Navision Depot Mini-Manual

Transcription

1 Mini-Manual How to create recurring and reversing journal entries Purpose Step-by-step instructions to show you how to create recurring and reversing journal entries in Dynamics Nav/Navision. Navision Versions This applies to Navision 3.x, 4.x, 5.x, and 2009 Classic Client. The basic functions are applicable to the 2009 Role-Tailored Client but the navigation is different. Overview Navision has a very helpful recurring journal feature that allows you to set up transactions to automatically recur on a monthly, yearly, daily, or other regular basis. These transactions can be for fixed or variable amounts, can be automatically reversing, can have automatically generated month-specific document numbers, and can run indefinitely or have set expiration dates. Instructions 1) Navigate to and open the recurring journal. 2) Select your batch. You can create additional batches if you want. You can put all your recurring journal entries into one batch, or have them separated in different batches based on any grouping you desire. Since you typically post all entries in each batch at one time, you may want to put your fixed amount entries in one batch, and your variable ones in a different batch, but this is not a requirement.

2 3) Enter your journal entries. Note that you cannot use the shortcut of putting both sides of a transaction on one line in the recurring journal. Each transaction will have a minimum of two lines, debit on one line, credit on the other. Other than this, the recurring journal is very much like the general journal, with a few key exceptions. Below the screen shot of the general journal is an explanation of each field and how to use it. a) Recurring Method: The first field (on the far left), offers a choice of recurring methods: Fixed: Sets a fixed amount for each recurrence of the transaction. Good for transactions that are exactly the same each time. Variable: Sets up a recurring transaction with all other details but no amount; you will need to fill in the amount each time you run the recurring transaction. Good for transactions that are basically the same but for a variable amount. Balance: Sets up a recurring transaction to pull the current balance from a particular account and re-allocate it to another account or accounts. Good for accruals, deferrals, and similar allocations. Reversing: Reversing Fixed, Reversing Variable and Reversing Balance are exactly like normal Fixed, Variable and Balance recurring transactions, except they add the feature of automatically creating and posting a balancing (reversing) entry on the next day after the posting date. b) Recurring Frequency: The second field allows you to set how often the transaction will recur, using Navision's system of date codes. Here are some common examples: 1D every day 1M every month, on the same day of the month as the original posting date 1Y every year, on the same month and day of the month as the original posting date

3 1M+CM this posts the first occurrence of a recurring transaction on whatever posting date you set, and then each subsequent occurrence will be on the last day of each month very useful especially for reversing entries. Make sure you set all the lines of a given transaction to the same recurring frequency! c) Posting Date: The date you want the first occurrence of this transaction to post. Note the relationship between posting date and recurring frequency. Make sure you set all the lines of a given transaction to the same posting date! d) Document Type: Optional, but you can specify Invoice, Credit Memo, Payment, and so on. This doesn't affect the actual transaction, but can be helpful to set so that when you are reporting or filtering transactions, all transactions of a given type will be grouped together. e) Document No.: Here you set the document number for the recurring transaction. You can either set up a numbering series in the batch to generate unique numbers automatically each time, or you can set meaningful document numbers automatically. If you choose to set them manually, you'll want to take advantage of Navision's document number formula to make the document number different each time. The codes are as follows: So in the journal example "DELL%4" will result in a document number of "DELLJanuary" when it is posted. This also works in the description, so the description of "Dell Lease %4" will result in a posted description of "Dell Lease January". Make sure you set all the lines of a given transaction to the same document number! f) Account Type: Can be any standard account type, such as Customer, Vendor, Bank Account, Fixed Asset, or G/L. g) Account No: As always, driven by your selection in account type, the account number shows the specific customer, vendor, bank, or G/L account to be used in the transaction.

4 h) Description: Standard Navision description, with the added feature of allowing you to optionally use the same account codes that are available for document numbers. i) Amount: The amount to be used in the transaction. a. Fixed transaction type: what you enter here will be used each time you post the recurring transaction. b. Variable transaction type: what you enter here will only be used the first time you post the recurring transaction, it will then reset the field to zero to wait for you to enter the new amount each time you process the recurring transaction. j) Allocated amount: If you are using a Balance transaction type, you will need to enter allocations. Click into the allocated amount field and it will bring up an allocation worksheet: Fill in the G/L accounts to which you want to allocate the balance from the primary account. You can allocate to one account, or to as many as you'd like. Note that you can only allocate to G/L accounts, not subledger accounts such as Customer or Vendor. If you are allocating to more than one account, set the basis for allocation by either quantity, percent, or fixed amount. If you use percent, note all lines together must add up to 100%. k) Expiration Date: If you want this recurring journal entry to go on indefinitely, leave this blank. If you want it to stop automatically on a certain date, fill in that date here. Make sure you set all the lines of a given transaction to the same expiration date! 4) Once you have your recurring journal entries set up the way you want, simply push F11 to post, or click Posting > Post. This will automatically post everything in the journal with a posting date of today (or your current work date if different than today) or earlier. Note that you cannot use the recurring journal to post transactions into the future! 5) Once you've posted all the transactions in the journal, look at the journal again. It will have automatically incremented up the posting date of each entry based on the rules you've set, so a transaction with a posting date of 01/04/10 and a frequency of 1M will then show a new posting date of 02/04/10, with everything else the same.

5 6) Now you simply have to come back to your recurring journal once a month, or however often is appropriate based on your transaction frequency, fill in any variable amounts (if applicable), and hit post. Easy and quick, with no data entry!