CHAPTER 2: INTERCOMPANY POSTINGS

Transcription

1 CHAPTER 2: INTERCOMPANY POSTINGS Objectives Introduction The objectives are: Review the IC feature and prepare the database to complete Intercompany Postings. Explain the IC Partner Card and the process of setting up an intercompany partner. Assign an IC partner to a customer and/or vendor. Set up the centralized IC Chart of Accounts to be used for IC transactions. Set up the centralized IC dimensions to be used for IC transactions. Explain the IC Outbox and IC Inbox used to transfer IC transactions. Demonstrate the process of creating an IC document. Explain the process of sending an IC transaction to an IC partner. Explain the process of receiving and accepting an IC transaction from an IC partner. Review handled incoming and outgoing IC transactions. Explain the process of rejecting an IC transaction from an IC partner. Explain the process of returning and canceling a rejected IC transaction from an IC partner. Process IC transactions using the IC General Journal. The Intercompany (IC) Posting feature in Microsoft Dynamics NAV 2009 helps companies that control more than one legal business entity. When companies use Intercompany Postings, it simplifies the process of doing business with subsidiary and internal partner organizations. Users enter Intercompany Posting transaction information once in the appropriate documents, and using that data, Microsoft Dynamics NAV 2009 creates transactions in the appropriate companies. Mapping between the companies, charts of accounts, and dimensions facilitates the creation of these transactions. Intercompany in Microsoft Dynamics NAV 2009 describes the steps required to perform Intercompany Postings, beginning with setting up the companies as intercompany partners, called IC partners, and the central Chart of Accounts and Dimensions. Once setup is complete, IC users can process documents and journals. 2-1

2 Multisite Operations in Microsoft Dynamics NAV 2009 Intercompany Overview and Database Preparation Intercompany Postings uses a number of entries and documents for the relevant transactions: General Journal entries Purchase and sales orders Purchase and sales invoices Credit memos Return orders To set up Intercompany Postings, the company must create a list of IC partners and an IC chart of accounts. This allows users to also create General Journal transactions; dimensions, if needed, must be set up separately. Set up customers and vendors as business partners, and assign them IC partner codes; this permits exchange of IC purchase and sales documents, including items and item charges. Because the receivables and payables functionalities in Microsoft Dynamics NAV 2009 facilitate handling different currencies, IC transactions can proceed in any currency. Database Preparation Before you can complete this course, it is required to have two companies in your. The two Intercompanies are set up exactly like other companies. The two companies used in this lesson: CRONUS Consultancy Ltd. CRONUS International Ltd. NOTE: A clean Microsoft Dynamics NAV 2009 database must be used. Therefore, you must set up CRONUS Consoltancy Ltd. To set up CRONUS Consultancy in Microsoft Dynamics NAV 2009, you must open the classic client. 1. Click File, point to Company and then select New. 2. Name the New Company CRONUS Consultancy Ltd. 3. Set up the Chart of Accounts for CRONUS Consultancy Ltd. by copying the Chart of Account from CRONUS International Ltd. 4. In the Navigation Pane, click Administration, click IT Administration, click General Setup and then select Setup Checklist. 2-2

3 5. Click the Function button and then select Copy Data. 6. In the Copy from field click the drop-down list and select CRONUS International Ltd. 7. Select all G/L and Sales & Receivables lines 8. Click OK to Copy Data cannot message box. 9. Click Yes to copy the data from CRONUS International Ltd. 10. Click OK to the data has been copied successfully. 11. Close the Checklist. Set Up the Intercompany Partner 12. Close Microsoft Dynamics NAV Classic client and open Microsoft Dynamics NAV in the Role tailored client. The first step in setting up Intercompany Postings is to create the IC partners for each company involved in intercompany transactions. IC partners are set up on the IC Partner Card page, accessed from the Navigation Pane by clicking Departments, clicking Administration, clicking Application Setup, clicking Financial Management, clicking Intercompany Postings, and then selecting IC Partners. FIGURE 2.1 IC PARTNER CARD 2-3

4 Multisite Operations in Microsoft Dynamics NAV 2009 The code specified in the IC Partner Card is assigned to IC customers and vendors. Later, when sending and receiving IC transactions with partners, you will use this code to identify each company. Therefore, IC partners must all agree on one set of codes to use. For example, if one company is identified as IC partner 30, the other companies must have that company set up as IC partner 30. IC Partner Card - General FastTab The General FastTab of the IC Partner Card contains the following fields: Code - a unique identifier, assigned to IC customers and vendors. Name - name of the IC partner. Currency Code - the IC partner's currency code. Inbox Type - indicates how data is transferred to the IC partner's IC Inbox. The options are: o File Location: Used if a file containing IC transactions is sent to IC partners. o Database: Used if the IC partner is set up as another company in the same database. o Used if the transactions are sent by to the IC partner. o No IC Transfer: Used when other transmission formats are used, such as printed invoices, manual data entry, or Microsoft BizTalk. Inbox Details - identifies the details of the IC partner's Inbox. The options depend on the selection in the Inbox Type field: o If File Location is selected, this field contains the name andlocation of the file to send to the IC partner. o If Database is selected, this field contains the name of the partner company. o If is selected, this field contains the address of the IC partner. o If No IC Transfer is selected, nothing is specified in this field. Blocked - if selected, IC postings are prevented with this IC partner. 2-4

5 IC Partner Card - Posting FastTab The Posting FastTab contains the following fields: Receivables Account - identifies the default receivables account used as the balancing account for the IC partner in General Journals. When a line is posted from the IC Inbox, this account is used if the Account No. field contains an IC Partner Code. However, if the Source Type on the line is Sales Document, the receivables account is retrieved from the Customer Posting Group. Payables Account - identifies the default payables account used as the balancing account for the IC partner in General Journals. When a line is posted from the IC Inbox, this account is used if the Account No. field contains an IC Partner Code. However, if the Source Type on the line is Purchase Document, the payables account is retrieved from the Vendor Posting Group. Outbound Sales Item No. Type - indicates what type of item number is entered in the IC Partner Reference for items on sales lines sent to this IC partner. The options are: o Internal No.: The item number is copied from the No. field on the sales line. o Common Item No.: The content of the Common Item No. field on the item card is copied for the item on the sales line. o Cross Reference: If there is an entry in the Item Cross Reference table for the partner and the item on the sales line, the content of the Cross-Reference No. field in that table is copied. Outbound Purchase Item No. Type - indicates what type of item number is entered in the IC Partner Reference field for items on purchase lines sent to this IC partner. The options are: o Internal No.: The item number is copied from the No. field on the purchase line. o Common Item No.: The content of the Common Item No. field on the item card is copied for the item on the purchase line. o Cross Reference: If there is an entry in the Item Cross Reference table for the partner and the item on the purchase line, the content of the Cross-Reference No. field in that table is copied. o Vendor Item No.: If there is an entry in the Vendor Item table for the partner and the item on the purchase line, the content of the Vendor Item No. in that table is copied. To assign Dimensions to the IC partner, click Related Information, point to IC Partner, and then select Dimensions. 2-5

6 Multisite Operations in Microsoft Dynamics NAV 2009 Set Up an IC Partner To set up an IC partner, follow these steps: 1. On the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Partners. 2. Click New to insert a new record. 3. In the Code field, enter the identifier agreed upon with the IC partner. 4. In the Name field, enter the IC partner's name. 5. In the Currency Code field, click the drop-down list and select the IC partner's currency. 6. In the Inbox Type field, click the drop-down list and select the inbox used by the IC partner. 7. In the Inbox Details field: o If File Location was selected as Inbox Type, click the drop-down list and select the file location. o If Database was selected as Inbox Type, click the drop-down list and select the IC partner's company name. o If was selected as Inbox Type, enter the IC partner's e- mail address. 8. Insert a check mark in the Blocked check box if this IC partner is not yet available for use. 9. On the Posting FastTab, in the Receivables Account field, click the drop-down and select the default account. 10. In the Payables Account field, click the drop-down list and select the default account. 11. In the Outbound Sales Item No. Type field, click the drop-down list and select the item number type used by this IC partner. 12. In the Outbound Purchase Item No. Type field, click the dropdown list and select the item number type used by this IC partner. Set Up an IC Partner with Dimensions To assign dimensions to the IC partner, follow these steps: 1. On the IC Partner Card, click Related Information, point to IC Partner, and then select Dimensions. 2. In the Dimension Code field, click the drop-down list and select the relevant dimension. 3. In the Dimension Value Code field, click the drop-down list and select the relevant dimension value from the list. 4. If there are dimension posting requirements, in the Value Posting field, click the drop-down list and select the appropriate option. 5. Close the Default Dimension page. 2-6

7 Lab Set Up an IC Partner Scenario CRONUS International Ltd. has acquired a new subsidiary, CRONUS Biking Ltd. As the accountant, it is your responsibility to set up the new IC partner. The IC partner code is ICP40, and the partner uses the local currency. CRONUS International Ltd. will be sending their IC transactions by file in a directory on their hard disk. For the purpose of this lab, when you are setting up the file location, create a new folder on the desktop called IC Inbox and save file name ICP40 in the folder. The accounting manager has decided that the receivables and payable GL accounts are 2325 and 5425, respectively. Finally, CRONUS Biking Ltd. will use their internal numbers for sales and purchasing on documents. Dimensions are not set up for this IC partner. Challenge Yourself! Set up the new IC partner as specified in the scenario. Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the IC Partner Card. 3. Set up the new IC partner as specified in the scenario. Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Partners. 4. Click New to insert a new record. 5. In the Code field, enter ICP In the Name field, enter CRONUS Biking Ltd. 7. Ensure that the Inbox Type is set to File Location. 8. In the Inbox Details field, click the drop-down list and click Allow to run Microsoft Common Dialog Control. 9. In the File Location for IC files, select Desktop. 10. Click the Create New Folder icon. 2-7

8 Multisite Operations in Microsoft Dynamics NAV Name the folder IC Inbox. 12. Double-click the IC Inbox folder 13. In the File Name field, verify that ICP40 is entered and click Save. 14. On the Posting FastTab, in the Receivables Account field, enter In the Payables Account field, enter Ensure that the Outbound Sales Item No. Type field is set to Internal No. 17. Ensure that the Outbound Purchase Item No. Type field is set to Internal No. 18. Click OK to close the IC Partner Card. Assign IC Partners to Customers and Vendors Once an IC partner is set up, it is assigned to a customer and/or vendor. You can set up IC transactions using the same customer and vendor setup as with normal customer and vendor transactions; there is little difference in handling documents for/from IC partners compared with the known customer and vendor functionality. NOTE: You can only assign an IC partner to one customer and/or Vendor. Assign an IC Partner to a Customer and a Vendor To set up a customer as an IC partner, follow these steps: 1. In the Navigation Pane, click Departments, click Financial Management, click Receivables, and then Customers. 2. Locate and select the IC customer. 3. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select the corresponding IC partner. 4. On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and assign the IC posting group. 5. Close the Customer Card. To set up a vendor as an IC partner, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click Payables, and then select Vendors. 2. Locate and select the IC vendor. 3. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select the corresponding IC partner. 4. On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and assign the IC posting group. 5. Close the Vendor Card. 2-8

9 Lab Create an IC Partner Vendor Scenario In Lab 2.1, CRONUS Biking Ltd. was set up as an IC Partner. Currently, this partner will only sell to CRONUS International Ltd.; therefore, you must create a vendor for CRONUS Biking Ltd. As the accounts payable coordinator, you are responsible for setting up the IC partner as a vendor, using the following criteria: To keep IC vendors grouped, use IC1040 as the Vendor No. Assign the corresponding IC Partner Code. General Business Posting Group is Intercompany and the Vendor Posting group is Domestic. Challenge Yourself! Create the CRONUS Biking Ltd. vendor using the criteria specified in the scenario. Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the Vendor Card. 3. Create the vendor using the criteria specified in the scenario. Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Payables, and then select Vendors. 4. Click New. 5. In the No. field, enter IC In the Name field, enter CRONUS Biking Ltd. 7. On the Communication FastTab, in the IC Partner Code field, click the drop-down list and select ICP On the Invoicing FastTab, in the Gen. Bus. Posting Group field, click the drop-down list and select INTERCOMP. 9. In the Vendor Posting Group field, click the drop-down list and select DOMESTIC. 10. Click OK to close the Vendor Card. 2-9

10 Multisite Operations in Microsoft Dynamics NAV 2009 Set Up the Chart of Accounts for IC Transactions Before IC partners can begin to transfer IC transactions electronically, each company must set up the IC Chart of Accounts in their company. IC partners must agree on the account numbers that are used when IC transactions are processed. Typically, the following steps occur to create the IC Chart of Accounts: 1. The parent company creates a simplified version of their own chart of accounts. 2. This IC Chart of Accounts is exported from their database into an XML file. 3. The XML file is distributed to each of the subsidiaries performing IC transactions. 4. Each subsidiary imports the XML file into the IC Chart of Accounts and maps the accounts to the accounts in their own chart of accounts. The IC Chart of Accounts window can also be filled out manually; however, the parent company will still define which account numbers and names are used. When the IC partners map their Chart of Accounts to the agreed upon IC Chart of Accounts, the account number that does not match must be manually mapped. Demonstration: Set Up the IC Chart of Accounts in Two Companies Scenario: Cassie, the accountant at CRONUS International Ltd., is in the process of setting up the IC Chart of Accounts for use between: CRONUS International Ltd. CRONUS Consultancy Ltd. Since both companies are in the same Microsoft Dynamics NAV 2009 database, Cassie completes the process for both companies: 1. Copies the chart of accounts from CRONUS International Ltd. 2. Maps the accounts to the same accounts. 3. Exports the IC Chart of Accounts to an XML file on the desktop. 4. Imports the XML file into the CRONUS Consultancy Ltd. company. 5. Maps the accounts to the same accounts, since both companies use the same chart of accounts. 2-10

11 Steps: Set Up the IC Chart of Accounts in Two Companies To copy the IC Chart of Accounts in the CRONUS International Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 4. Click Actions, point to Functions, and then select Copy from Chart of Accounts. 5. Click Yes to copy from the Chart of Accounts. To simultaneously map all accounts to the same accounts, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Acc. with Same No. 2. Click Yes to map the selected lines. The Map-to G/L Acc. No. field on each line is populated with the same number as in the No. field. To export the IC Chart of Accounts, follow these steps: 1. Click Actions, point to Functions, and then select Export. 2. Click Save. 3. In the save Export window, select desktop. 4. Do not change the default name of ICGLAcc in the File Name field. 5. Click Save to export the IC Chart of Accounts to an XML file. To import the IC Chart of Accounts into the CRONUS Consultancy Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 4. Click Actions, point to Functions, and then select Import. 5. Select Allow to run Microsoft Common Dialog Control and then click OK. 6. Locate and select the ICGLAcc file on the desktop. 7. Click Open. 8. Click OK to the message stating the number of G/L accounts added. 2-11

12 Multisite Operations in Microsoft Dynamics NAV 2009 To map all accounts to the same accounts at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then click Map to Acc. with Same No. 2. Click Yes to map the selected lines. The Map-to G/L Acc. No. field on each line is populated with the same number as in the No. field. 2-12

13 Lab Add an Account and Update the IC Chart of Accounts Scenario In CRONUS International Ltd., a new account 2811, T-Bills, needs to be added to the balance sheet, under Securities. Once this account is added in the CRONUS International Ltd. company, it must be added to the IC Chart of Accounts. Copy and map to all accounts and then export the file to the desktop. In the CRONUS Consultancy Ltd. company, add the same account to the Chart of Accounts and then import the XML file. Locate the new account in the IC Chart of Accounts window and manually map the same account number. Challenge Yourself! 1. Add the new account in the CRONUS International Ltd. company as specified in the scenario. 2. Update and export the IC Chart of Accounts as specified in the scenario. 3. Add the new account in the CRONUS Consultancy Ltd. company as specified in the scenario. 4. Update the IC Chart of Accounts as specified in the scenario. Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the Chart of Accounts. 3. Add the new account as specified in the scenario. 4. Open the IC Chart of Accounts. 5. Copy and map all accounts. 6. Export the IC Chart of Accounts, using the default file name. 7. Open the CRONUS Consultancy Ltd. company. 8. Open the Chart of Accounts. 9. Add the new account as specified in the scenario. 10. Open the IC Chart of Accounts. 11. Import the exported XML file. 12. Locate the new account and map manually to the same account 2-13

14 Multisite Operations in Microsoft Dynamics NAV 2009 Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, and then select Chart of Accounts. 5. Click New. 6. In the No. field, enter In the Name field, enter T-Bills. 8. In the Income/Balance field, click the drop-down list and select Balance Sheet. 9. Click OK. 10. Click Indent Chart of Accounts. 11. Click Yes to indent the chart of accounts. 12. Close the Chart of Accounts. 13. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 14. Select all lines and click Actions, point to Functions, and then click Copy from Chart of Accounts. 15. Click Yes to copy from the Chart of Accounts. 16. Locate and select account Click Actions, point to Functions, and then select Map to Acc. with Same No. 18. Click Yes to map the selected line. 19. Click Action, point to Functions, and then select Export. 20. In the save Export window, select desktop. 21. In the File Name field, do not change the default name. 22. Click Save. If prompted, overwrite any other file with this same name. 23. Click the Microsoft Dynamics NAV Menu on the Command Bar. 24. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 25. Click OK to the message regarding demonstration data. 26. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, and then select Chart of Accounts. 27. Click New. 28. In the No. field, enter In the Name field, enter T-Bills. 2-14

15 30. Ensure that the Income/Balance field is set to Balance Sheet. 31. Click OK. 32. Click Indent Chart of Accounts. 33. Click Yes to indent the chart of accounts. 34. In the Navigation Pane, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Chart of Accounts. 35. Click Actions, point to Functions, and then select Import. 36. Locate and select the ICGLAcc file on the desktop. 37. Click Open 38. Click OK to the message stating the number of G/L accounts added. 39. Locate and double-click on account In the Map-to G/L Acc. No. field, enter 2811 and click OK. 41. Set Up Dimensions for IC Transactions Before IC partners can begin to transfer IC transactions electronically, each company must set up IC Dimensions in their company. IC partners must agree on the dimensions codes and values that are used when IC transactions are processed. Typically, the following steps occur to create the IC Dimensions: 1. The parent company defines the IC dimension codes and values based on its own dimension codes and values. 2. The IC Dimensions are exported into an XML file. 3. The XML file is distributed to each of the subsidiaries performing IC transactions. 4. Each subsidiary imports the XML file into the IC Dimensions window and maps the dimensions to their own dimension codes and values. The IC Dimensions can also be filled out manually; however, the parent company will still define the dimension codes and values used. When the IC partners map their dimensions to the agreed upon IC Dimensions, dimensions that do not match must be manually mapped. Demonstration: Set Up Dimensions in Two Companies Scenario: Cassie, the accountant at CRONUS International Ltd., is in the process of setting up IC dimensions for use between: CRONUS International Ltd. CRONUS Consultancy Ltd. 2-15

16 Multisite Operations in Microsoft Dynamics NAV 2009 There are two dimensions used by CRONUS International Ltd. that will not be included in IC transactions. Therefore, the following dimensions will be removed in this process: Department Salesperson Since both companies are in the same Microsoft Dynamics NAV 2009 database, Cassie completes the process for both companies: 1. Copies the dimensions from CRONUS International Ltd. 2. Removes the Department and Salesperson dimensions. 3. Maps the dimensions to the same dimension codes. 4. Exports the IC Dimensions to an XML file on the desktop. 5. Imports the XML file into the CRONUS Consultancy Ltd. company. 6. Maps the dimensions to the same dimension codes, since both companies use the same dimensions. Steps: Set Up Dimensions in Two Companies To copy the dimensions in the CRONUS International Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and then click OK. 3. Click OK to the message regarding demonstration data. 4. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions 5. Click Actions, point to Functions, and then select Copy from Dimensions. 6. Click Yes to copy from dimensions. To view the Dimensions Values of a dimension, follow these steps: 1. Click a dimension line. 2. Click Related Information, point to IC Dimension, and then select IC Dimension Values. 3. Close the IC Dimension Values. To remove the department and salesperson IC Dimensions, follow these steps: 1. Click the line for the Department dimension. 2. Click Actions and then select Delete. 3. Click Yes to delete the IC Dimension. 2-16

17 4. Click the line for the Salesperson dimension. 5. Click Actions and then select Delete. 6. Click Yes to delete the IC Dimension. To map all dimensions to the same dimensions at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Dim. with Same Code. 2. Click Yes to map the selected lines. The Map-to Dimension Code field on each line is populated with the same code as in the Code field. To export the IC Dimensions, follow these steps: 1. Click Actions, point to Functions, and then select Export. 2. In the Save in field, select the desktop. Do not change the default name of ICDim in the File Name field. 3. Click Save to export the IC Dimension to an XML file. To import the IC Chart of Accounts into the CRONUS Consultancy Ltd. company, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions. 4. Click Actions, point to Functions, and then select Import. 5. Locate and select the ICDim file on the desktop. 6. Click Open. 7. Click OK to the message stating the number of dimensions added. To map all dimensions to the same dimensions at once, follow these steps: 1. Select all the lines and click Actions, point to Functions, and then select Map to Dim. with Same Code. 2. Click Yes to map the selected lines. The Map-to Dimension Code field on each line is populated with the same number as in the No. field. 2-17

18 Multisite Operations in Microsoft Dynamics NAV 2009 Lab Remove and Update IC Dimensions Scenario After analysis, the Area dimension is not as relevant as initially expected. Therefore, it is no longer an active dimension. To maintain history, the Area dimension is blocked. As the accounting manager, you have already blocked the standard dimension and you now need to block the IC dimension. After the dimension is blocked, export the IC dimensions and import the changes into the CRONUS Consultancy Ltd. company. Challenge Yourself! 1. Block the Area dimension and export the file. 2. Import the XML file into the CRONUS Consultancy Ltd. company. Need a Little Help? 1. Open the CRONUS International Ltd. company. 2. Open the IC Dimensions. 3. Block the Area dimension and export the file. 4. Open the CRONUS Consultancy Ltd. company. 5. Open the IC Dimensions window and import the XML file. Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS International Ltd., and click OK. 3. Click OK to the message regarding demonstration data. 4. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions. 5. Select the Area dimension line and place a check mark in the Blocked check box. 6. Click Actions, point to Functions, and then select Export. 7. In the Export File field, click Save. 8. Select Desktop. Do not change the default name of ICDim in the File Name field. 9. Click Save. 10. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2-18

19 11. Click Select Company, select CRONUS Consultancy Ltd., and then click OK. 12. Click OK to the message regarding demonstration data. 13. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Intercompany Postings, and then select IC Dimensions 14. Click Actions, point to Functions, and then Import. 15. Locate and select the ICDim file on the desktop. 16. Click Open. 17. Click OK to the message stating the number of dimension added. Set Up Default IC Partner G/L Accounts When you create an IC journal or document line to send as an outgoing transaction, enter an account from the IC Chart of Accounts indicating the account used for posting in the IC partner's company. For accounts that are often used on outgoing IC journal or document lines, you can specify a default IC partner G/L account in the Chart of Accounts window. For example, for the receivables accounts, enter the IC partner's payables accounts from the IC Chart of Accounts. Microsoft Dynamics NAV 2009 automatically copies the contents of the default IC Partner G/L Acc. No. field to the IC Partner G/L Acc. No. field on the line: On a journal, when a line is entered with an Account Type of IC Partner and the G/L account is entered in the Bal. Account No. field. On a document, when an IC partner (customer or vendor) is selected in the header and the G/L account is entered in the Account No. field on the document line. To set up a default IC partner G/L account, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, lick General Ledger, and then select Chart of Accounts. 2. Locate and select the G/L account to assign a default. 3. Click the Posting FastTab. 4. In the Default IC Partner G/L Acc. No. field, click the drop-down list. The IC G/L Account List appears, containing the G/L accounts specified in the IC Chart of Account. 5. Select the IC G/L account that the IC partner will post to when you are posting to the G/L account on the line. 6. Click OK. 2-19

20 Multisite Operations in Microsoft Dynamics NAV 2009 IC Outbox and IC Inbox The Intercompany Postings feature includes an IC Inbox and an IC Outbox that provide an overview of the IC transactions to process and the origins of the IC documents. When you post IC transactions, the system transfers them to the IC Outbox. If the information is correct, you can send the transactions on to the IC partner for processing. If the information is erroneous, you can cancel and remove the transactions from the IC Outbox and then correct them using the standard functionality of correcting posted entries. You can review all incoming documents from IC partners in the IC Inbox and manage transactions simultaneously or set filters to process transactions separately. When an IC transaction is accepted, the corresponding documents or IC General Journal lines are created automatically. Each IC partner also has the ability to reject incorrect IC transactions. When IC transactions are rejected, the transaction information is returned to the IC Inbox of the IC partner that sent it originally. That IC partner can then review the information and take action, such as: If the transaction is incorrect, cancel the transaction in the IC Inbox, credit or reverse the original transaction, and then create and send a new transaction. If the transaction is correct, cancel the transaction in the IC Inbox, and then re-create the outbox transaction from the Handled IC Outbox Transactions window and resend. However, if an IC transaction is erroneously rejected and has not yet been returned to the IC partner, the Return to IC Inbox function can reconstitute the original IC transaction in the IC Inbox, where it can be accepted. IC Outbox Transactions The IC Outbox Transactions window displays the IC transactions that are ready to be sent to IC Partners. Each line in this window represents either: A transaction that originated in this company. A transaction received from an IC partner that has been rejected, so that it may be sent back. 2-20

21 Access the IC Outbox Transactions page on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled IC Outbox Transactions. FIGURE 2.2 HANDLED IC OUTBOX TRANSACTIONS The fields in the lines are: Transaction No. - identifies the number of the transaction. IC Partner Code - indicates the IC partner code that the transaction will be sent to. Source Type - indicates whether the transaction was created in a journal, a sales document, or a purchase document. Document Type, Document No., Posting Date, and Document Date - information from the transferred IC document. Transaction Source - indicates which company created the transaction. The options are: o Rejected by Current Company: The transaction was received from the IC partner and rejected by the current company. o Created by Current Company: The transaction was created by the current company. Line Action - determines the action taken when the Complete Line Actions function is run. The options are: o No Action: The line remains in the Outbox. o Send to IC Partner: The transaction is sent to the IC partner's inbox. 2-21

22 Multisite Operations in Microsoft Dynamics NAV 2009 o o Return to Inbox: The transaction is not returned to the partner, but is sent back to the IC Inbox for re-evaluation. Cancel: The transaction is deleted from the outbox and is not sent to the IC partner. The Outbox Transactions button contains the following menu items: Details: Opens the source document of the selected line. Comments: Used to document comments about the selected line. The Functions button contains the following menu items: Set Line Action: Used to change the action to be taken when the Complete Line Actions function is run. Complete Line Actions: Processes the IC transactions based on the selection in the Line Action field on each line. IC Inbox Transactions In the IC Inbox Transactions window, each line represents either: A transaction that was created and sent from an IC partner. A transaction that originated in this company but rejected by the IC partner and sent back. Access the IC Inbox Transactions page on the Navigation Pane by clicking Departments, clicking Financial Management, clicking General Ledger, going to Intercompany Postings, and then selecting Handled IC Inbox Transactions. FIGURE 2.3 HANDLED IC INBOX TRANSACTIONS 2-22

23 The fields in the lines are: Transaction No. - identifies the number of the transaction. IC Partner Code - indicates the IC partner code that the transaction is from. Source Type - indicates whether the transaction was created in a journal, a sales document, or a purchase document. Document Type, Document No., Posting Date, and Document Date - information from the transferred IC document. Transaction Source - indicates which company created the transaction. The options are: o Returned by Partner: The transaction was rejected by the IC partner. o Created by Partner: The transaction was created and sent from the IC partner. Line Action - determines the action taken when the Complete Line Actions function is run. The options are: o No Action: The line remains in the IC Inbox. o Accept: The transaction is transferred to a document or journal. o Return to Partner: The transaction is moved to the IC Outbox. From there, it can be returned to the IC partner. o Cancel: The transaction is deleted from the IC Inbox. The Inbox Transactions button contains the following menu items: Details: Opens the source document of the selected line. Comments: Used to document comments about the selected line. The Functions button contains the following menu items: Set Line Action: Used to change the action to be taken when the Complete Line Actions function is run. Complete Line Actions: Opens the Complete IC Inbox Action batch job that processes the IC transactions based on the selection in the Line Action field on each line. Import Transaction File: Used to import an.xml file of IC transactions from IC partners that are not in the same database as the current company. 2-23

24 Multisite Operations in Microsoft Dynamics NAV 2009 Complete IC Inbox Action Batch Job When actions are completed in the IC Inbox Translations window, the Complete IC Inbox Action batch job processes each transaction according to the contents of the Line Action field for that transaction. The IC Inbox Transaction tab provides the ability to set filters on the fields on the lines in the IC Inbox Transaction window. NOTE: If no filters are set, the batch job processes all of the transactions in the IC Inbox. The Options FastTab contains fields separated into two sections that determine the type of IC document created in the current company: Journals: Used when the IC transaction is created from a journal; creates IC lines in the specified journal. Documents: Used when the IC transaction is created from a sales or purchase document; creates IC sales or purchase documents. The Journals section includes the following fields: IC Gen. Journal Template - identifies the journal template where the journal lines are created. Gen. Journal Batch - identifies the journal batch where the journal lines are created. Starting Document No. - specifies the next available number in the number series for the journal batch that is linked to the journal. When the batch job is run, this document number appears on the first journal line. Replace Posting Date - if selected, the journal's posting date is replaced with the date entered in the Posting Date field. Posting Date - indicates the date used as the posting date in the journal when the batch job is run, if the Replace Posting Date check box contains a check mark. The Document section contains the following fields: Replace Posting Date - if selected, the document's posting date is replaced with the date entered in the Posting Date field. Posting Date - indicates the date used as the document's posting date when the batch job is run, if the Replace Posting Date check box contains a check mark. 2-24

25 Test Your Knowledge: IC Outbox and IC Inbox Overview Categorize the following items: Categories (Categories): 1. IC Outbox 2. IC Inbox 3. Complete IC Inbox Action batch job Item 1: Where an IC transaction is rejected. Item 2: Creates IC General Journal lines. Item 3: Where an IC transaction is accepted. Item 4: Posted IC transactions are transferred here. Item 5: Creates IC sales or purchase documents. Item 6: Where a returned IC transaction is received. Item 7: Where erroneously rejected, but unreturned, IC transactions can be reinstated 2-25

26 Multisite Operations in Microsoft Dynamics NAV 2009 Create an IC Document The first step in handling IC documents is creating an order or invoice. When you create an IC document, use the same functionality as when creating an ordinary order or invoice. The only differences are: The IC Partner Reference field must have an IC G/L account number. Microsoft Dynamics NAV 2009 automatically sends the IC document to the IC Outbox when the order or invoice is posted. Demonstration: Create an IC Sales Document Scenario: On January 15, 2009, CRONUS International Ltd. requested 24 hours of consulting time from CRONUS Consultancy Ltd. Arnie, the accounts receivable administrator for CRONUS Consultancy Ltd. posts the following IC invoice: G/L Account 6710, Consulting Fees - Dom. IC Partner Reference 8320, Consultant Services Unit Price of for each hour After posting the invoice, Arnie verifies that the document appears in the IC Outbox. First Arnie have to set up CRONUS Consultancy Ltd. to have a posting group for Services for Intercompany postings, follow these steps: 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and then click OK. 3. In the Navigation Pane, click Departments, click Administration, click Application Setup, click Financial Management, click Posting Groups and then select General Posting Setup. 4. In the buttom set up a new posting group that have the following informations: o o o o o In the Gen.Bus. Posting Group click the drop-down list and select INTERCOMP. In the Gen. Prod Posting Group click the drop-down list and select SERVICES In the Sales Account and Sales Credit Memo Account field enter In the Sales Line Disc. Account and the Sales Inv. Disc. Account enter Click OK. 2-26

27 Steps: Set up a IC Customer To set up CRONUS International Ltd. as a IC Customer, follow these steps: 1. In the Navigation Pane, click Financial Management, click Receivables and then select Customers. 2. Click New. 3. In the No. field enter IC In the Name field enter CRONUS International Ltd. 5. On the Invoicing FastTab, in the Gen. Bus. Posting Group, click the drop-down list and select INTERCOMP. 6. In the Customer Posting field, click the drop-down list and select DOMESTIC. 7. Click OK. Steps: Create an IC Sales Document To create the IC sales invoice, follow these steps: 1. In the Navigation Pane, click Receivables, and then select Sales Invoices. 2. Click New. 3. In the No. field enter 1001and press TAB or ENTER. 4. In the Sell-to Customer No. field, enter IC Press TAB or ENTER. 6. In the Posting Date field, enter 01/15/ Click the lines. 8. Right-click the column header and select the Choose Column feature. 9. Select the IC Partner Ref. Type and IC Partner Reference fields. 10. Click OK to close the Choose Column feature. 11. In the Type field, click the drop-down list and select G/L Account. 12. In the No. field, enter 6710 and then press TAB or ENTER. 13. In the Quantity field, enter In the Unit Price Excl VAT field, enter Ensure that the IC Partner Ref. Type is set to G/L Account. 16. In the IC Partner Reference field, enter Click Post. 18. Click Yes to post the invoice. 2-27

28 Multisite Operations in Microsoft Dynamics NAV 2009 To review the IC Outbox, follow these steps: 1. On the Navigation Pane, click General Ledger, go to Intercompany Postings, and then click IC Outbox Transactions. 2. Locate and select the file posted 01/15/ To verify this is the posted invoice, click Related Information, point to Outbox Transaction, and then select Details. 4. After reviewing the document, close the IC Outbox Sales Doc. and IC Outbox Transactions pages. Generate an Order Confirmation When creating sales or purchase orders, you can send an order confirmation to the IC Outbox and then to the IC partner. The sequence of events is as follows: 1. An order is created in company A. 2. An order confirmation is generated in company A and then sent to the IC Outbox. 3. The order confirmation is manually sent from the IC Outbox to company B's IC Inbox. 4. The confirmation is reviewed in company B's IC Inbox: o If accepted, an order is created. o If simply reviewed and deleted, an order is not created. 5. When the order created in company A is invoiced, the posted invoice is sent to company A's IC Outbox. 6. The posted invoice is manually sent from the IC Outbox to company B's IC Inbox. 7. The posted invoice is reviewed in company B's IC Inbox and if accepted, an invoice is created. To generate a sales order confirmation, follow these steps: 1. On the Navigation Pane, click Departments, click Sales & Marketing, click Order Processing, and then click Sales Order. 2. Click New and ENTER to insert a new sales order. 3. In the Sell-to Customer No. field, enter the IC partner's customer number. 4. Press TAB or ENTER. 5. Complete the other fields, as needed, in the General FastTab. 6. Enter the sales lines. 7. Click Actions, point to Functions, and then select Send IC Sales Order Cnfmn. 2-28

29 To review the IC Outbox, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select Handled IC Outbox Transactions. 2. Locate and select the created sales order. 3. Click Related Information, click Outbox Transactions, and then select Detail. 4. Review the sales order confirmation. The same process is used for generating purchase order confirmations. NOTE: The order confirmation functionality is not available on sales or purchase invoices. 2-29

30 Multisite Operations in Microsoft Dynamics NAV 2009 Lab Create an IC Sales Document Scenario On January 25, 2009, a senior advisor from CRONUS Consultancy Ltd. met with a group at CRONUS International Ltd. for a consult appointment. The advisor spent 10 hours onsite, and has a billing rate of Create an invoice with number 1002 to CRONUS International Ltd. for the consulting services performed. The service is posted to G/L account 6710 and the IC Partner Reference is G/L account Challenge Yourself! Enter and post the sales invoice as specified in the scenario. Need a Little Help? 1. Open the CRONUS Consultancy Ltd. company. 2. Open the Sales Invoice window. 3. Enter the sales invoice for CRONUS International Ltd. as specified in the scenario. 4. Post the sales invoice. Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. In the Navigation Pane, click Departments, click Financial Management, click Receivables and then select Sales Invoices. 4. Click New 5. In the No. field enter 1002 and press ENTER. 6. In the Sell-to Customer No. field, enter IC Press TAB or ENTER. 8. Click Yes to the Check Credit Limit text box. 9. In the Posting Date field, enter 01/25/ Click lines in the Line FastTab. 11. Ensure that the IC Partner Ref. Type and IC Partner Reference fields are shown. 12. In the Type field, click the drop/down list and select G/L Account. 13. In the No. field, enter 6710 and then press TAB or ENTER. 14. In the Quantity field, enter

31 15. In the Unit Price field, enter In the IC Partner Ref. Type field click the drop-down list and select G/L Account. 17. In the IC Partner Reference field, enter Click Post. 19. Click Yes to post the invoice. 2-31

32 Multisite Operations in Microsoft Dynamics NAV 2009 Send IC Documents Once an IC document is created and appears in the IC Outbox, the next step is to send it to the IC Inbox of the IC partner. To send an IC document from the IC Outbox Transaction window, follow these steps: 1. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings, and then select Handled IC Outbox Transactions. 2. Click the line of the IC document to send. 3. Click Actions, point to Functions, click Set Line Action, and then select Send to IC Partner. 4. Click Actions, point to Functions, and then select Complete Line Actions. 5. Click Yes to complete line actions. The following actions have occurred during this process: The sent line was removed from the IC Outbox Transaction window. A corresponding line was created in the Handled IC Outbox Transactions window. The document appeared in the IC Inbox in the IC partners company. 2-32

33 Lab Send IC Documents Scenario It is nearing the end of the month and the accountant at CRONUS International Ltd. has requested that all IC invoices are send. There is only one invoice, posted 01/25/09. After sending this IC document, review the Handled IC Outbox and open the CRONUS International Ltd. company's IC Inbox to verify that the document was sent. Challenge Yourself! 1. Send the IC document as specified in the scenario. 2. Review the sent document as specified in the scenario. Need a Little Help? 1. Open the CRONUS Consultancy Ltd. company. 2. Open the IC Outbox Transactions page. 3. Send the IC document posted 01/25/ Open and review the line in the Handled IC Outbox Transactions window. 5. Open the CRONUS International Ltd. company. 6. Open and review the sent IC document in the IC Inbox Transactions window. Step by Step 1. Click the Microsoft Dynamics NAV Menu on the Command Bar. 2. Click Select Company, select CRONUS Consultancy Ltd., and click OK. 3. On the Navigation Pane, click Departments, click Financial Management, click General Ledger, go to Intercompany Postings and then select IC Outbox Transactions. 4. Click the line of the IC document created 01/25/ Click Actions, point to Functions, click Set Line Action, and then click Send to IC Partner. 6. Click Actions, point to Functions, and then select Complete Line Actions. 7. Click Yes to complete line actions. 8. Close the IC Outbox Transactions page. 2-33