
To create the subcontract purchase order
1. Choose the icon, enter Subcontracting Worksheet, and then choose the related link.
2. On the Actions tab, in the Process group, choose Carry Out Action Message.
3. Select the Print Orders field to print the purchase order as it is created.
4. Choose the OK button.
If all subcontracted operations are sent to the same vendor location, then only one purchase order is created.
The worksheet line that was turned into a purchase order is deleted from the worksheet. Once a purchase order is
created, it will not appear in the worksheet again.

Posting Subcontract Purchase Orders

Once the Subcontractor Purchase Orders have been created, they can be posted. Receiving the order posts a
Capacity Ledger Entry to the production order and invoicing the order posts the direct cost of the purchase order to
the production order.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

Posting output automatically for an ongoing production order when subcontracted items are received may not be
desired. Reasons for this could be that the expected output quantity that is posted may be different from the actual
quantity and that the posting date of the automatic output is misleading.
To avoid that the expected output of a production order is posted when subcontract purchases are received, make
sure the subcontracted operation is not the last one. Alternatively, insert a new last operation for the final output
quantity.

To post a subcontract purchase order

1. Choose the icon, enter Purchase Orders, and then choose the related link.
2. Open a purchase order that is created from the subcontracting worksheet.
On the purchase order lines, you see the same information that was in the worksheet. The Prod. Order No.,
Prod. Order Line No., Operation No., and Work Center No. fields are filled in with the information from
the source production order.
3. Choose the Post action.
When the purchase is posted as received, then an output journal entry is automatically posted for the production
order. This only applies if the subcontract operation is the last operation on the production order routing.
Cau t i on

Posting output automatically for an ongoing production order when subcontracted items are received may not be
desired. Reasons for this could be that the expected output quantity that is posted may be different from the actual
quantity and that the posting date of the automatic output is misleading.
To avoid that the expected output of a production order is posted when subcontract purchases are received, make
sure the subcontracted operation is not the last one. Alternatively, insert a new last operation for the final output
quantity.
When the purchase order is posted as invoiced, then the direct cost of the purchase order is posted to the
production.

See Also
Manufacturing
Setting Up Manufacturing
Planning
Inventory
Purchasing
Working with Dynamics NAV
 Setting Up Service Management
4/16/2018 • 2 minutes to read • Edit Online

Before you can start using Service Management features in Dynamics NAV, there are a few things to set up. For
example, you can establish coding for standard services, symptoms, and fault codes, and the service items and
service item types that your company's customer service needs require.
When you set up Service Management, you must decide what services to offer customers and the schedule for
those services. A service is a type of work performed by one or more resources and provided to a customer. For
example, a service could be a type of computer repair. A service item is the equipment or item needing servicing,
for example, the computer needing repair, installed at a specific customer. You can set up services as part of a
group of related repair or maintenance items.
When you define a service, you can associate it with the skills required to perform the service. To help your
service representatives be efficient, you can also set up real time troubleshooting guidelines and assign typical
startup costs, such as travel costs or other fees.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Set up codes that automatically assign lines on service How to: Set Up Codes for Standard Services
documents for services you deliver often.

Establish general settings that control aspects of Service How to: Configure Service Processes
Management Processes.

Define how your organization works with fault reporting. How to: Set Up Fault Reporting

Set up the service offerings that your company delivers to How to: Set Up Service Offerings
customers.

Provide troubleshooting guidelines that help service reps How to: Set Up Troubleshooting
deliver faster service.

Set up resource allocation to make it easy to assign the right How to: Set Up Resource Allocation
resource to a service task.

Define pricing for services, and set up additional service costs How to: Set Up Pricing and Additional Costs for Services
to assess on service orders.

Set things up so you can track resource hours and service How to: Set Up Work Hours and Service Hours
order status in order to forecast workloads and service needs.

Set up repair status options so that you can monitor progress How to: Set Up Statuses for Service Orders and Repairs
on repairs.

Set up a loaner program, so you can lend a substitute while How to: Set Up a Loaner Program
you work on a service item.

Set up service items and service item components. How to: Set Up Service Items
 TO SEE

Lay the groundwork for creating service contracts and How to: Set Up Service Contracts
contract quotes.

See also
Service Management
Welcome to Microsoft Dynamics NAV
 How to: Set Up Standard Service Codes
4/16/2018 • 2 minutes to read • Edit Online

When you perform typical service, you often have to create service documents that use service lines that contain
similar information. To make it easy to create these lines, you can set up standard service codes that have a
predefined set of service lines. When you choose the code on a service document, the lines are entered
automatically. You can set up any number of standard service codes, and each code can have an unlimited number
of service lines of different types, including item, resource, cost, or standrd text linked to it. You create service lines
of each standard serice code on the Standard Service Code card. You then assign standard service codes to
service item groups on the Standard Serv. Item Gr. Codes page. Later, when you create a service document, you
can use the Get Standard Service Codes action to add service lines.

TIP
You can use the same concept to create lines on sales and purchase documents. For more information, see How to: Create
Recurring Sales and Purchase Lines.

To set up a standard service code

1. Choose the icon, enter Standard Service Codes, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Fill in the service lines linked to this service code.

To assign a standard service code to a service item group

1. Choose the icon, enter Service item Groups, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Fill in the service lines linked to this service code.

See Also
Service Management
 How to: Configure Service Processes
4/16/2018 • 2 minutes to read • Edit Online

The following are some examples of the settings that you can apply to service management processes:
Some overall settings for various processes, such as warnings, next service calculations for service items, the
starting fee to assess, the fault reporting level to use, and so on.
The types if information that a technician must enter on service documents. For example, you can require them
to specify the type of order, the start and/or end dates for the work, and the type of work that was done.
Some default settings for response times and warranties. These include a default response time for starting
service, warranty discount percentages for parts and labor, and how long warranties are valid for.
Settings for contracts, such as the maximum number of days that you can use for contract service orders,
whether to use reason codes when a contract is canceled, standard texts for contract descriptions, and contract
values.
The number sequences to use for service-related documents and items.

To enter general and mandatory settings

1. Choose the icon, enter Service Setup, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

See Also
How to: Set Up Fault Reporting
How to: Set Up Resource Allocation
How to: Set Up Codes for Standard Services
How to: Set Up Additional Costs for Services
How to: Set Up Troubleshooting
Service Management
 How to: Set Up Fault Reporting
4/16/2018 • 2 minutes to read • Edit Online

Fault reporting lets you establish standards for recording fault information for service items. For example, you can
specify what the problem is, the symptoms you see, the reason for the problem, and how to resolve it.
Fault codes describe the typical service item faults or the actions taken on service items. Depending on the level of
fault reporting in your company, you might need to set up fault area codes and symptom codes before you set up
fault codes. Fault areas descrive areas of service item faults. Fault reason codes describe the reason for service
item faults and, if needed, whether to exclude warranty and contract discounts. For example, you might want to
exclude warranty and contract discounts if the customer was somehow responsible for the fault in the service item.
You assign fault reason codes to service orders. For more information, see How to: Work on Service Tasks.

To specify the overall level of fault reporting to use

1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Fault Reporting Level field, choose one of the options described in the following table.

FAULT LEVEL DESCRIPTION

None No reporting codes are used.

Fault Codes are listed in the Fault Codes table. These codes
identify service item faults or actions to take on service
items. You can cluster related codes into Fault Area Code
groupings.

Fault + Symptom You provide a combination of codes in the Fault Codes

and Symptom Codes tables. Typical symptom codes
include indicators that a customer might use to describe a
problem, such as a noise or a quality.

Fault + Symptom + Area You use fault, symptom, and fault area codes as an
implementation of the International Repair Coding System
(IRIS).

To complete the setup of fault reporting, you can also specify what repairs or resolutions are associated with a
fault or defect. You set that up on the Fault/Resolution Code Relationships page, where you set up
combinations of codes for the service item group of the service item from which you accessed the witndow and
the number of occurrences for each one.

To create fault and resolution code relationships

To be able to see the most common methods of repair for particular item faults when you are servicing the items,
you need to build up information on fault/resolution codes relationships. Use the Insert Fault/Resol. Codes
Relationships batch job to find all the combination of fault and resolution codes in posted service orders and
record them on the Fault/Resol. Codes Relationships page.

1. Choose the icon, enter Insert Fault/Resol. Codes Relationships, and then choose the related link.
2. Enter dates to define the period you want to include in the batch job.
3. To group the relationships by service item group, choose the Relation Based on Service Item Group check
box.
4. To retain the records that you have already inserted manually in the Fault/Resol. Codes Relationships page,
choose the Retain Manually Inserted Rec. check box.

See Also
Setting Up Service Management
Service Management
 How to: Set Up Service Offerings
4/16/2018 • 2 minutes to read • Edit Online

When you set up service management, you must decide what services to offer customers and the schedule for
those services. A service is a type of work performed by one or more resources and provided to a customer. For
example, a service could be a type of computer repair. A service item is the equipment or item that needs servicing,
for example, the computer that needs repair, installed at a specific customer. You can set up services as part of a
group of related repair or maineenance items.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Enter information about the service items that your service How to: Create Service Items
organization is tracking.

Establish a workflow for service when the service items How to: Set Up Service Items and Service Item Components
consists of several components. The component list is always
connected to a service item, but these components can also
be based on bill of materials (BOMs).

See Also
Setting Up Service Management
 Setting Up Troubleshooting for Service Items
4/16/2018 • 2 minutes to read • Edit Online

You can set up troubleshooting guidelines that help technicians solve problems when providing service. For
example, guidelines might be a list of steps to perform a repair, or a series of questions to ask about the items.
After you set up troubleshooting guidelines, you can assign them to service item groups, service items, and items.
There is an inheritance hierarchy for guidelines. If you assign them to a service item group, the items included in
the group will inherit the guidelines unless you specify them for the items. Similarly, service items will inherit
guidelines from items.

To set up troubleshooting guidelines

1. Choose the icon, enter Troubleshooting, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To assign troubleshooting guidelines to items, service items, or service

item groups
1. Choose the icon, enter Items, Service Items, or Service Item Groups, and then choose the related link.
2. Choose the relevant entity, and then choose the Troubleshooting action.

See Also
Service Management
 How to: Set Up Resource Allocation
4/16/2018 • 3 minutes to read • Edit Online

To ensure that a service task is performed well, it's important to find a resource who is qualified to do the work.
You can set up Dynamics NAV so that it's easy to allocate someone who has the right skills for the job. In
Dynamics NAV, we call this resource allocation. You can allocate resources based on their skill, availability, or
whether they are in the same service zone as the customer.
To use resource allocation, you must set up:
The skills required to repair and maintain service items. You assign these to service items and resources.
Geographic regions, called zones, that you define for your market. For example, East, West, Central, and so on.
You assign these to customers and resources.
Whether to display resource skills and zones, and whether to display a warning if someone chooses unqualified
resource, or a resource that is not in the customer zone.

To set up skills
1. Choose the icon, enter Skills, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To assign skills to service items and resources

1. Choose the icon, enter Service Items or Resources, and then choose the related link.
2. Open the card for the service item or resource, and then choose one of the following:
For service items, choose Resource Skills.
For resources, choose Skills.

To set up zones
1. Choose the icon, enter Zones, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To assign zones to customers and resources

1. Choose the icon, enter Customers or Resources, and then choose the related link.
2. Open the card for the service item or resource, and then choose one of the following:
For customers, choose a zone in the Service Zone Code field.
For resources, choose the Service Zones action.

To specify what to show when a resource is chosen

1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Resource Skills Option field, choose one of the options described in the following table.
 OPTION DESCRIPTION

Code Shown Displays the code only.

Warning Displayed Shows the information and displays a warning if you

choose a resource that is not qualified.

Not Used Does not show this information.

To update resource capacity

You may need to change the capacity of resources.

1. Choose the icon, enter Resource Capacity, and then choose the related link.
2. Choose the resource, and then choose the Set Capacity action.
3. Make the changes, and then choose Update Capacity.

To update skills for items, service items, or service item groups

If you want to change the skill codes assigned to items, for example from PC to PCS, you can do so either for an
item, service item, or for all items in a service item group.

1. Choose the icon, enter Items or Service Item, or Service Item Group, and then choose the related
link.
2. Choose the entity to update, and then choose the Resource Skills action.
3. On the line with the code to be changed, in the Skill Code field, choose the relevant skill code.
4. If the item has associated service items, a dialog box opens with the following two options:
Change the skill codes to the selected value: Select this option if you want to replace the old skill code
with the new one on all the related service items.
Delete the skill codes or update their relation: Select this option if you want to change the skill code on
this item only. The skill code on the related service items will be reassigned, that is, the Assigned From
field will be updated.

See Also
How to: Allocate Resources
How to: Set Up Work Hours and Service Hours
How to: Set Up Fault Reporting
How to: Set Up Codes for Standard Services
 How to: Set Up Pricing and Additional Costs for
Services
8/13/2018 • 3 minutes to read • Edit Online

You can use the Dynamics NAV pricing features to set up and customize your application so that you apply and
adjust pricing on service items, repairs, and orders. These pricing decisions are then easily transmitted to the
invoicing process.
As your implementation requires, you can set up pricing groups and map them to specific time periods, customers,
or currency. You can set up fixed, minimum, or maximum pricing, depending on the service contracts that you have
with customers. Finally, as you adjust your prices, you can view and approve the changes before committing them
to the ledger.

To set up a service price group

You can set up groups containing service items that you want to receive the same special service pricing. You
assign service price groups to service items on service item lines. You can also assign service price groups to
service item groups.

1. Choose the icon, enter Service Price Groups, and then choose the related link.
2. Create a new service price group.
3. Fill in the Code and Description fields.
4. Choose the Setup action.
5. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more
information.

TIP
The Adjustment Type and Amount fields work together to specify whether an adjustment concerns a fixed amount,
or applies only when the total service price exceeds or is lower than the amount in the Amount field.

To set up a service price adjustment group

You can set up price adjustment groups to adjust service pricing of service items. For example, you can set up
price adjustment groups that adjust price of freight or spare parts.

1. Choose the icon, enter Service Price Adjustment Groups, and then choose the related link.
2. Create a new service price adjustment group.
3. Fill in the Code and Description fields.
4. In the Type field, enter the type of the entry that you want to adjust.
To adjust only one specific entry, enter the number of this entry in the No. field. When you leave this
field blank, your adjustment group will adjust all entries of the type defined in the Type field.
To adjust service prices related to only one specific service, fill in the Work Type field. When you leave
this field blank, it will just be ignored.
5. In the Description field, enter a short description of the service price adjustment.
6. To adjust service prices related to only one specific general product posting group, fill in the Gen. Prod.
Posting Group field.

TIP
You can choose Details to add additional information about the adjustment group. For example, you can specify which item
belongs to the service price adjustment group, and whether this is an item, a resource, a resource group, or a service charge.

To set up additional costs for services

When you work with service items and service orders, you may need to register additional costs, such as travel
costs to particular service zones or starting fees. When you create a service order, you can insert these costs and a
line with the type Cost will be added to the order. Alternatively, if you want to apply the cost to all service orders,
you can set up a default cost. For example, if you always want to apply a starting fee.
To set up service costs
1. Choose the icon, enter Service Costs, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
To specify a default cost for service orders
1. Choose the icon, enter Service Setup, and then choose the related link.
2. In the Service Order Starting Fee field, choose the appropriate service cost.

See Also
Setting Up Service Management
Service Management
 How to: Set Up Service Items and Service Item
Components
4/16/2018 • 2 minutes to read • Edit Online

To work with service items, you must set up the following

Service item groups.
Optional

To set up service item groups

You can set up groups of items that are related in terms of repair and maintenance. You can define default values
for service items in a service item group, such as response time, contract discount percent, and service price
group. For items in a service item group, you can select whether you want them to be automatically registered as
service items when they are sold.
You assign service item groups to items on the Item card, and to service items on the Service Item card.

1. Choose the icon, enter Service Item Groups, and then choose the related link.
2. Create a new service item group.
3. Fill in the Code and Description fields.
4. In the Default Contract Discount % field, enter the default contract discount percentage that you want the
service items in the group to have.
5. In the Default Serv. Price Group Code field, enter the default service price group code that you want the
service items in the group to have.
6. In the Default Response Time (Hours) field, enter the default response time in hours that you want the
service items in the group to have.
7. If you want to register the items in the group as service items when they are sold, select the Create Service
Item field.

To set up service item components

A service item can consist of several components, which can be replaced with spare parts when the item is
serviced. These components are set up on the Service Item Component List page. Additionally, if you want to
set up components for service items that are BOMs, you can copy the BOM items and create them as service item
components.

1. Choose the icon, enter Service Items, and then choose the related link.
2. Open the service item for which you want to set up components.
3. Choose the Components action. The Service Item Component List window opens.
4. Add a new component.
5. In the Type field, choose Service Item if the component itself is a registered service item. Otherwise, select
Item.
6. In the No. field, choose the item or service item that is a component of the service item.

To set up service item components from a BOM

1. Choose the icon, enter Service Items, and then choose the related link.
2. Open the service item for which you want to set up components from a BOM.
3. Choose the Components action. The Service Item Component List window opens.
4. Choose the Copy from BOM action.
If the item that the service item is linked to is a BOM, the components for all the items in the BOM are
created automatically.

To set up a service shelf

You can set up service shelves that identify where you store your service items. You assign service shelves to
service items on the Service Order and Service Item Worksheet pages.

1. Choose the icon, enter Service Shelves, and then choose the related link.
2. Fill in the fields as necessary.

See Also
How to: Set Up Codes for Standard Services
How to: Set Up Troubleshooting
 How to: Set Up Work Hours and Service Hours
4/16/2018 • 2 minutes to read • Edit Online

Typically, a service management system tracks resource hours and service order status in order to forecast
workloads and service needs. Dynamics NAV has built-in tools that you can customize to record this kind of
information.
After you set the default service hours of your company, you can calculate response times for service orders or
send warnings or alerts when service calls come in. The alert feature is implemented together with the job
scheduler.
As you work on a service order, you will want to update it's status so that you can monitor progress. The service
order status reflects the repair status of all the service items in the service order. For more information, see
Understanding Service Order and Repair Status.

To set up default service hours

You use the Default Service Hours window to set up the usual service working hours in your company. These
service hours are used to calculate the response date and time for service orders and quotes and to send response
time warnings. The default service hours are used for service contracts unless you specify special service hours for
a contract.

1. Choose the icon, enter Default Service Hours, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

IMPORTANT
If you leave the lines in the Default Service Hours window empty, the default value is 24 hours, valid only for calendar
working days.

To set up work-hour templates

You can use the Work-Hour Template window to set up templates that contain the typical working hours in your
company. For example, you can create templates for full time technicians and part time technicians. You can use
work-hour templates when you add capacity to resources.

1. Choose the icon, enter Work Hour Templates, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

NOTE
After you enter work hours for each day, the value in the Total per Week field is calculated automatically.

To set up contract specific service hours

You can use the Service Hours window to set up specific service hours for the customer that owns the service
contract. Service hours are used to calculate the response date and time for service orders and quotes that belong
to the service contract.
If you do not set up specific service hours for the service contract, the default service hours for service contracts
are used.

1. Choose the icon, enter Service Contracts, and then choose the related link.
2. Open the service contract you want to set up specific service hours for, and choose Service Hours.
3. To set up service hours based on default service hours, choose the Copy Default Service Hours action.
4. Edit the fields in the service hours entries. Insert or delete entries to set up the service hours for the contract.
Note that the fields Day, Starting Time and Ending Time are required for each line.
5. If you want the service hours to be valid from a specific date, fill in the Starting Date field.
6. If you want the service hours to be valid on holidays, select the check box in the Valid on Holidays field.

See Also
Understanding Allocation Status and Repair Status
Setting Up Service Management
Understanding Service Order and Repair Status
 How to: Set Up Statuses for Service Orders and
Repairs
4/16/2018 • 2 minutes to read • Edit Online

You must set up repair status options that identify the progress of repair and maintenance of service items in
service orders. You must set up at least nine repair status options that identify situations or actions taken when
servicing service items.
You can set the priority level for service order status options. There four priorities are High, Medium High,
Medium Low, and Low.
When you change the repair status of a service item in a service order, the service order status is updated. The
repair status of each service item is linked to the service order status. If the service items are linked to two or more
service order status options, the service order status with the highest priority is selected.

To set up a repair status

1. Choose the icon, enter Repair Status, and then choose the related link. 2. Create a new repair status.
2. Fill in the Code and Description fields.
3. In the Service Order Status field, choose the order status to link the repair status to. The Priority field
displays the priority of the service order status you have chosen.
4. Choose a repair status. You can choose only one.
5. To be able to post service orders, including service items, with this repair status, choose the Posting Allowed
field.
6. To be able to manually change the service order status option to Pending in service orders including service
items with this repair status, choose the Pending Status Allowed check box.
7. Choose the In Process Status Allowed, Finished Status Allowed, and On Hold Status Allowed check
boxes in the same way.

To set up service status priorities

1. Choose the icon, enter Service Order Status, and then choose the related link.
2. Select the service order status you want to set a priority for.
3. In the Priority field, choose the priority you want for this service order status. Repeat this step for each status.

See Also
Understanding Service Order Status and Repair Status

Setting Up Service Management

 How to: Set Up a Loaner Program
4/16/2018 • 2 minutes to read • Edit Online

Sometimes you must provide a customer a loaner item for use when your customer service team makes a repair.
In Dynamics NAV, you can set up a loaner program, loan items to your customers, and track receipts when
customers return the items. Additionally, you can add comments about loaners in one of two ways:
Enter a note or comment about the loaner itself.
Enter a note on a service item about the need for a loaner.

To set up a loaner
1. Choose the icon, enter Loaners, and then choose the related link.
2. Create a new loaner card.
3. In the No. field, enter a number for the loaner. Alternatively, if you have set up number series for loaners in the
Service Mgt. Setup window, you can press the Enter key to enter the next available loaner number.
4. Fill in the Description, Description 2, and Serial No. fields.
5. In the Unit of Measure Code field, choose the relevant unit of measure.

See Also
How to: Lend and Receive Loaners
Setting Up Service Management
Delivering Service
 How to: Set Up Service Contracts
4/16/2018 • 2 minutes to read • Edit Online

Before you can work with contracts, you must set up the following:
Service contract groups, which gather service contracts that are related in some way.
Service contract account groups, which are used to group the service contract accounts together for service
invoices created for service contracts. You assign these groups to service contracts.
Contract templates that define contract layouts of contracts that include the most commonly used service
contract details. When you create service contract quotes, you can create them by using templates. When you
create a contract quote, the fields automatically contain the contents of the template fields.
Customer templates that let you create quotes for contacts or potential customers who are not registered as
customers in Dynamics NAV.

To set up a service contract group

1. Choose the icon, enter Service Contract Groups, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Choose the Disc. on Contr. Orders Only check box if you want contract or service discounts to be valid only
for contract service orders, such as maintenance.

To set up a service contract account group

1. Choose the icon, enter Serv. Contract Account Groups, and then choose the related link.
2. Create a new service contract account group.
3. Fill in the Code and Description fields. These fields describe the service account group.
4. Fill in the Non-Prepaid Contract Acc. field, choose general ledger account number for the non-prepaid
account.
5. In the Prepaid Contract Acc. field, choose the general ledger account number for the prepaid account.

To set up a contract template

1. Choose the icon, enter Service Contract Templates, and then choose the related link.
2. Create a new service contract template.
3. In the No. field, enter a number for the contract template.
Alternatively, if you have set up number series for contract templates in the Service Mgt. Setup window,
you can press the Enter key to enter the next available contract template number. Fill in the other fields if
appropriate.
4. On the Invoice FastTab, fill in the Serv. Contract Acc. Group Code field, the Invoice Period, and so on.
Fill in the other fields if appropriate.
5. Choose the Service Discounts action to add contract discounts.

To set up a customer template

1. Choose the icon, enter Customer Templates, and then choose the related link.
2. Create a new customer template card.
3. On the General FastTab, enter a code and a description for the customer template in the Code and
Description fields respectively.
4. To define search criteria, fill in the other fields, such as Country/Region Code, Territory Code, and Language
Code.
5. Fill in the Gen. Bus. Posting Group and Customer Posting Group fields.

See Also
Setting Up Service Management
 Depreciation Methods
8/13/2018 • 12 minutes to read • Edit Online

There are eight methods of depreciation available:

Straight-Line
Declining-Balance 1
Declining-Balance 2
DB1/SL
DB2/SL
User-defined
Manual

NOTE
Use this method for assets that are not subject to depreciation, for example, land. You must enter depreciation in the
fixed asset G/L journal. The Calculate Depreciation batch job omits fixed assets that use this depreciation method.

Half-Year Convention

NOTE
When you use this method, a fixed asset is depreciated by the same amount each year.

Straight-Line Depreciation
When you use the straight-line method, you must specify one of the following options in the fixed asset
depreciation book:
The depreciation period (years or months) or a depreciation ending date
A fixed yearly percentage
A fixed yearly amount
Depreciation period
Depreciation Period
If you enter the depreciation period (the number of depreciation years, the number of depreciation months, or the
depreciation ending date), the following formula calculates the depreciation amount:
Depreciation Amount = ((Book value - Salvage Value) x Number of Depreciation Days) / Remaining Depreciation
Days
Remaining depreciation days are calculated as the number of depreciation days minus the number of days
between the depreciation starting date and the last fixed asset entry date.
Book value may be reduced by posted appreciation, write-down, custom 1 or custom 2 amounts, depending on
whether the Include in Depr. Calculation field is deactivated and whether the Part of Book Value field is
activated in the FA Posting Type Setup window. This calculation ensures that the fixed asset is fully depreciated
at the depreciation ending date.
Fixed Yearly Percentage
If you enter a fixed yearly percentage, the program uses the following formula to calculate the depreciation
amount:
Depreciation Amount = (Straight-Line % x Depreciable Basis x Number of Depr. Days) / (100 x 360)
Fixed Yearly Amount
If you enter a fixed yearly amount, the program uses this formula to calculate the depreciation amount:
Depreciation Amount = (Fixed Depreciation Amount x Number of Depreciation Days) / 360
Example - Straight-Line Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The estimated life is eight years. The Calculate
Depreciation batch job is run biannually.
For this example, the fixed asset ledger entry looks like this:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

06/30/10 Depreciation 180 -6,250.00 93,750.00

12/31/10 Depreciation 180 -6,250.00 87,500.00

06/30/11 Depreciation 180 -6,250.00 81,250.00

12/31/11 Depreciation 180 -6,250.00 75,000.00

06/30/17 Depreciation 180 -6,250.00 6,250.00

12/31/17 Depreciation 180 -6,250.00 0

Depreciation starting date

Declining-Balance 1 Depreciation
This accelerated depreciation method allocates the largest portion of the cost of an asset to the early years of its
useful lifetime. If you use this method, you must enter a fixed yearly percentage.
The following formula calculates depreciation amounts:
Depreciation Amount = (Declining -Bal. % x Number of Depreciation Days x Depr. Basis) / (100 x 360 )
The depreciable basis is calculated as the book value less posted depreciation since the starting date of the current
fiscal year.
The posted depreciation amount can contain entries with various posting types (write-down, custom1, and
custom2) posted since the starting date of the current fiscal year. These posting types are included in the posted
depreciation amount if there are check marks in the Depreciation Type and the Part of Book Value fields in the
FA Posting Type Setup window.
Example - Declining-Balance 1 Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The Declining-Balance % field is 25. The Calculate
Depreciation batch job is run biannually.
The following table shows how the fixed asset ledger entries look.

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -12,500.00 87,500.00

12/31/10 Depreciation 180 -12,500.00 75,000.00

06/30/11 Depreciation 180 -9,375.00 65,625.00

12/31/11 Depreciation 180 -9,375.00 56,250.00

06/30/12 Depreciation 180 -7,031.25 49,218.75

12/31/12 Depreciation 180 -7,031.25 42,187.50

06/30/13 Depreciation 180 -5,273.44 36,914.06

12/31/13 Depreciation 180 -5,273.44 31,640.62

06/30/14 Depreciation 180 -3,955.08 27,685.54

12/31/14 Depreciation 180 -3,955.08 23,730.46

Depreciation starting date

Calculation Method:
1st Year: 25% of 100,000 = 25,000 = 12,500 + 12,500
2nd Year: 25% of 75,000 = 18,750 = 9,375 + 9,375
3rd Year: 25% of 56,250 = 14,062.50 = 7,031.25 + 7,031.25
The calculation continues until the book value equals the final rounding amount or the salvage value that
you entered.

Declining-Balance 2 Depreciation
The Declining-Balance 1 and Declining-Balance 2 methods calculate the same total depreciation amount for each
year. However, if you run the Calculate Depreciation batch job more than once a year, the Declining-Balance 1
method will result in equal depreciation amounts for each depreciation period. The Declining-Balance 2 method,
on the other hand, will result in depreciation amounts that decline for each period.
Example - Declining-Balance 2 Depreciation
A fixed asset has an acquisition cost of LCY 100,000. The Declining-Balance % field is 25. The Calculate
Depreciation batch job is run biannually. The fixed asset ledger entries look like this:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -13,397.46 86,602.54

 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

12/31/10 Depreciation 180 -11,602.54 75,000.00

06/30/11 Depreciation 180 -10,048.09 64,951.91

12/31/11 Depreciation 180 -8,701.91 56,250.00

Depreciation starting date

Calculation Method:
BV = Book value
ND = Number of depreciation days
DBP = Declining-balance percent
P = DBP/100
D = ND/360
The formula for calculating the depreciation amounts is:
DA = BV x (1 – (1 –P )D
The depreciation values are:

DATE CALCULATION

)
06/30/10 DA = 100,000.00 x (1 -(1 - 0.25)0.5 = 13,397.46

)
12/31/10 DA = 86,602.54 x (1 - (1 - 0.25)0.5 = 11,602.54

)
06/30/11 DA = 75,000.00 x (1 - (1 - 0.25)0.5 = 10,048.09

)
12/31/11 DA = 64,951.91 x (1 - (1 - 0.25)0.5 = 8,701.91

DB1/SL Depreciation
DB1/SL is an abbreviated combination of Declining-Balance 1 and Straight-Line. The calculation continues until
the book value equals the final rounding amount, or the salvage value that you entered.
The Calculate Depreciation batch job calculates a straight-line amount and a declining balance amount, but only
the greater of the two amounts is transferred to the journal.
You can use various percentages to calculate declining-balance.
If you use this method, you must enter the estimated useful lifetime and a declining balance percentage in the FA
Depreciation Books window.
Example - DB1-SL Depreciation
A fixed asset has an acquisition cost of LCY 100,000. In the FA Depreciation Books window, the Declining-
Balance % field contains 25 and the No. of Depreciation Years field contains 8. The Calculate Depreciation
batch job is run biannually.
The fixed asset ledger entries look like this:
 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Costs * 100,000.00 100,000.00

06/30/10 Depreciation 180 -12,500.00 87,500.00

12/31/10 Depreciation 180 -12,500.00 75,000.00

06/30/11 Depreciation 180 -9,375.00 65,625.00

12/31/11 Depreciation 180 -9,375.00 56,250.00

06/30/12 Depreciation 180 -7,031.25 49,218.75

12/31/12 Depreciation 180 -7,031.25 42,187.50

06/30/13 Depreciation 180 -5,273.44 36,914.06

12/31/13 Depreciation 180 -5,273.44 31,640.62

06/30/14 Depreciation 180 -3,955.08 27,685.54

12/31/14 Depreciation 180 -3,955.08 23,730.46

06/30/15 Depreciation 180 -3,955.08 19,775.38 SL

12/31/15 Depreciation 180 -3,955.08 15,820.30 SL

06/30/16 Depreciation 180 -3,955.08 11,865.22 SL

12/31/16 Depreciation 180 -3,955.07 7,910.15 SL

06/30/17 Depreciation 180 -3,955.08 3,955.07 SL

12/31/17 Depreciation 180 -3,955.07 0.00 SL

Depreciation starting date

"SL" after the book value means that the straight-line method has been used.
Calculation method:
1st year:
Declining -balance amount: 25% of 100,000 = 25,000 = 12,500 + 12,500
Straight-line amount = 100,000 / 8 = 12,500 = 6,250 + 6,250
The declining-balance amount is used because it is the greater amount.
6th year (2015):
Declining -balance amount: 25% of 23,730.46 = 4,943.85= 2,471.92 + 2,471.92
Straight-line amount = 23,730.46/3 = 7,910.15 = 3,995.07 + 3,995.08
The straight-line amount is used because it is the greater amount.
User-defined Depreciation
The program has a facility that allows you to set up user-defined depreciation methods.
With a user-defined method, you use the Depreciation Tables window, where you must enter a depreciation
percentage for each period (month, quarter, year, or accounting period).
The formula for calculating the depreciation amounts is:
Depreciation Amount = (Depreciation % x Number of Depreciation Days x Depr. Basis) / (100 x 360)
Depreciation Based on Number of Units
This user-defined method can also be used to depreciate based on number of units, for example, in the case of
production machines with an established lifetime capacity. In the Depreciation Tables window, you can enter the
number of units that can be produced in each period (month, quarter, year,or accounting period).
To set up user-defined depreciation methods
In the Depreciation Table window, you can set up user-defined depreciation methods. For example, you can set
up depreciation based on number of units.

1. Choose the icon, enter Depreciation Tables, and then choose the related link.
2. In the Depreciation Table List window, choose the New action.
3. Depreciation Table Card window, fill in the fields as necessary. Choose a field to read a short description of
the field or link to more information.
Example - User-defined Depreciation
You use a depreciation method that allows you to depreciate assets in an accelerated manner for income tax
purposes.
You would use the following depreciation rates for a fixed asset with a three-year lifetime for tax purposes:
year 1: 25%
year 2: 38%
year 3: 37%
The acquisition cost is LCY 100,000, and the depreciable lifetime is five years. Depreciation is calculated annually.

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 360 -25,000.00 75,000.00

12/31/11 Depreciation 360 -38,000.00 37,000.00

12/31/12 Depreciation 360 -37,000.00 0

12/31/13 Depreciation None None 0

12/31/14 Depreciation None None 0

Depreciation starting date

If you use a user-defined method, the First User-Defined Depr. Date and Depreciation Starting Date fields
must be filled in in the FA Depreciation Books window. The First User-Defined Depr. Date field and the
contents in the Period Length field in the Depreciation Tables window are used to determine the time intervals
to be used for depreciation calculations. This ensures that the program will start using the specified percentage on
the same day for all assets. The Depreciation Starting Date field is used to calculate the number of depreciation
days.
In the previous example, both the First User-Defined Depr. Date and Depreciation Starting Date fields
contain 01/01/01. If, however, the First User-Defined Depr. Date field contained 01/01/10 and the
Depreciation Starting Date field contained 04/01/11, the result would be:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

01/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 270 -18,750.00 81,250.00

12/31/11 Depreciation 360 -38,000.00 42,250.00

12/31/12 Depreciation 360 -37,000.00 6,250.00

12/31/13 Depreciation 90 -6,250.00 0

12/31/14 Depreciation None None 0

Depreciation starting date

Half-Year Convention Depreciation

The Half-Year Convention method will only be applied if you have placed a check mark in the Use Half-Year
Convention field in the fixed FA Depreciation Book window.
This depreciation method can be used in conjunction with the following depreciation methods in the program:
Straight-Line
Declining-Balance 1
DB1/SL
When you apply the Half-Year Convention, a fixed asset has six months of depreciation in the first fiscal year,
regardless of the contents of the Depreciation Starting Date field.

NOTE
The estimated life of the fixed asset that is remaining after the first fiscal year will always contain a half-year using the Half-
Year Convention Method. Thus, for the Half-Year Convention method to be applied correctly, the Depreciation Ending
Date field in the FA Depreciation Book window must always contain a date which is exactly six months before the final
date of the fiscal year in which the fixed asset will fully depreciate.

Example - Half-Year Convention Depreciation

A fixed asset has an acquisition cost of LCY 100,000. The Depreciation Starting Date is 03/01/10. The
estimated life is five years, so the Depreciation Ending Date must be 06/30/15. The Calculate Depreciation
batch job is run annually. This example is based on a calendar fiscal year.
The fixed asset ledger entries look like this:
 DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

03/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 270 -10,000.00 90,000.00

12/31/11 Depreciation 360 -20,000.00 70,000.00

12/31/12 Depreciation 360 -20,000.00 50,000.00

12/31/13 Depreciation 360 -20,000.00 30,000.00

12/31/14 Depreciation 360 -20,000.00 10,000.00

12/31/15 Depreciation 180 -10,000.00 0.00

Depreciation starting date

Example - DB1/SL Depreciation Using Half-Year Convention

A fixed asset has an acquisition cost of LCY 100,000. The Depreciation Starting Date is 11/01/10. The
estimated life is five years, so the Depreciation Ending Date must be 06/30/15. In the FA Depreciation Books
window, the Declining-Balance % field contains 40. The Calculate Depreciation batch job is run annually. This
example is based on a calendar fiscal year.
The fixed asset ledger entries look like this:

DATE FA POSTING TYPE DAYS AMOUNT BOOK VALUE

11/01/10 Acquisition Cost * 100,000.00 100,000.00

12/31/10 Depreciation 60 -20,000.00 80,000.00

12/31/11 Depreciation 360 -32,000.00 48,000.00

12/31/12 Depreciation 360 -19,200.00 28,800.00

12/31/13 Depreciation 360 -11,520.00 17,280.00

12/31/14 Depreciation 360 -11,520.00 5,760.00 SL

12/31/15 Depreciation 180 -5,760.00 0.00 SL

Depreciation starting date

"SL" after the book value means that the straight-line method has been used.
Calculation method:
1st year:
Declining -balance amount = Full year amount = 40% of 100,000 = 40,000. Thus, for half a year 40,000 / 2 =
20,000
Straight-line amount = Full year amount = 100,000 / 5 = 20,000. Thus, for half a year = 20,000 / 2 = 10,000
The declining-balance amount is used because it is the greater amount.
5th year (2004):
Declining -balance amount = 40% of 17,280.00 = 6,912.00
Straight-line amount = 28,800 / 1.5 = 11,520.00
The straight-line amount is used because it is the greater amount.

Duplicating Entries to More Depreciation Books

If you have three depreciation books, B1, B2 and B3, and you want to duplicate entries from B1 to B2 and B3, you
can place a check mark in the Part of Duplication List field on the depreciation book cards for B2 and B3. This
can be useful if depreciation book B1 is integrated with the general ledger and uses the fixed asset G/L journal,
and depreciation books B2 and B3 are not integrated with the general ledger and use the fixed asset journal.
When you enter an entry in B1 in the fixed asset G/L journal and place a check mark in the Use Duplication List
field, the program will duplicate the entry in book B2 and B3 in the fixed asset journal when the entry is posted.

NOTE
You cannot duplicate in the same journal and journal batch as you are duplicating from. If you post entries in the fixed asset
G/L journal, you can duplicate them in the fixed asset journal or in the fixed asset G/L journal using another batch.

NOTE
You cannot use the same number series in the fixed asset G/L journal and the fixed asset journal. When you post entries in
the fixed asset G/L journal, you must leave the Document No. field empty. If you enter a number in the field, the the
number is duplicated in the fixed asset journal. You'll have to manually change the document number before you can post
the journal.

See Also
Fixed Assets
Setting Up Fixed Assets
Finance
Welcome to Microsoft Dynamics NAV
Working with Dynamics NAV
 How to: Set Up Email Manually or Using the Assisted
Setup
4/16/2018 • 2 minutes to read • Edit Online

To send and receive emails from within Dynamics NAV, you must fill in the fields in the SMTP Mail Setup
window.

NOTE
Instead of entering the SMTP server details, you can use a function to enter them with information from your Office 365
subscription.

You can either set email up manually or you can get help by using the Email Setup assisted setup. For more
information, see Getting Ready for Doing Business.

To set up email
1. Choose the icon, enter SMTP Email Setup, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Alternatively, choose the Apply Office 365 Server Settings action to insert any information that is already
defined for your Office 365 subscription.
4. When all the fields are correctly filled in, choose the Test Email Setup action.
5. When the test succeeds, close the window.

See Also
Working with Dynamics NAV
Setting Up Dynamics NAV
How to: Send Documents by Email
Customizing Dynamics NAV Using Extensions
Using Dynamics NAV as Your Business Inbox in Outlook
Getting Dynamics NAV on My Mobile Device
 How to: Create Number Series
4/16/2018 • 3 minutes to read • Edit Online

For each company that you set up, you need to assign unique identification codes to things such as general ledger
accounts, customer and vendor accounts, invoices, and other documents. Numbering is important not only for
identification. A well-designed numbering system also makes the company more manageable and easy to analyze,
and can reduce the number of errors that occur in data entry.

NOTE
We recommend that you use the same number series codes as you see listed in the No. Series List window in the CRONUS
demonstration company. Codes such as P-INV+ might not make immediate sense to you, but Dynamics NAV has a number
of default settings that depend on these number series codes.

You create a numbering system by setting up one or more codes for each type of master data or document. For
example, you can set up one code for numbering customers, another code for numbering sales invoices, and
another code for numbering documents in general journals. After you have set up a code, you set must set up at
least one number series line. The number series line contains information such as the first and last number in the
series and the starting date. You can set up more than one number series line per number series code, with a
different starting date for each line. The series will be used consecutively, starting each series on the respective
starting date.
You typically set up your number series to automatically insert the next consecutive number on new cards or
documents that you create. However, you can also set a number series up to allow that you manually enter the
new number. You specify this with the Manual Nos. check box.
If you want to use more than one number series code for one type of master data - for example, if you want to use
different number series for different categories of items - you can use number series relationships.

To create a new number series

1. Choose the icon, enter No. Series, and then choose the related link.
2. Choose the New action.
3. On the new line, fill in the fields as necessary. Choose a field to read a short description of the field or link to
more information.
TIP: To allow manual entry of a number on new cards or documents, deselect the Default Nos. check box and
select the Manual Nos. check box.
Now when you create a new card or document that is set up to use the number series in question, you can
manually fill in the No. field with any value.

To set up where a number series is used

The following procedure shows how to set number series up for the Sales area. The steps are similar for other
areas.

1. Choose the icon, enter Sales & Receivables, and then choose the related link.
2. In the Sales & Receivables window, on the Number Series FastTab, select the desired number series for each
sales card or document.
The selected number will now be used to fill in the No. field on the card or document in question, according to the
settings you made on the number series line.

To create relationships between number series

If you have set up more than one number series code for the same kind of basic information or transactions, you
can create relationships between the codes. This feature can assist you in deciding among the codes when you use
a number.

1. Choose the icon, enter No. Series, and then choose the related link.
2. Select the line with the number series you want to create relationships for and then choose Relationships.
3. In the Series Code field, enter the code for the number series that you want to relate to the series you selected
in step 2.
4. Add a line for each code that you want to relate to the selected number series.
5. Close the window.
Now when you set up something that requires a number, you can use the relationships you created to select
among the related number series.

See Also
Setting Up Dynamics NAV
Working with Dynamics NAV
 How to: Set Up Extended Item Text
4/16/2018 • 2 minutes to read • Edit Online

You can extend a standard text for items by adding extra lines, and you can set up conditions for use of the extra
lines. You do this from item cards.

To define extended text for an item description

1. Open the card for an item that you want to add extended text to, and then choose the Extended Text action.
2. In the Code field, enter the code, and in the Description field, enter the desired text.
3. Choose Extended Texts.
4. Fill in the lines in the Extended Text window with the additional text.
5. Fill in the Language Code field or the All Language Codes field if you use language codes.
6. Fill in the Starting Date and Ending Date fields if you want to limit the dates on which the extended text is
used.
7. Select relevant check boxes for the document types where you want the extended text printed.
8. Close the window.

See Also
Setting Up Inventory
Working with Dynamics NAV
 How to: Set Up Base Calendars
8/13/2018 • 6 minutes to read • Edit Online

You can assign a base calendar to your company and its business partners, such as customers, vendors, or
locations. Delivery and receipt dates on future sales order, purchase order, transfer order, and production order
lines are calculated according to the calendar’s specified working days. The main task in setting up a new base
calendar is to specify and define the non-working days that you want to apply.

To set up a base calendar

1. Choose the icon, enter Base Calendar, and then choose the related link.
2. Choose the New action.
3. Fill in the Code field.
4. Choose the Maintain Base Calendar Changes action.
5. In the Base Calendar Changes window, use the Recurring System field to mark a particular date or day
as a recurring nonworking day. You can select either the Annual Recurring or Weekly Recurring option.
If you select Annual Recurring, you must also enter the relevant date in the Date field.
If you select Weekly Recurring, you must also select the relevant day of the week in the Day field. If you
leave the field empty, you must fill in the Date field. The Day field is filled in automatically.
When you make an entry, the Nonworking field is selected. You can choose to clear the check mark to make it a
working day.
When you return to the base calendar card, you will observe that the nonworking day entries that you made have
been updated. These entries now appear in red and the Nonworking field is selected.

NOTE
When setting up a new base calendar, you can select and copy lines from an existing calendar. You do this in the relevant
Base Calendar Changes window.

IMPORTANT
Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to working days.
Specifies a date formula for the time that it takes to replenish the item. It is used to calculate the Planned Receipt Date
field, if calculating forward, and Order Date field, if calculating backwards. See the "Lead Time Calculation" section.

Lead Time Calculation

Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to
working days. Accordingly, the two date fields on purchase order lines are calculated as follows under different
conditions.
 CALCULATION DIRECTION VENDOR CALENDAR DEFINED VENDOR CALENDAR NOT DEFINED

Forward planned receipt date = order date + planned receipt date = order date +
vendor lead time (per the vendor vendor lead time (per the location
calendar and rounded to the next calendar)
working day in first the vendor calendar
and then the location calendar)

Backward order date = planned receipt date - order date = planned receipt date -
vendor lead time (per the vendor vendor lead time (per the location
calendar and rounded to the previous calendar)
working day in first the vendor calendar
and then the location calendar)

NOTE
In addition to the lead time calculation that affects the planned receipt date and order date, as shown in the above table,
warehouse handling time and safety lead time may be added to the formulas to make up the value in the Expected Receipt
Date field, as follows: Planned Receipt Date + Safety Lead Time + Inbound Warehouse Handling Time = Expected Receipt
Date.

IMPORTANT
If your location uses a significantly different calendar than your vendors do, then it is important that you set up specific
calendars for those vendors, to calculate optimal vendor lead times. For information about how to set up vendor calendars,
see the "To assign a base calendar" section.

The contents of the Lead Time Calculation field is copied from either the item card or the SKU card, if the lead
time is defined for the item, or in the Item Vendor Catalog window, if the lead time is defined for the vendor.

To customize a calendar
The main task in customizing a base calendar for your company, or one of its business partners, is to enter any
changes to working and nonworking day status.
For example, while a base calendar would typically list all Saturdays as non-working days, the customized calendar
for a particular location may list all Saturdays during the months of November and December, and leading up to
the holiday season, as working days.
The following procedure uses the case of the location as an example. Note that at this point, you have already
assigned a base calendar to the location.

1. Choose the icon, enter Locations, and then choose the related link.
2. Open the location that you want to update, and then select the Customized Calendar field. Note that a
calendar must be selected in the Base Calendar Code field.
3. In the Customized Calendar Entries window opens, choose the Maintain Customized Calendar
Changes action.
4. In the Customized Calendar Changes, add lines for customized calendar entries.
When you enter a line, the Nonworking check box is selected. You can clear the check box if you want to
change the status to a working day.
You can use the Recurring System field to set a particular date or day as a recurring nonworking day. You
 can select either the Annual Recurring or Weekly Recurring option.
If you select Annual Recurring, you must also enter the relevant date in the Date field. If you select
Weekly Recurring, you must also select the relevant day of the week in the Day field. If you leave the field
empty, you must fill in the Date field. The Day field is then filled in automatically. This could be useful if you
want to mark an individual date as a nonworking or working day.
5. Choose the OK button.
In the Customized Calendar Entries window, you will observe that the date entries are updated with the
changes that you made.
On the Location card, you will observe that the Customized Calendar field contains Yes, indicating that a
customized calendar has been set up.

IMPORTANT
If you do not fill in the Location Code field on an order line, your company’s calendar is used.

If you do not fill in the Shipping Agent Code field on the order line, your company’s calendar is used.

NOTE
If you make changes to a base calendar for which customized calendar changes exist, all existing customized calendars are
updated automatically.

To assign a base calendar

The following procedure schedules delivery dates on sales order lines for a customer as an example.
Base calendars are assigned to your own company, customers, vendors, locations, and shipping agents as follows:
On the Company Information and Customer cards, the base calendar is assigned on the Shipping FastTab.
On the Vendor card, the base calendar is assigned on the Receiving FastTab.
On the Location card, the base calendar is assigned on the Warehouse FastTab.
In the Shipping Agents window, the base calendar is assigned in the Shipping Agent Services window.

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the Customer card for whom you will assign a base calendar.
3. On the Shipping FastTab, in the Base Calendar Code field, select the base calendar that you want to assign.

IMPORTANT
If you do not assign a base calendar to a company, all dates are calculated as working days.
If you enter a blank location on an order line, all dates are calculated as working days.
Any base calendar defined for the vendor or the location affects how the dates are calculated and rounded to
working days.

NOTE
Before you can make customized calendar entries, you must first assign a base calendar to the company.
See Also
Purchasing
Manufacturing
Inventory
Working with Dynamics NAV
 Set Up Complex Application Areas Using Best
Practices
4/16/2018 • 2 minutes to read • Edit Online

Entering the correct setup values from the start is important to the success of any new business software.
Whether you use Rapid Start to implement setup values or you manually enter them in the new company, you can
support your setup decisions with some general recommendations for selected setup fields that are known to
potentially cause the solution to be inefficient if defined incorrectly.
Help in Dynamics NAV includes best-practice information about how to set up key fields in the following
application areas:
Setup Best Practices: Supply Planning
Setup Best Practices: Costing Method

See Also
Design Details: Supply Planning
Design Details: Costing Methods
Working with Dynamics NAV
 Setup Best Practices: Supply Planning
4/16/2018 • 2 minutes to read • Edit Online

Supply planning is a critical business area. When set up and used correctly, supply planning helps a company
avoid stock out and reduce both ordering costs and inventory costs.
It is not possible to prescribe one optimal setup of all planning fields as this varies from company to company
because of business variables, such as market situation and business strategy. However, there are best practices
for selecting options in items cards and global setup fields to help get the company started with timely and cost-
effective inventory flows.
The following topics provide best-practice information about how to set up selected planning fields that are key
to inventory and supply planning.

TO SEE

Learn the best practices for selecting the best reordering Setup Best Practices: Reordering Policies
policy to plan efficiently and economically for an item
according to carrying costs and demand patterns.

Learn the best practices for specifying selected planning Setup Best Practices: Planning Parameters
parameters under the defined reordering policy to plan
efficiently and economically for an item according to critical
elements, such as lead time, carrying costs, and seasonality.

Learn the best practices for applying a general supply Setup Best Practices: Global Planning Setup
strategy to all item cards, such as always receiving items one
day before they are needed or dampening the system’s
reaction to small demand fluctuations.

See Also
Design Details: Supply Planning
Design Details: Planning Parameters
Set Up Complex Application Areas Using Best Practices
Working with Dynamics NAV
 Setup Best Practices: Costing Method
4/16/2018 • 2 minutes to read • Edit Online

The Costing Method on the item card defines item’s cost flow is recorded and whether an actual or budgeted
value is capitalized and used in the cost calculation.
Setting the correct costing method according to item type and business environment is important to ensure
economical inventories.
The following table provides best practices on how to set up the Costing Method field. For more information, see
Design Details: Costing Methods.

SETUP OPTION BEST PRACTICE COMMENT

FIFO Use where the product cost is stable. An item’s unit cost is the actual value of
any receipt of the item, selected by the
Use for items with a limited shelf life, FIFO rule.
because the oldest goods need to be
sold before they pass their sell-by date. In inventory valuation, it is assumed
that the first items placed in inventory
are sold first. Note: When prices are
rising, the balance sheet shows greater
value. This means that tax liabilities
increase, but credit scores and the
ability to borrow cash improve.

LIFO Use where levels of inventories are An item’s unit cost is the actual value of
consistently maintained or increased any receipt of the item, selected by the
over time. LIFO rule.

In inventory valuation, it is assumed

that the last items placed in inventory
are sold first. Note: When prices are
rising, the value on the income
statement decreases. This means that
tax liabilities decrease, but the ability to
borrow cash deteriorates. Important:
Disallowed in many countries/regions,
as it can be used to depress profit.

Average Use where the product cost is unstable. An item’s unit cost is the exact cost at
which the particular unit was received.
Use where inventories are piled or
mixed together and cannot be
differentiated, such as chemicals.

Specific Use in production or trade of easily An item’s unit cost is calculated as the
identifiable items with fairly high unit average unit cost at each point in time
costs. after a purchase.

Use for items that are subject to For inventory valuation, it is assumes
regulation. that all inventories are sold
simultaneously.
Use for items with serial numbers.
 SETUP OPTION BEST PRACTICE COMMENT

Standard Use where cost control is critical. An item’s unit cost is preset based on
estimated.
Use in repetitive manufacturing, to
value the costs of direct material, direct When the actual cost is realized later,
labor, and manufacturing overhead. the standard cost must be adjusted to
the actual cost through variance values.
Use where there is discipline and staff
to maintain standards.

See Also
Design Details: Costing Methods
Design Details: Inventory Costing
Set Up Complex Application Areas Using Best Practices
Working with Dynamics NAV
 Finance
4/16/2018 • 2 minutes to read • Edit Online

Microsoft Dynamics NAV includes a standard configuration of most financial processes, but you can
change the configuration to suit your business. For more information, see Setting Up Finance.
The default configuration includes a chart of accounts and standard posting groups that make the
process of assigning default general ledger posting accounts to customers, vendors, and items more
efficient.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Apply incoming payments, reconcile bank accounts Managing Receivables

during payment application, and collect outstanding
balances.

Make payments, apply outgoing payments, and work Managing Payables

with checks.

Make your customers submit payment before you Invoicing Prepayments

ship to them, or submit payment to your vendors
before they ship to you.

Reconcile bank accounts and transfer funds between Managing Bank Accounts
bank accounts.

Set up intercompany partners and process Managing Intercompany Transactions

transactions, manually or automatically, between legal
entities within the same company.

Analyze the costs of running your business by Accounting for Costs

allocating actual and budgeted costs of operations,
departments, products, and projects to cost centers.

Manage inventory and manufacturing costs, report Managing Inventory Costs

costs, and reconcile costs with the general ledger.

Understand the general ledger and the chart of Understanding the General Ledger and the COA
accounts.

Add dimensions for richer business intelligence. Working with Dimensions

Create budgets to forecast different financial activities How to: Create Budgets
and assign dimensions for business intelligence
purposes.

Record income or expenses directly in the general How to: Post Transactions Directly to the General
ledger without posting dedicated business Ledger
documents.
 TO SEE

Post reversing entries to undo value postings in the How to: Reverse Postings
general journal or quantity postings on purchase and
sales documents.

Allocate an entry in a general journal to several How to: Allocate Costs and Income
different accounts when you post the journal.

Assign extra costs, such as freight and physical How to: Use Item Charges to Account for Additional
handling that you incur during trade, to the involved Trade Costs
items so that the cost is reflected in inventory
valuation.

Post employees' personal expenses for business- How to: Record and Reimburse Employees' Expenses
related activities and reimburse employees by making
payment to their bank account.

Recognize revenues and expenses in other periods How to: Defer Revenues and Expenses
than when the transactions were posted.

Learn how to use additional currencies and update How to: Update Currency Exchange Rates
currency exchange rates automatically.

Import salary transactions from your payroll provider How to: Import Payroll Transactions
into the general ledger.

Monitor the flow of cash in and out of your business. Analyzing Cash Flows in Your Company

Work with financial statements and overviews in Excel. Analyzing Financial Statements in Excel

Prepare to close a fiscal year or period. Closing Years and Periods

Prepare a report that lists VAT from sales, and submit How to: Report VAT to Tax Authorities
the report to tax authorities in the EU.

See Also
Setting Up Finance
Sales
Purchasing
Closing Fiscal Periods
Managing Projects
Importing from Other Finance Systems
Working with General Journals
Working with Dynamics NAV
 Managing Receivables
8/13/2018 • 2 minutes to read • Edit Online

A regular step in any financial rhythm is to reconcile bank accounts, which requires that you apply payments to
customer or vendor ledger entries to close sales invoices and purchase credit memos.
In Dynamics NAV, one of the fastest ways to register payments from the Payment Reconciliation Journal
window by importing a bank statement file or feed. The payments are applied to open customer or vendor
ledger entries based on data matches between payment text and entry information. You can review and change
the matches before you post the journal, and close bank account ledger entries for ledger entries when you post
the journal. The bank account is reconciled when all payments are applied.
There are, however, other handy places to apply payments and reconcile bank accounts:
The Bank Account Reconciliations window, which also lets you check ledger entries. For more information,
see How to: Reconcile Bank Accounts Separately.
The Payment Registration window, where you can apply and manually check payments received as cash,
check, or bank transaction against a generated list of unpaid sales documents. Note that this functionality is
available only for sales documents.
The Cash Receipt Journal window, where you manually post receipts to the relevant general ledger,
customer, or other account by entering a payment line. You can either apply the receipt or refund to one or
more open entries before you post the cash receipt journal, or from the customer ledger entries.
Another part of managing receivables is to collect outstanding balances, including finance charges, and issue
reminders. Dynamics NAV offers ways to do those things as well. For more information, see How to: Collect
Outstanding Balances.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Apply payments to open customer or vendor ledger entries Applying Payments Automatically and Reconciling Bank
based on an imported bank statement file or feed, and Accounts
reconcile the bank account when all payments are applied.

Apply payments to open customer ledger entries based on How to: Reconcile Customer Payments Manually From a List
manual entry in a list of unpaid sales documents. of Unpaid Sales Documents

Post cash receipts or refunds for customers in the cash How to: Reconcile Customer Payments Manually
receipt journal and apply to customer ledger entries, either
from the journal or from posted ledger entries.

Remind customers of overdue amounts, calculate interest How to: Collect Outstanding Balances
and finance charges, and manage accounts receivable.

Ensure that you know the cost of shipped items by assigning How to: Use Item Charges to Account for Additional Trade
added item costs, such as freight, physical handling, Costs
insurance, and transportation that you incur after selling.

Set up a tolerance by which the system closes an invoice How to: Work with Payment Tolerances and Payment
even though the payment, including any discount, does not Discount Tolerances
fully cover the amount on the invoice.
See Also
Sales
Managing Payables
Working with Dynamics NAV
General Business Functionality
 Applying Payments Automatically and Reconciling
Bank Accounts
4/16/2018 • 2 minutes to read • Edit Online

You must regularly reconcile your bank, receivables, and payables accounts by applying payments recorded in the
bank to their related unpaid invoices and credit memos or other open entries in Microsoft Dynamics NAV.
You can perform this task in the Payment Reconciliation Journal window by importing a bank statement file or
feed to quickly register the payments. Payments are applied to open customer or vendor ledger entries based on
matches between payment text and entry information. You can review and change automatic applications before
you post the journal. You can choose to close any open bank account ledger entries related to the applied ledger
entries when you post the journal. The bank account is automatically reconciled when all payments are applied.
To import bank statements as a bank feed, you must first set up and enable the bank data conversion service. For
more information, see How to: Set Up the Bank Data Conversion Service.
The following table describes a sequence of tasks, with links to the topics that describe them.

TO SEE

Apply payments to open customer or vendor ledger entries by How to: Reconcile Payments Using Automatic Application
importing a bank statement, and reconcile the bank account
when all payments are applied.

Manually apply payments by viewing detailed information How to: Review or Apply Payments After Automatic
about matched data and suggestions for candidate open Application
entries to apply payments to.

Resolve payments that cannot be applied automatically to How to: Reconcile Payments That Cannot be Applied
their related open ledger entries. For example because the Automatically
amounts differ, or because a related ledger entry does not
exist.

Link text on payments to specific customer, vendor, or general How to: Map Text on Recurring Payments to Accounts for
ledger accounts to always post recurring cash receipts or Automatic Reconciliation
expenses to those accounts when no documents exist to apply
to.

See Also
Managing Receivables
Sales
Working with Dynamics NAV
 How to: Reconcile Customer Payments Manually
From a List of Unpaid Sales Documents
8/13/2018 • 11 minutes to read • Edit Online

When your customers have made payments to your electronic bank account, you must apply each amount paid to
the related sales document and then post the payment to update the customer, general ledger, and bank ledger
entries.

NOTE
You can perform the same tasks, including vendor payments, in the Payment Reconciliation Journal window using
functions for bank statement import, automatic application, and bank account reconciliation. For more information, see
Reconcile Payments Using Automatic Application.

The Payment Registration window is designed to support you in tasks involved in balancing internal accounts
by using actual cash figures to make sure that payments are collected efficiently from customers. This payment
processing tool enables you to quickly verify and post individual or lump payments, process discounted payments,
and find specific unpaid documents for which payment is made.
Payments for different customers that have different payment dates must be posted as individual payments.
Payments for the same customer that have the same payment date can be posted as a lump payment. This is
useful, for example, when a customer has made a single payment that covers multiple sales invoices.

To set up the payment registration journal

Because you can post different payment types to different balancing accounts, you must select a balancing account
in the Payment Registration Setup window before you start processing customer payments. If you always post
to the same balancing account, you can set that account as the default and avoid this step every time that you
open the Payment Registration window.

1. Choose the icon, enter Payment Registration Setup, and then choose the related link.
Alternatively, in the Payment Registration window, choose the Setup action.
2. Fill in the fields in the Payment Registration Setup window. Choose a field to read a short description of
the field or link to related information.

To reconcile payments individually

1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Select the Payment Made check box on the line that represents the posted document for which a payment
has been made.
If the Auto Fill Date Received check box is selected in the Payment Registration Setup window, then
the work date is entered in the Date Received field.
3. In the Date Received field, enter the date when the payment was made. This date may be different from
the work date.
4. In the Amount Received field, enter the amount that has been paid.
 For full payments, this is the same as the amount in the Remaining Amount field on the line. For partial
payments, this is lower than the amount in the Remaining Amount field on the line.
5. Repeat steps 2-4 for other lines that represent posted documents for which payments are made.
6. Choose the Post Payments action.
The payment information is posted for documents represented by lines where the Payment Made check box is
selected.
Payments entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the
related posted sales document.

To reconcile lump payments

1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Select the Payment Made check box on the lines that represent posted documents for the same customer
for which a lump payment has been made.

NOTE
The customer in the Name field must be the same on all lines that will be posted as a lump payment.

If the Auto Fill Date Received check box is selected in the Payment Registration Setup window, then
the work date is filled in the Date Received field.
3. In the Date Received field, enter the date when the payment was made. This date may be different from
the work date.

NOTE
This date must be the same on all lines that will be posted as a lump payment.

4. In the Amount Received field, enter amounts on multiple lines that sum up to the lump payment amount.

TIP
Try to post as many full payments as possible with the lump amount. Enter amounts that are the same as the
amount in the Remaining Amount field on as many lines as possible.

5. Repeat steps 2-4 for other lines that represent posted documents for the same customer for which a lump
payment has been made.
6. Choose the Post As Lump Payment action. The entered payment information is posted for documents
represented by lines where the Payment Made check box is selected.
Payment entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the related
posted sales document.
If a payment in the bank is not represented by line in the Payment Registration window, it may be because the
related document has not yet been posted. In that case, you can use a search function to quickly find the document
and post it to process the payment. For more information, see the "To find a specific sales document that is not
fully invoiced" section.
If a payment in the bank is not represented by any document in Dynamics NAV, then you can open a prefilled
general journal from the Payment Registration window to post the payment directly to the balancing account
without applying the payment to a document. Alternatively, you may want to record the payment in the journal
until the origin of the payment has been resolved. For more information, see the "To record or post a payment
without a related document" section.

To process customer payments with discounts manually

If you have agreed on a payment discount with your customer, then the payment amounts can be lower than the
invoice amounts if payment occurs before the agreed discount date.
The following procedures explains four different ways to post discounted payments in the Payment Registration
window.
The payment amount is equal to the remaining discounted amount, and the payment date is before the
discount date. You post the payment as is.
The payment amount is equal to the remaining discounted amount, but the payment date is after the discount
date. You post the payment as partial. The document remains open to collect/pay the remaining amount.
Alternatively, you set the discount date later to allow the payment in full.
The payment amount is lower than the remaining discounted amount. You post the payment as partial. The
document remains open to collect/pay the remaining amount.
The payment amount is more than the remaining discounted amount. You post the payments as is. Only the
remaining amount is posted. The additional amount is credited to the customer.
To process a payment amount that is equal to the discounted amount and where the payment date is before the
discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
To process a payment amount that is equal to the discounted amount but where the payment date is after the
discount date
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is equal to the amount in the Rem.
Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter a payment date that is after the date in the Pmt. Discount Date field.
Date fields change to red font, and an error message is shown at the bottom of the window.

TIP
If you want to make an exception and grant the discount even though the payment is late, follow these steps:
4. Choose the Details action.
5. In the Payment Registration Details window, in the Pmt. Discount Date field on the Payment
Discount FastTab, enter a date that is after the date in the Date Received field in the Payment
Registration window.
The error message and the red font disappear, and you can proceed to process the discounted payment.
6. Verify that the Remaining Amount field contains the amount that remains to pay the full invoice amount.
7. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is lower than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is lower than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains the amount that remains to pay the discounted amount.
5. Choose the Post Payments action to post the partial payment to general ledger, bank, and customer
accounts.
The related document remains open.
To process a payment that is more than the remaining discounted amount
1. Choose the icon, enter Payment Registration, and then choose the related link.
2. Enter the payment amount in the Amount Received field. The amount is more than the amount in the
Rem. Amt. after Discount field.
The Payment Made check box is automatically selected, and the Date Received field is filled with the
work date.
3. In the Date Received field, enter the payment date. The date is before the date in the Pmt. Discount Date
field.
4. Verify that the Remaining Amount field contains zero (0).
5. Choose the Post Payments action to post the full payment to general ledger, bank, and customer accounts.
The related document is closed, and the customer is credited the excess payment amount.

To find a specific sales document that is not fully invoiced

The Payment Registration window supports you in tasks needed to balance internal accounts with actual cash
figures to ensure effective collection from customers. It shows outstanding incoming payments as lines that
represent sales documents where an amount is due for payment.
Typically, when a payment has been made, recorded in the bank or otherwise, the related sales or purchase
document is represented as a line in the Payment Registration window because the document in question is
waiting for the payment to be posted against the outstanding amount. However, sometimes a payment that has
been made is not represented by a line in the Payment Registration window, typically because the document in
question has not been fully invoice posted.
In the Document Search window, you can search among documents that are not fully invoiced. You can search
based on one or more of the following criteria:
Document number
Amount or amount range
The following procedure explains how to find a specific document by using both search criteria.

1. Choose the icon, enter Payment Registration, and then choose the related link.
2. With the pointer on any line, Choose the Search Documents action.
3. In the Document Search window, enter a search value in the Document No. field.

NOTE
The value that you enter in this field is enclosed in hidden wildcard characters. This means that the function searches
for all document numbers that contain the entered value.

4. In the Amount field, enter the specific amount that exists on the document that you want to find.
5. In the Amount Tolerance % field, enter a percentage value to define the range of amounts that you want
to search to find the open document.
If you enter 10, then the function will search for amounts in a range between ten percent lower and ten
percent higher than the value in the Amount field.
6. Choose the Search action.
The Search function searches among documents that are not fully invoiced based on the specified criteria.
If one or more documents match the criteria, then the Document Search Result window opens to display lines
that represent those documents. Each line contains a document number, description, and amount so that you can
easily find a specific document, for example based on information on your bank statement.
If a payment in the bank is not represented by any document in Dynamics NAV, then you can open a prefilled
general journal from the Payment Registration window to post the payment directly to the balancing account
without applying the payment to a document. Alternatively, you may want to record the payment in the journal
until the origin of the payment has been resolved.

To record or post a payment without a related document

If a payment in the bank is not represented by any document Dynamics NAV, then you can open a prefilled
general journal line from the Payment Registration window to post the payment directly to the balancing
account without applying the payment to a document. Alternatively, you may want to record the payment in the
journal until the origin of the payment has been clarified.

1. Choose the icon, enter Payment Registration, and then choose the related link.
Proceed to record an undocumented payment.
1. Choose the General Journal action.
The General Journal window opens with one line prefilled with the balancing account of the journal batch
 that is set up in the Payment Registration Setup window.
2. Fill in the remaining fields on the general journal line, such as the amount and the customer number or
other information from the bank statement. For more information, see How to: Post Transactions Directly to
the General Ledger.
You can either post the journal line to update the total on the balancing account. Alternatively, you can leave the
journal line unposted, and perhaps append it with a note that the payment needs more analysis.
If you leave the journal line unposted, it will add to the value in the Unposted Balance field at the bottom of the
Payment Registration window.

See Also
Managing Receivables
Sales
Working with Dynamics NAV
 How to: Reconcile Customer Payments Manually
4/16/2018 • 9 minutes to read • Edit Online

When you receive a cash receipt from a customer, or you make a cash refund, you must decide whether to apply
the payment or refund to close one or more open debit or credit entries. You can specify the amount you want to
apply. For example, you can apply partial payments to customer ledger entries. Closing customer ledger entries
makes sure that information such as customer statistics, account statements, and finance charges are correct.

NOTE
In the Customer Ledger Entries window, red font means that the related payment is past its due date.

You can apply customer ledger entries in several ways:

By entering information in dedicated windows, such as the Cash Receipt Journal and Payment
Reconciliation Journal windows.
From sales credit memo documents.
From customer ledger entries after sales documents are posted but not applied.

NOTE
If the Application Method field on the customer card contains Apply to Oldest, payments are applied to the oldest open
credit entry, unless you manually specify an entry. If the application method is Manual, you always apply entries manually.

You can apply customer payments manually in the Cash Receipt Journal window. A cash receipt journal is a type
of general journal, so you can use it to post transactions to general ledger, bank, customer, vendor, and fixed assets
accounts. You can apply the payment to one or more debit entries when you post the payment, or you can apply
from the posted entries later.
You can also apply customer and vendor payments in the Payment Reconciliation Journal window, by using
functions for bank statement import, automatic application, and bank account reconciliation. For more information,
see Reconcile Payments Using Automatic Application. Alternatively, you can reconcile customer payments based
on a list of unpaid sales documents in the Payment Registration window. For more information, see How to:
Reconcile Customer Payments From a List of Unpaid Sales Documents

To fill and post a cash receipt journal

1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. Select the relevant batch in the Batch Name field.
4. Fill in the Posting Date field.
5. In the Document Type field, select Payment.
The Document No. field is filled by the number series assigned to the batch.
6. Use the External Document No. field to store an identifier, such as the customer's check number.
7. In the Account Type field, select Customer.
 8. In the Account No. field, select the relevant G/L account.
9. If you want to post the application at the same time as you post the journal, do one of the following.
10. In the Balancing Account Type field, select G/L Account for cash payments, and Bank Account for
other payments.
11. In the Balancing Account No. field, select the cash account for cash payments, or the relevant bank
account for other payments.
12. Post the journal.

To apply a payment to a single customer ledger entry

1. Choose the icon, enter Cash Receipt Journal and choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Applies-to Doc. No. field, choose the field to open the Apply Customer Entries window.
8. In the Apply Customer Entries window, select the entry to apply the payment to.
9. In the Amount to Apply field, enter the amount you want to apply to the entry. If you do not enter an
amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied
Amount field and also whether the application balances.
10. Choose the OK button. The Cash Receipt Journal window now shows the entry you have selected entered
in the Applies-to Doc. Type and Applies-to Doc. No. fields.
11. Post the cash receipt journal.

To apply a payment to multiple customer ledger entries

1. Choose the icon, enter Cash Receipt Journal, and then choose the related link.
2. Choose the Edit Journal action.
3. On the first journal line, enter the relevant information about the entry to be applied.
4. In the Document Type field, enter Payment.
5. In the Account Type field, enter Customer.
6. In the Bal. Account Type field, enter Bank Account.
7. In the Amount field, enter the full payment as a negative amount.
8. To apply the payment to multiple customer ledger entries when posting, choose the Apply Entries action.
9. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
10. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied
Amount field and also whether the application balances.
11. Choose the OK button.
12. Post the cash receipt journal.

To apply a credit memo to a single customer ledger entry

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to a single customer ledger entry when posting, in the Applies-to Doc. No. field,
select the entry to which you want to apply the payment.
4. On the line in the Amount to Apply field, enter the amount you want to apply to the entry.
If you do not enter an amount, the program automatically applies the maximum amount. At the bottom of
the Apply Customer Entries window, you can see the specific amount in the Applied Amount field and
also whether the application balances.
5. Choose the OK button. The Sales Credit Memo window now shows the entry you have selected entered
in the Applies-to Doc. Type and Applies-to Doc. No. fields. And the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
6. Post the credit memo.

To apply a credit memo to multiple customer ledger entries

1. Choose the icon, enter Sales Credit Memos, and then choose the related link.
2. Open the relevant sales credit memo.
3. To apply the credit memo to multiple customer ledger entries when posting, choose the Apply Entries
action.
4. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID action.
5. On each line, in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied
Amount field and also whether the application balances.
6. Choose the OK button. The Sales Credit Memo window now shows the amount of the credit memo to be
posted, adjusted for any possible payment discounts.
7. Post the credit memo.

To apply posted customer ledger entries

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the customer card for the customer with entries that you want to apply.
3. Choose the Ledger Entries action, and then select the line with the entry that will be the applying entry.
4. Choose the Apply Entries action. The Apply Customer Entries window opens showing the open entries
for the customer.
5. Select the lines with the entries that you want the applying entry to be applied to, and then choose the Set
Applies-to ID. action.
6. For each line in the Amount to Apply field, enter the amount you want to apply to the individual entry. If
you do not enter an amount, the maximum amount is applied.
At the bottom of the Apply Customer Entries window, you can see the specific amount in the Applied
Amount field.
7. Choose the Post Application action. The Post Application window appears with the document number
of the applying entry and the posting date of the entry with the most recent posting date.
8. Choose the OK button to post the application.
If the posted application has resulted in closed customer ledger entries, the Open field is cleared for these
ledger entries.

9. To see the ledger entries, choose the icon, enter Customers, and then choose the related link. Browse to
the card for the relevant customer to see the ledger entries.
On the ledger entry list, on the line that contains the ledger entry that was fully applied to, you can see that the
Open check box is not selected.

NOTE
After you select an entry in the Apply Customer Entries window, or several entries by setting the Applies-to ID, the
Applied Amount field on the journal line will contain the sum of the remaining amounts for the posted entries you have
selected, unless the field contains something already. If you select Apply to Oldest in the Application Method field on the
customer card, the application occurs automatically.

To apply customer ledger entries in different currencies to one another

If you sell to a customer in one currency and receive payment in another currency, you can still apply the invoice to
the payment.
If you apply an entry (Entry 1) in one currency to an entry (Entry 2) in a different currency, the posting date on
Entry 1 is used to find the relevant exchange rate to convert amounts on Entry 2. The relevant exchange rate is
found in the Currency Exchange Rates window.
Applying customer ledger entries in different currencies must be enabled. For more information, see How to:
Enable Application of Ledger Entries in Different Currencies.

1. Choose the icon, enter Cash Receipts Journal, and then choose the related link.
2. Open the journal you want, and fill in the first empty journal line using a currency code.
3. Choose the Apply Entries action.
4. Select the line with the entry you want to apply to the entry in the cash receipt journal, choose the Set Applies-
to ID action, and then select the entry you want to apply to.
5. Choose the OK button to return to the cash receipt journal.
6. Post the sales journal.
 IMPORTANT
When you apply entries in different currencies, the entries are converted to USD. Although the exchange rates for the two
currencies are fixed, for example between USD and EUR, there may be a small residual amount when they are converted to
USD. These small residual amounts are posted as gains and losses to the account specified in the Realized Gains Account
or Realized Losses Account fields in the Currencies window. The Amount (USD) field is also adjusted on the vendor ledger
entries.

To correct an application of customer entries

When you correct an application, correcting entries that are identical to the original entry but with opposite sign in
the amount field are created and posted for all entries, including all general ledger posting derived from the
application, such as payment discount and currency gains/losses. The entries that were closed by the application
are reopened.

1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card.
3. Choose the Ledger Entries action.
4. Select the relevant ledger entry, and then choose the Unapply Entries action.
5. Alternatively, choose the Detailed Ledger Entry action.
6. Select the application entry, and then choose the Unapply Entries action.
7. Fill in the fields in the header, and then choose the Unapply action.

IMPORTANT
If an entry has been applied by more than one application entry, you must unapply the latest application entry first.

See Also
Managing Receivables
Sales
Working with Dynamics NAV
 How to: Collect Outstanding Balances
4/16/2018 • 14 minutes to read • Edit Online

Managing receivables includes checking whether amounts due are paid on time. If customers have overdue
payments, you can begin by sending the Customer Statement report as a reminder. Alternatively, you can issue
reminders.
You can use reminders to remind customers about overdue amounts. You can also use reminders to calculate
finance charges, such as interest or fees and include them on the reminder. Use finance charge memos if you want
to debit customers for interest or fees without reminding them of overdue amounts.

Reminders
Before you can create reminders, you must set up reminder terms and assign them to your customers. Each
reminder term has predefined reminder levels. Each reminder level includes rules about when the reminder will
be issued, for example, how many days after the invoice due date or the date of the previous reminder. The
contents of the Finance Charge Terms window determines whether interest is calculated on the reminder.
You can periodically run the Create Reminders batch job to create reminders for all customers with overdue
balances, or you can manually create a reminder for a specific customer and have the lines calculated and filled in
automatically.
After you create the reminders, you can modify them. The text that appears at the beginning and end of a
reminder is determined by the reminder level terms, and can be seen in the Description column. If a calculated
amount has been inserted automatically in the beginning or ending text, the text will not be adjusted if you delete
lines. Then you must use the Update Reminder Text function.
A customer ledger entry with the On Hold field filled in will not prompt the creation of a reminder. However, if a
reminder is created on the basis of another entry, an overdue entry marked on hold will also be included on the
reminder. Interest is not calculated on lines with these entries.
After you have created reminders and made any needed modifications, you can either print test reports or issue
the reminders, typically as email.

Finance Charges
When a customer does not pay by the due date, you can have finance charges calculated automatically and add
them to the overdue amounts on the customer's account. You can inform customers of the added charges by
sending finance charge memos.

NOTE
You use finance charge memos to calculate interest and finance charges and to inform your customers about interest and
finance charges without reminding them of overdue payments. Alternatively, you can calculate interest on overdue
payments when you create reminders.

You can manually create a finance charge memo for an individual customer, and fill in the lines automatically.
Alternatively, you can use the Create Finance Charge Memos function job to create finance charge memos for
all or selected customers with overdue balances.
After you create the finance charge memos, you can modify them. The text that appears at the beginning and end
of the finance charge memo is determined by the finance charge terms, and can be seen in the Description
column on the lines. If a calculated amount has been inserted automatically in the beginning or ending text, the
text will not be adjusted if you delete lines. Then you must use the Update Finance Charge Text function.
After you have created finance charge memos and made any needed modifications, you can either print test
reports or issue the finance charge memos, typically as email.

Multiple Interest rates

When you set up finance charge terms and reminder terms, for delayed payment penalty, you can specify multiple
interest rates so that the penalty fee is calculated from different interest rates in different periods. If multiple
interest rates are not set up, then the interest rate and period that is defined in the Finance Charge Terms and
Reminder Terms windows for the whole period of calculation will be used. For more information, see How to: Set
Up Multiple Interest Rates..

To send the Customer Statement report

1. Choose the icon, enter Customer Statement, and then choose the related link.
2. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.
3. Under Output Options, select how to send the report to the customer.

NOTE
If you are using multiple currencies, the Customer Statement report is always printed in the customer's currency. The last
date in a statement period is also used as the statement date and the aging date, if aging is included.

To set up reminder terms

If customers have overdue payments, you must decide when and how to send them a reminder. In addition, you
may want to debit their accounts for interest or fees. You can set up any number of reminder terms. For each
reminder terms code, you can define an unlimited number of reminder levels.

1. Choose the icon, enter Reminder Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of reminder terms, set up a code for each one.

To set up reminder levels

The first time a reminder is created for a customer, the setting from level 1 is used. When the reminder is issued,
the level number is registered on the reminder entries that are created and linked to the individual customer
ledger entries. If it is necessary to remind the customer again, all reminder entries linked to open customer ledger
entries are checked to locate the highest level number. The conditions from the next level number will then be
used for the new reminder.
If you create more reminders than you have defined levels for, the conditions for the highest level will be used. You
can create as many reminders as are allowed by the Max. No of Reminders field in the reminder terms.

1. Choose the icon, enter Reminder Terms, and then choose the related link.
2. In the Reminder Terms window, select the line with the terms you want to set up levels for, and then
choose Levels action.
3. Fill in the fields as necessary.
 For each reminder level, you can specify individual conditions, which can include additional fees in both
LCY and in foreign currency. You can define many additional fees in foreign currencies for each code in the
Reminder Levels window.
4. Choose the Currencies action.
5. In the Currencies for Reminder Levels window, define for each reminder level code and corresponding
reminder level number a currency code and an additional fee.

NOTE
When you create reminders in a foreign currency, the foreign currency conditions that you set up here will be used
to create reminders. If there are no foreign currency reminder conditions set up, the LCY reminder conditions that
are set up in the Reminder Levels window will be used and then converted to the relevant currency.

For each reminder level, you can specify text that will be printed before (Beginning Text) or after (Ending
Text) on the entries on the reminder.
6. Choose the Beginning Text or Ending Text actions respectively, and fill in the Reminder Text window.
7. To automatically insert related values in the resulting reminder text, enter the following placeholders in the
Text field.

PLACEHOLDER VALUE

%1 Content of the Document Date field on the reminder header

%2 Content of the Due Date field on the reminder header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the reminder

header

%5 Content of the Interest Amount field on the reminder header

%6 Content of the Additional Fee field on the reminder header

%7 The total amount of the reminder

%8 Content of the Reminder Level field on the reminder header

%9 Content of the Currency Code field on the reminder header

%10 Content of the Posting Date field on the reminder header

%11 The company name

%12 Content of the Add. Fee per Line field on the reminder
header

For example, if you write You owe %9 %7 due on %2., then the resulting reminder will contain the following text:
You owe USD 1.200,50 due on 02-02-2014..
After you have set up the reminder terms, with additional levels and text, enter one of the codes on each of the
customer cards. For more information, see How to: Register New Customers.

To create a reminder automatically

A reminder is similar to an invoice. When you create a reminder, a reminder header as well as one or more
reminder lines must be filled in. You can use a function to create reminders for all customers automatically.

1. Choose the icon, enter Reminders, and then choose the related link.
2. In the Reminder window, choose the Create Reminders action.
3. In the Create Reminders window, fill in the fields to define how and to whom the reminders are created.
4. Choose the OK button.

To create a reminder manually

In the Reminder window, you can fill in the General FastTab manually and then have the lines filled in
automatically.

1. Choose the icon, enter Reminders, and then choose the related link.
2. Choose the New action.
3. On the General FastTab, fill in the fields as necessary.
4. Choose the Suggest Reminder Lines action.
5. In the Suggest Reminder Lines batch job, fill in the fields to define how and to whom the reminders are
created.
6. Select the Include Entries On Hold check box if you want the reminders to contain overdue open entries
that are on hold.

IMPORTANT
Open entries that are on hold will be inserted, irrespective of the setting in the Only Entries with Overdue Amounts
check box.

7. Choose the OK button.

To replace reminder texts

There are several ways you can determine the text that appears on the printed reminder. In some cases, you may
want to replace the beginning and ending texts that have been defined for the current level with those from a
different level.

1. Choose the icon, enter Reminders, and then choose the related link.
2. Open the relevant reminder, and then choose the Update Reminder Text action.
3. In the Update Reminder Text window, enter the required level in the Reminder Level field.
4. Choose the OK button to update the beginning and ending texts.

To issue a reminder
After you have created reminders and made any needed modifications, you can either print test reports or issue
the reminders.
When you issue a reminder, the data is transferred to a separate window for issued reminders. At the same time,
reminder entries are posted. If interest or an additional fee has been calculated, entries are posted to the customer
ledger and the general ledger.
When a reminder is issued, the entries are posted according to your specifications in the Reminder Terms
window. This specification determines whether interest and/or additional fees are posted to the customer's
account and the general ledger. Setup in the Customer Posting Groups window determines which accounts are
posted to.
For each customer ledger entry on the finance charge memo, an entry is created in the Reminder/Fin. Charge
Entries window.
If the Post Interest or the Post Additional Fee check boxes are selected in the Reminder Terms window, then
the following entries are also created:
One entry in the Cust. Ledger Entries window
One receivables entry in the relevant G/L account
One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the reminder may result in VAT entries.

1. Choose the icon, enter Reminders, and then choose the related link.
2. Select the relevant reminder, and then choose the Issue action.
3. In the Issue Reminders window, fill in the fields as necessary.
4. Choose the OK button
The reminder is either printed for sent to an specified email as a PDF attachment.

To set up finance charge terms

You must set up a code representing each finance charge calculation. Then you can enter this code in the Fin.
Charge Terms Code field on customer or vendor cards.
Finance charges can be calculated using either the average daily balance method or the balance due method.
With the balance due method, the finance charge is simply a percentage of the overdue amount:

Balance Due method - Finance Charge = Overdue Amount x (Interest Rate / 100)

With the average daily balance method, the number of days the payment is overdue is taken into account:

Average Daily Balance method - Finance Charge = Overdue Amount x (Days Overdue / Interest Period) x (Interest
Rate/100)

In addition, each code in the Finance Charge Terms table is linked to a subtable, the Finance Charge Text table. For
each set of finance charge terms, you can define a beginning and/or an ending text to be included on the finance
charge memo.

1. Choose the icon, enter Finance Charge Terms, and then choose the related link.
2. Fill in the fields as necessary.
3. To use more than one combination of finance charge terms, set up a code for each one.
For each finance charge term, you can specify individual conditions, which can include additional fees in
both LCY and in foreign currency. You can define many additional fees in foreign currencies for each code
 in the Finance Charge Terms window.
4. Choose the Currencies action.
5. In the Currencies for Fin. Chrg. Terms window, define for each term a currency code and an additional
fee.

NOTE
When you create finance charges in a foreign currency, the foreign currency conditions that you set up here will be
used to create finance charge memos. If there are no foreign currency finance charge conditions set up, then the LCY
finance charge conditions that are set up in the Finance Charge Terms window will be used and then converted to
the relevant currency.

For each finance charge term, you can specify text that will be printed before (Beginning Text) or after
(Ending Text) on the entries on the finance charge memo.
6. Choose the Beginning Text or Ending Text actions respectively, and fill in the Finance Charge Text
window.
7. To automatically insert related values in the resulting finance charge text, enter the following placeholders
in the Text field.

PLACEHOLDER VALUE

%1 Content of the Document Date field on the finance charge

memo header

%2 Content of the Due Date field on the finance charge memo

header

%3 Content of the Interest Rate field on the related finance

charge terms

%4 Content of the Remaining Amount field on the finance

charge memo header

%5 Content of the Interest Amount field on the finance charge

memo header

%6 Content of the Additional Fee field on the finance charge

memo header

%7 The total amount of the reminder

%8 Content of the Currency Code field on the finance charge

memo header

%9 Content of the Posting Date field on the finance charge

memo header

To create a finance charge memo manually

A finance charge memo is similar to an invoice. You can fill in a header manually and have the lines filled in for
you, or you can create finance charge memos for all customers automatically.
1. Choose the icon, enter Finance Charge Memos, and then choose the related link.
2. Choose the New action, and then fill in the fields as necessary.
3. Choose Suggest Fin. Charge Memo Lines action.
4. In the Suggest Finance Charge Memo Lines window, set a filter on the Cust. Ledger Entry FastTab if you
want to create finance charge memos only for specific entries.
5. Choose the OK button to start the batch job.

To update finance charge memo texts

In some cases, you may want to modify the beginning and ending text that you have set up for the finance charge
terms. If you do this at a time when you have created, but not yet issued, finance charge memos, you can update
the memos with the modified text.

1. Choose the icon, enter Finance Charge Memo, and then choose the related link.
2. open the finance charge memo that you want to change text for, and then choose the Update Finance Charge
Text action.
3. In the Update Finance Charge Text window, you can set a filter if you want to update several memos.
4. Choose the OK button to update the beginning and ending texts.

To issue finance charge memos

After you have created finance charge memos and made any needed modifications, you can either print test
reports or issue the finance charge memos.
When a reminder is issued, the entries are posted according to your specifications in the Finance Charge Terms
window. This specification determines whether interest and/or additional fees are posted to the customer's
account and the general ledger. Setup in the Customer Posting Groups window determines which accounts are
posted to.
For each customer ledger entry on the finance charge memo, an entry is created in the Reminder/Fin. Charge
Entries window.
If the Post Interest or the Post Additional Fee check boxes are selected in the Finance Charge Terms window,
then the following entries are also created:
One entry in the Cust. Ledger Entries window
One receivables entry in the relevant G/L account
One interest and/or one additional fee entry in the relevant G/L account
In addition, issuing the finance charge memo may result in VAT entries.

1. Choose the icon, enter Finance Charge Memos, and then choose the related link.
2. Select the relevant memo, and then choose the Issue action.
3. In the Issue Finance Charge Memos window, fill in the fields as necessary.
4. Choose the OK button
The finance charge memo is either printed for sent to an specified email as a PDF attachment.

To view reminder and finance charge entries

When you issue a reminder, a reminder entry is created in the Reminder/Fin. Charge Entries window for each
reminder line that contains a customer ledger entry. You can then get an overview of the created reminder entries
for a specific customer.
1. Choose the icon, enter Customers, and then choose the related link.
2. Open the relevant customer card, and then choose the Ledger Entries action.
3. In the Customer Ledger Entries window, select the line with the ledger entry you want to see the reminder
entries for, and then choose the Reminder/Fin. Charge Entries action.

See Also
Managing Receivables
Sales
Working with Dynamics NAV
 How to: Use Item Charges to Account for Additional
Trade Costs
4/16/2018 • 4 minutes to read • Edit Online

To ensure correct valuation, your inventory items must carry any added costs, such as freight, physical handling,
insurance, and transportation that you incur when purchasing or selling the items. For purchases, the landed cost of
a purchased item consists of the vendor's purchase price and all additional direct item charges that can be assigned
to individual receipts or return shipments. For sales, knowing the cost of shipping sold items can be as vital to your
company as knowing the landed cost of purchased items.
In addition to recording the added cost in you inventory value, you can use the Item Charges feature for the
following:
Identify the landed cost of an item for making more accurate decisions on how to optimize the distribution
network.
Break down the unit cost or unit price of an item for analysis purposes.
include purchase allowances into the unit cost and sales allowances into the unit price.
Before you can assign item charges, you must set up item charge numbers for the different types of item charges,
including to which G/L accounts costs related to sales, purchases, and inventory adjustments are posted to. An item
charge number contains a combination of general product posting group, tax group code, VAT product posting
group, and item charge. When you enter the item charge number on a purchase or sales document, the relevant
G/L account is retrieved based on the setup of the item charge number and the information on the document.
For both purchase and sales documents, you can assign an item charge in two ways:
On the document where the items that the item charge relates to are listed. This you typically do for documents
that are not yet fully posted.
On a separate invoice by linking the item charge to a posted receipt or shipment where the items that the item
charge relate to are listed.

NOTE
You can assign item charges to orders, invoices, and credit memos, for both sales and purchases. The following procedures
describe how to work with item charges for a purchase invoice. The steps are similar for all other purchase and sales
documents.

To set up item charge numbers

You use item charge numbers to distinguish between the different kinds of item charges that are used in your
company.

1. Choose the icon, enter Item Charges, and then choose the related link.
2. In the Item Charges window, choose the New action to create a new line.
3. Fill in the fields as necessary. Choose a field to read a short description of the field or link to more information.

To assign an item charge directly to the purchase invoice for the item
If you know the item charge at the time when you post a purchase invoice for the item, follow this procedure.
 1. Choose the icon, enter Purchase Invoices, and then choose the related link.
2. Create a new purchase invoice. For more information, see How to: Record Purchases.
3. Make sure the purchase invoice has one or more lines of type Item.
4. On a new line, in the Type field, select Charge (Item ).
5. In the Quantity field, enter the units of the item charge that you have been invoiced for.
6. In the Direct Unit Cost field, enter the amount of the item charge.
7. Fill in the remaining fields as necessary. Choose a field to read a short description of the field or link to more
information.
In the following steps, you will perform the actual assignment. Until the item charge is fully assigned, the
value in the Qty. to Assign field is in red font.
8. On the Lines tab, choose the Item Charge Assignment action.
The Item Charge Assignment window opens showing one line for each line of type Item on the purchase
invoice. To assign the item charge to one or more invoice lines, you can use a function that assigns and
distributes it for you or you can manually fill in the Qty. to Assign field. The following steps describe how to
use the Suggest Item Charge Assignment function.
9. In the Item Charge Assignment window, choose the Suggest Item Charge Assignment action.
10. If there are more than one invoice lines of type Item, choose one of the four distribution options.
It the item charge is fully assigned, the value in the Qty. to Assign field on the purchase invoice is zero.
The item charge is now assigned to the purchase invoice. When you post the receipt of the purchase invoice, the
items' inventory values are updated with the cost of the item charge.

To assign an item charge from a separate invoice to the purchase

invoice for the item
If you received an invoice for the item charge after you posted the original purchase receipt, follow this procedure.
1. Repeat steps 1 through 8 in the "To assign an item charge directly to the purchase invoice for the item" section.
2. In the Item Charge Assignment window, choose the Get Receipt Lines action.
3. In the Purch. Receipt Lines window, select the posted purchase receipt for the item that you want to assign the
item charge to, and then choose the OK button.
4. Choose the Suggest Item Charge Assignment action.
The item charge on the separate purchase invoice is now assigned to the item on the posted purchase receipt,
thereby updating the item's inventory value with the cost of the item charge.

See Also
Managing Payables
How to: Record Purchases
How to: Invoice Sales
Working with Dynamics NAV
 How to: Work with Payment Tolerances and Payment
Discount Tolerances
4/16/2018 • 13 minutes to read • Edit Online

You can set up a payment tolerance to close an invoice when the payment does not fully cover the amount on the
invoice. You can set up a payment discount tolerance to grant a payment discount after the payment discount date
has passed.
You can use payment tolerances so that every outstanding amount has a set maximum allowed payment
tolerance. If the payment tolerance is met, then the payment amount is analyzed. If the payment amount is an
underpayment, then the outstanding amount is fully closed by the underpayment. A detailed ledger entry is
posted to the payment entry so that no remaining amount is left on the applied invoice entry. If the payment
amount is an overpayment, then a new detailed ledger entry is posted to the payment entry so that no remaining
amount is left on the payment entry.
You can use payment discount tolerances so that if you accept a payment discount after the payment discount
date, then it is always posted to either the payment discount account or a payment tolerance account.

Applying Payment Tolerance to Multiple Documents

A single document has the same payment tolerance whether it is applied on its own or with other documents.
Acceptance of a late payment discount when you are applying payment tolerance to multiple documents
automatically occurs for each document where the following rule is true:
payment discount date < payment date on the selected entry <= payment tolerance date
This rule also applies to determine whether to display warnings when you apply payment tolerance to multiple
documents. The payment discount tolerance warning is displayed for each entry that meets the date criteria. For
more information, see the "Example 2 - Tolerance Calculations for Multiple Documents" section.
You can choose to display a warning that is based on different tolerance situations.
The first warning is for the payment discount tolerance. You are informed that you can accept a late payment
discount. You can then choose whether to accept tolerance on the discount date.
The second warning is for the payment tolerance. You are informed that all entries can be closed because the
difference is in the sum of the maximum payment tolerance for the applied entries. You can then choose
whether to accept tolerance on the payment amount.
For more information, see the "To enable or disable payment tolerance warning" section.

To set up tolerances
Tolerance on days and amounts allows you to close an invoice even though the payment does not fully cover the
amount on the invoice, whether this is because the due date for the payment discount has been exceeded, goods
have been deducted or because of a minor error. This also applies to refunds and credit memos.
To set up tolerance you have to set up various tolerance accounts, specify both payment discount tolerance and
payment tolerance posting methods and then run the Change Payment Tolerance batch job.

1. Choose the icon, enter General Posting Setup, and then choose the related link.
2. In the General Posting Setup window, set up a debit and a credit sales payment tolerance account and a debit
 and a credit purchase payment tolerance account.
3. Choose the icon, enter Customer Posting Groups, and then choose the related link.
4. In the Customer Posting Groups window, set up a debit and a credit payment tolerance account. For more
information, see Setting Up Posting Groups.
5. Choose the icon, enter Vendor Posting Setup, and then choose the related link.
6. In the Vendor Posting Groups window, set up a debit and a credit payment tolerance account.
7. Choose the icon, enter General Ledger Setup, and then choose the related link.
8. Open the General Ledger Setup window.
9. On the Application FastTab, fill in the Pmt. Disc. Tolerance Posting, Payment Discount Grace Period and
Payment Tolerance Posting fields.
10. Choose the Change Payment Tolerance action.
11. In the Change Payment Tolerance window, fill in the Payment Tolerance % and Max Payment Tolerance
Amount fields, and then choose the OK button.

IMPORTANT
You have now set up tolerance for local currency only. If you want Dynamics NAV to handle tolerance on payments, credit
memos, and refunds in a foreign currency, you must run the Change Payment Tolerance batch job with a value in the
Currency Code field.

NOTE
If you want to get a payment tolerance warning every time that you post an application in the tolerance, you must activate
the payment tolerance warning. For more information, see the "To enable or disable payment tolerance warning" section.
To deactivate tolerance for a customer or vendor, you must block tolerances on the relevant customer or vendor card. For
more information, see the "To block payment tolerance for customers" section.
When you set up tolerance, Dynamics NAV also checks if there are any open entries and calculates the tolerance for these
entries.

To enable or disable payment tolerance warnings

The payment tolerance warning appears when you post an application that has a balance in the allowed tolerance.
You can then choose how you want to post and document the balance.

1. Choose the icon, enter General Ledger Setup, and then choose the related link.
2. In the General Ledger Setup window, on the Application FastTab, select the Payment Tolerance Warning
check box to activate the warning. To deactivate the warning, clear the check box.

NOTE
The default option for the Payment Tolerance Warning window is Leave the Balance as Remaining Amount. The
default option for the Pmt. Disc. Tolerance Warning window the is Do Not Accept the Late Payment Discount.

To block payment tolerance for customers

The default setting for payment tolerance is allowed. To disallow a certain customer or vendor payment tolerance
you need to block tolerance on the respective customer or vendor card. The following describes how to do it for a
customer. The steps are similar for a vendor.
1. Choose the icon, enter Customer or Vendor, and then choose the related link.
2. On the Payments FastTab, select the Block Payment Tolerance check box.

NOTE
If the customer or vendor has open entries, you must first remove payment tolerance from entries that are currently open.

Example 1 - Tolerance Calculations for a Single Document

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations.
The G/L Setup window contains the following setup:
Payment Discount Grace Period: 5D
Max Payment Tolerance: 5
Scenarios with alternative A or B represent the following:
A In this case, the payment discount tolerance warning has been turned off OR the user has the warning on
and has selected to allow the late payment discount (Post the Balance as Payment Tolerance).
B In this case, the user has the warning on and has selected not to allow the late payment discount (Leave the
Balance as Remaining Amount).

ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

1 1,000 20 5 01/15 01/20 <=01 985 Pmt.T Yes 0 -5

/03 /03 /15/0 ol.
3

2 1,000 20 5 01/15 01/20 <=01 980 None Yes 0 0

/03 /03 /15/0
3

3 1,000 20 5 01/15 c <=01 975 Pmt.T Yes 0 5

/03 /15/0 ol.
3

4A 1,000 20 5 01/15 01/20 01/16 1005 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 25 on 20
01/20 the
/03 Pmt.

5A 1,000 20 5 01/15 01/20 01/16 1000 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 20 on 20
01/20 the
/03 Pmt.

6A 1,000 20 5 01/15 01/20 01/16 995 Pmt.D No, 20/- 0

/03 /03 /03 isc.Tol. 15 on 20
01/20 the
/03 Pmt.
 ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

4B 1,000 20 5 01/15 01/20 01/16 1005 Pmt.T Yes 0 -5

/03 /03 /03 ol.
01/20
/03

5B 1,000 20 5 01/15 01/20 01/16 1000 None Yes 0 0

/03 /03 /03
01/20
/03

6B 1,000 20 5 01/15 01/20 01/16 995 Pmt.T Yes 0 5

/03 /03 /03 ol.
01/20
/03

7 1,000 20 5 01/15 01/20 01/16 985 Pmt.D Yes 20/- -5

/03 /03 /03 isc.Tol. 20
01/20 &
/03 Pmt.T
ol.

8 1,000 20 5 01/15 01/20 01/16 980 Pmt.D Yes 20/- 0

/03 /03 /03 isc.Tol. 20
01/20
/03

9 1,000 20 5 01/15 01/20 01/16 975 Pmt.D Yes 20/- 5

/03 /03 /03 isc.Tol. 20
01/20 &
/03 Pmt.T
ol.

10 1,000 20 5 01/15 01/20 >01/2 1005 Pmt.T Yes 0 -5

/03 /03 0/03 ol.

11 1,000 20 5 01/15 01/20 >01/2 1000 None Yes 0 0

/03 /03 0/03

12 1,000 20 5 01/15 01/20 >01/2 995 Pmt.T Yes 0 5

/03 /03 0/03 ol.

13 1,000 20 5 01/15 01/20 >01/2 985 None No, 0 0

/03 /03 0/03 15 on
the
invoic
e

14 1,000 20 5 01/15 01/20 >01/2 980 None No, 0 0

/03 /03 0/03 20 on
the
invoic
e
 ALL PMT.
MAX PMT. ENTRIE PMT.
PMT. DISC. PAYME TOLER S DISC. TOL.
PMT. PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT. TYPE D GL/CL G/L

15 1,000 20 5 01/15 01/20 >01/2 975 None No, 0 0

/03 /03 0/03 25 on
the
invoic
e

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/20/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is after 01/20/03 (Scenarios 10-15)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.

Example 2 - Tolerance Calculations for Multiple Documents

The following are some example scenarios showing the expected tolerance calculations and postings occurring in
different situations. The examples are limited to being only those scenarios that result in all entries in the
application being closed.
The G/L Setup window contains the following setup:
Payment Discount Grace Period 5D
Max Payment Tolerance 5
Scenarios with alternative A, B, C, or D represent the following:
A In this case the payment discount tolerance warning has been turned off, OR the user has the warning on
and has selected to allow the late payment discount (Post as Tolerance) in any invoice.
B In this case, the user has the warning on and has selected not to allow the late payment discount on any
invoice.
C - In this case, the user has the warning on and has selected to allow the late payment discount on the first
invoice but not the second.
D - In this case, the user has the warning on and has selected not to allow the late payment discount on the
first invoice but allowed it on the second.

ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

1 1,000 60 5 01/15 01/20 <=01 1920 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /15/0 ol. -5
01/17 01/22 3 0
/03 /03

2 1,000 60 5 01/15 01/20 <=01 1910 None Yes 0 0

1,000 30 5 /03 /03 /15/0 0
01/17 01/22 3 0
/03 /03

3 1,000 60 5 01/15 01/20 <=01 1900 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /15/0 ol. 5
01/17 01/22 3 0
/03 /03
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

4B 1,000 60 5 01/15 01/20 01/16 1980 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 -5
/03 /03 /03

5B 1,000 60 5 01/15 01/20 01/16 1970 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/17 0 0
/03 /03 /03

6B 1,000 60 5 01/15 01/20 01/16 1960 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/17 0 5
/03 /03 /03

7A 1,000 60 5 01/15 01/20 01/16 1920 Pmt.D Yes 60/60 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/17 & 0/0
/03 /03 /03 Pmt.T
ol.

8A 1,000 60 5 01/15 01/20 01/16 1910 Pmt.D Yes 60/60 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/17 0/0
/03 /03 /03

9A 1,000 60 5 01/15 01/20 01/16 1900 Pmt.D Yes 60/60 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/17 &
/03 /03 /03 Pmt.T
ol.

10B 1,000 60 5 01/15 01/20 01/18 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 -5
/03 /03 /03

11B 1,000 60 5 01/15 01/20 01/18 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/20 0 0
/03 /03 /03

12B 1,000 60 5 01/15 01/20 01/18 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/20 0 5
/03 /03 /03

13D 1,000 60 5 01/15 01/20 01/18 1980 Pmt.D Yes 0/0 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

14D 1,000 60 5 01/15 01/20 01/18 1970 Pmt.D Yes 0/0 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/20 30/-
/03 /03 /03 30

15D 1,000 60 5 01/15 01/20 01/18 1960 Pmt.D Yes 0/0 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/20 & 30/-
/03 /03 /03 Pmt.T 30
ol.

16D 1,000 60 5 01/15 01/20 01/18 1950 Pmt.D Yes 60/- -5

1,000 30 5 /03 /03 /03 isc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

17D 1,000 60 5 01/15 01/20 01/18 1940 Pmt.D Yes 60/- 0

1,000 30 5 /03 /03 /03 isc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 0/0

18D 1,000 60 5 01/15 01/20 01/18 1930 Pmt.D Yes 60/- 5

1,000 30 5 /03 /03 /03 isc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 0/0
ol.

19A 1,000 60 5 01/15 01/20 01/18 1920 Pmt.D Yes 60/- -5

1,000 30 5 /03 /03 /03 isc.Tol. 60 -5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

20A 1,000 60 5 01/15 01/20 01/18 1910 Pmt.D Yes 60/- 0

1,000 30 5 /03 /03 /03 isc.Tol. 60 0
01/17 01/22 01/20
/03 /03 /03 30/-
30

21A 1,000 60 5 01/15 01/20 01/18 1900 Pmt.D Yes 60/- 5

1,000 30 5 /03 /03 /03 isc.Tol. 60 5
01/17 01/22 01/20 &
/03 /03 /03 Pmt.T 30/-
ol. 30

22B 1,000 60 5 01/15 01/20 01/21 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 -5
/03 /03 /03
 ALL
PMT. ENTRIE PMT. PMT.
MAX PMT. DISC. PAYME TOLER S DISC. TOL.
PMT PMT. DISC. TOL. NT ANCE CLOSE TOL.
— INV. DISC. TOL. DATE DATE DATE PMT TYPE D GL/CL G/L

23B 1,000 60 5 01/15 01/20 01/21 2000 None Yes 0 0

1,000 30 5 /03 /03 /03
01/17 01/22 01/22 0 0
/03 /03 /03

24B 1,000 60 5 01/15 01/20 01/21 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 /03 ol.
01/17 01/22 01/22 0 5
/03 /03 /03

25A 1,000 60 5 01/15 01/20 01/21 1980 Pmt.D Yes 0/0 -5

1,000 30 5 /03 /03 /03 isc.Tol. -5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

26A 1,000 60 5 01/15 01/20 01/21 1970 Pmt.D Yes 0/0 0

1,000 30 5 /03 /03 /03 isc.Tol. 0
01/17 01/22 01/22 30/30
/03 /03 /03

27A 1,000 60 5 01/15 01/20 01/21 1960 Pmt.D Yes 0/0 5

1,000 30 5 /03 /03 /03 isc.Tol. 5
01/17 01/22 01/22 & 30/30
/03 /03 /03 Pmt.T
ol.

28 1,000 60 5 01/15 01/20 >01/2 2010 Pmt.T Yes 0 -5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

29 1,000 60 5 01/15 01/20 >01/2 2000 None Yes 0 0

1,000 30 5 /03 /03 2/03
01/17 01/22
/03 /03

30 1,000 60 5 01/15 01/20 >01/2 1990 Pmt.T Yes 0 5

1,000 30 5 /03 /03 2/03 ol.
01/17 01/22
/03 /03

Payment Range Diagrams

In relation to the scenario above, the diagrams of payment ranges are as follows:
(1) Payment Date <=01/15/03 (Scenarios 1-3)
Remaining Amount per
Normal Application Rules
(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(2) Payment Date is between 01/16/03 and 01/17/03 (Scenarios 4-9)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(3) Payment Date is between 01/18/03 and 01/20/03 (Scenarios 10-21)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(4) Payment Date is between 01/21/03 and 01/22/03 (Scenarios 22-27)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.
(5) Payment Date is after 01/22/03 (Scenarios 28-30)
Remaining Amount per
Normal Application Rules

(1) If payment falls in these ranges, all application entries can be closed with or without tolerance.
(2) If payment falls in these ranges, all application entries cannot be closed even with tolerance.

See Also
Finance
Setting Up Finance
Managing Receivables
Working with Dynamics NAV
 Managing Payables
4/16/2018 • 2 minutes to read • Edit Online

A big part of managing accounts payable is paying your vendors, or reimbursing your employee