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1 HAAGA-HELIA Case 01 ERP Order-Purchase Liiketoimintaprosessit BUS2TN003 Ralf Rehn Version [ This assignment is about ]

2 Contents 1 Introduction Define Work Date Create master data and basic process data Create a new item Create a new customer Create a new vendor Define vendor as source of item Define the purchase price Create a warehouse employee Create a new salesperson Define a new pricing structure Create a campaign Order-purchase-delivery process steps The customer requests a tender Create, print and maintain the sales quote The customer places an order Print sales order confirmation Create a purchase order Release the purchase order Receive the goods to stock Check the stock of the purchased item Deliver the items and invoice the customer Check the accounting documents Print sales summary of the customer sales Finalize the exercise report

3 1 Introduction In this exercise you will act as an employee at Cronus International ltd. You will do necessary steps in the company s Enterprise Resource Planning system (Microsoft Dynamics Navision) to ensure the through come of the order-purchase-delivery process and ensure customer satisfaction. The main steps in this exercise include: define work date in the system create master data and basic process data o create a new item o create a new customer o create a new vendor o define vendor as source of item o define the purchase price o create yourself as warehouse employee o create a new salesperson o define a new pricing structure o create a new sales campaign carry through the order-purchase-delivery process o receive customer tender o generate a sales quote o convert sales quote to a customer order o print order confirmation and send to customer o create purchase order from sales order o release purchase order o receive goods to stock and invoice o check items in stock o check accounting documents o deliver and invoice sales order o print sales summary for customer Basic master data create a new item create a new customer create a new vendor create a new salesperson create yourself as warehouse employee Basic process data define vendor as source of item define the purchase price define a new pricing structure create a new sales campaign Order Purchasing Delivery Analysis customer tender purchase order deliver and invoice check items in stock sales quote release purchase order check accounting documents customer order receive goods and invoice print sales summary for customer order confirmation Exercise report as specified by teacher 3

4 2 Define Work Date Every time you start a new session in Microsoft Dynamics Navision you need to define the Work date. Choose Tools Work date Set work date =..20. Please Note - set work date in beginning of EVERY session. 3 Create master data and basic process data 3.1 Create a new item The sales manager informs you that a new item now must be created in the Microsoft Navision system for your company Cronus International. Warehouse Planning & Execution Items 4

5 Create a new item PC09XXYY (XXYY is your unique code given by teacher). The item is a Computer advanced package. a) Copy the information for the new item from item 8904-W see instructions for copying master data b) Go through all tabs, analyze the data in different fields and make sure that the new item has the following characteristics Description = Computer advanced package Service Item Group = Desktop Item disc group = RESALE Replenishment System = Purchase Fill in a suitable Search Description Unit price = 1000 Reordering Policy = Fixed Reorder Qty. Note! Choose (again) PCS in field Base Unit of Measure 3.2 Create a new customer A new customer is interested in buying Cronus International products. Create a new customer for your company Cronus International. Sales & Marketing Sales Customers Create a new customer CustXXYY (XXYY is your unique code given by teacher). a) Use the following data when creating the new customer General tab: Name Address Post Code City Customer XXXY 237 Appletree Street PE17 4RN Cambridge 5

6 Country/Region Code GB Salesperson Code PS Invoicing tab: Gen. Bus. Posting Group NATIONAL VAT Bus. Posting Group NATIONAL Customer Posting Group DOMESTIC Customer Disc group LARGE ACC Allow line disc Yes Payments tab: Application Method Manual Payment Terms Code 7 DAYS Reminder Terms Code DOMESTIC Print Statements Yes Shipping tab: Location Code Blue Combine shipments Yes Reserve Optional Shipping Advice Partial Shipping Method Code EXW Customized Calendar No Foreign Trade tab: Vat registration No 74886XXYY (XXYY is.) b) Fill in all other appropriate fields 3.3 Create a new vendor As the purchasing agent, you are responsible for creating new vendors. Create a new vendor for your company Cronus International. Purchase Planning Vendors a) Note that the system will define the number of the vendor. 6

7 b) Use the following data when creating the new vendor. General tab: No Name Address Post Code Country/Region Contact field Invoicing tab: Gen.Business Posting Gr VAT Bus. Posting Group Vendor Posting Group Payments tab: Application Method Payment Terms Code (given by the Nav system) XYZ Paint Supply 200 Bay Drive. NL-1009 AG. NL Laura Owen. NATIONAL NATIONAL FOREIGN Manual 21 DAYS c) Vendor No = 3.4 Define vendor as source of item You want to ensure that the new vendor you created is the supplier of your new item. On the Item Card Replenishment tab insert the vendor number in the field Vendor No. 3.5 Define the purchase price As the purchasing agent of Cronus International you have made a contract for the new item in step 3.1. The agreed price is 650. On the item card choose Purchase Prices and fill in Vendor, Item No and Direct Unit Cost (Price). 3.6 Create a warehouse employee As the warehouse clerk of Cronus International you are responsible for receiving goods. To be able to report goods receipts in the Navision-system you need to create yourself as a warehouse employee. (Do If not done already earlier during the course). 7

8 Warehouse Planning & Execution Setup Warehouse Employees Use your Student number as employee number Location Default Blue X 3.7 Create a new salesperson Cronus International Ltd has a small sales force. To be able to monitor the statistics of different sales representatives you need to maintain information about the salespeople. Create a new salesperson. Sales & Marketing Sales Salespeople Create the code from your own name by using 2 (max 3) letters. Use your name as Name Job Title Sales Manager Commission % 1 Invoicing tab: Department Sales 8

9 3.8 Define a new pricing structure The CEO of Cronus International Ltd has decided that one strategic short-term goal of the company is to enlarge the quantity/order line ratio. Recent calculations show that this average quantity per order line is now 843 pcs. Customers need to be encouraged to increase the amount they order. At the same time old price structure is also changed. a) Please study and use Chapter 3: Sales prices and discounts of the Microsoft training material Trade in Microsoft Dynamics Nav 5.0. b) Create a new Customer Discount Group KeyCustomer c) Define a discount of 15% for customers that order 850 pcs or more of items belonging to the Inventory posting group FINISHED or RESALE. This discount is given only to customers in Customer Discount Group KeyCustomer. d) Assign your new customer created in step 3 to Customer Discount Group KeyCustomer. e) Change all existing discount rates to 5 % (For Large Accounts) se picture below Sales & Marketing Order Processing Setup Item Discount Groups Sales & Marketing Order Processing Setup Customer Disc. Groups 3.9 Create a campaign The Warehouse Manager calls you to inform that the stock amount of item 1896-S is becoming a problem. It seems that the sale of this item has decreased rapidly. Together with the Warehouse Manager you decide to launch a campaign for this item. From this date (note Work date) one month forward the item is sold with 50% discount of the price on the Item Card. 9

10 a) Please study and use Chapter 3: Sales prices and discounts of the Microsoft training material Trade in Microsoft Dynamics Nav 5.0 b) Create a new campaign EmergencySell and define the special price for the item c) Test the campaign create a sales quote d) Print out the campaign information and enclose to documentation You are now ready with the basic process data section and can proceed to carrying through the business processes in Microsoft Dynamics Navision. 10

11 4 Order-purchase-delivery process steps Order Purchasing Delivery Analysis customer tender purchase order deliver and invoice check items in stock sales quote release purchase order check accounting transactions customer order receive goods and invoice print sales summary for customer order confirmation 4.1 The customer requests a tender The customer you created in step 3.2 calls and request a tender for the item you created in step 3.1. a) The requested quantity is 750, delivery in 5 days. You inform the customer about the new pricing structure, but the customer is not interested to buy more than 750 pcs. b) Customer is however interested in 20 pcs of the campaign item (from 3.8). 4.2 Create, print and maintain the sales quote a) Create the sales quote based on the information in step 4.1 b) Print the sales quote c) (Send sales quote to customer) attach to the documentation d) Sales quote no = e) The customer calls and tells you that her boss has agreed to change the quantity from 750 to 900 pcs for the first item but the campaign item is left out from the bid f) Make necessary changes to the sales quote g) Print the sales quote h) (Send sales quote to customer) attach to the documentation 4.3 The customer places an order The customer accepts the offer by . Convert the sales quote to a sales order. (Make Order) a) Note use Dynamics Nav functionality to convert the sales quote to an sales order b) Sales order no = 11

12 4.4 Print sales order confirmation a) Print the order confirmation b) (Send the order confirmation to customer) attach to the documentation c) Release the sales order 4.5 Create a purchase order As there are no items in stock you need to initiate the purchase process. You can create a purchase order directly from the sales order through the Requisitions Worksheet. Follow the steps below. Purchase Planning Requisitions Worksheets Functions Calculate Plan The suggested purchase information is showed on one row Choose the row Create the purchase order by Functions Carry Out Action Message Choose Print Order (Send purchase order to the customer) attach to the documentation 4.6 Release the purchase order How? 4.7 Receive the goods to stock Our vendor has now delivered the items on the purchase order. Please do the goods receipt for the received items. Warehouse Planning & Execution Receipts Create new receipt (F3) and press enter Functions Get source documents Choose row and OK Posting Post and Print Attach the goods issue to the documentation Post the purchase invoice Invoice no How? 12

13 4.8 Check the stock of the purchased item a) How? b) Are there enough items in stock to make the customer delivery? 4.9 Deliver the items and invoice to the customer If the earlier steps are ok please finish the process by proceeding to delivery of items and invoicing. a) Go to the sales order Posting Post and Print Choose Ship and Invoice b) (Send the invoice to the customer) - attach to the documentation 4.10 Check the accounting transactions a) Check and analyze the created accounting transactions a. Financial Management General Ledger History Register b. Press CTRL+END to go to the bottom of the G/L Registers window and select the last row c. Choose Register General Ledger d. The accounting transactions is displayed e. The sales invoice affects following accounts explain i. ii. iii. iv Print sales summary of the customer sales a) How? b) (Send the report to the sales manager) - attach to the documentation 4.12 Finalize the exercise report in accordance with the instructions from teacher. 13

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