Enabling Outlook Add-in for NAV 2017

This article discusses the steps required to Enable Outlook Add-in for Microsoft Dynamics NAV 2017.

Prerequisites

To enabling Outlook Add-in, you must have:

Create User

In this example we are creating a user with SUPER permission and following credentials:

Username: DemoUser

Password: Pass@Word1

For more information, you can refer to the topic How to: Create Microsoft Dynamics NAV Users on MSDN.

Create a New Service Instance

We will create a new service instance for the user:

Server Instance: NAV2017

Ports: 6020,6021,6022 and 6023

For more information, you can refer to the topic How to: Create a Microsoft Dynamics NAV Server Instance on MSDN.

Update Service Tier

Update the Service Tier with the following information:

Credential Type: NavUserPassword

Certificate Thumbprint: <The SSL Certificate Thumbprint>

Update Configuration File for Windows Client

Edit the ClientUserSettings.config file, usually located at the following location:

C:\Users\<user name>\AppData\Roaming\Microsoft\Microsoft Dynamics NAV\100

Update the following parameter:

ClientServicesCredentialType : NavUserPassword

Update Configuration File for Web Client

Edit the web.config file, usually located at the following location:

C:\inetpub\wwwroot\DynamicsNAV100

Update the following parameters:

ServerInstance : NAV2017 (check the settings above)

ClientServicesCredentialType : NavUserPassword

ClientServicesPort : 6021 (check the settings above)

Add Certificate to Web Client

Open the inetmgr command.

This will open the Internet Information Services (IIS) Manager. Do the following:

  • Select Microsoft Dynamics NAV 2017 Web Client.
  • Click Bindings action.
  • On the Site Bindings window click Add.
  • On the Add Site Bindings window, select Type : https and select the SSL Certificate from the drop down menu.
  • Click Ok.

Update Service Tier With URLs

Edit the following parameters in the new Service Tier (NAV2017):

Web Client Base URL : https://<Certificate Name>:443/DynamicsNAV100/WebClient/


SOAP Base URL : https://<Certificate Name>:6022/DynamicsNav/WS/


ODATA Base URL : https://<Certificate Name>:6023/DynamicsNav/OData/

NOTE: Replace the <Certificate Name> with the name of the certificate and also confirm the Port number as per your settings. Enable SSL for SOAP and ODATA. Restart the Service.

Assisted Setup: Set up Outlook for Financials

Open Microsoft Dynamics NAV using the user credentials created earlier.

Open Assisted Setup page (Departments/Administration/Application Setup/General/Assisted Setup) and start Set up Outlook for Financials.

Follow the instructions in the wizard:

The status should change to Completed.

Check your Outlook Client

Open your Outlook client. On the ribbon two new Add-Ins are introduced under Home tab:

You can add Contacts to NAV from Outlook:

You can have Existing NAV contact insight from within Outlook:

You can create new documents from Outlook, such as Sales Quote, Sales Invoice, etc.

Enjoy working with Outlook for Financials 🙂

Financial Statements in NAV 2017

Most commonly used financial statements are available upon your first login to Microsoft Dynamics NAV 2017.

When you sign in to your Microsoft Dynamics NAV 2017 account (or open the Role Tailored Client), you can now run your financial statements in a matter of moments. In the following example we are using the Business Manager user profile.

From Home, select the actions tab in the upper left corner, and then choose Financial Statements.

Choose the financial statement you wish to view. You will have a choice of the 4 most commonly used statements:

  • Balance Sheet
  • Income Statement
  • Statement of Cash Flow
  • Statement of Retained Earnings

For Example, let us take Balance Sheet:

Specify date, or date range, you wish to report on and then select Preview.

And just like that, you are now viewing financial statements in Microsoft Dynamics NAV 2017!

Electronic Fund Transfer (EFT)

You can pay vendors using the Electronic Funds Transfer (EFT) system in Australia.

You can export EFT files from Microsoft Dynamics NAV that you can upload to your bank’s website for additional processing.

The following picture gives you an overview of the process:

To submit EFT files, you must set up the following information:

  • You must add EFT information to the bank account or bank accounts that you will use to pay vendors electronically. The EFT-specific fields are on the Transfer Fast Tab in the Bank Account Card window.

  • For those vendors that you want to pay electronically, you must select the EFT Payment field and specify the vendor bank account in the EFT Bank Account No. field in the Vendor Card window.

  • When you have set up bank accounts and vendors, you can create EFT file that are based on entries in the Payment Journal.
  • When you create an EFT file, an entry is made in the EFT Register table. In the EFT Register window, you can drill down to see the vendor ledger entries for the EFT file.
  • In the Payment Journal window, you can also import existing EFT register entries to the payment journal by using the From EFT Journal batch job.

Business Activity Statements (BAS)

This is an Australian local functionality available in Microsoft Dynamics NAV.

A Business Activity Statement (BAS) is a form that businesses must submit to the
Australian Tax Office (ATO) on a monthly or quarterly basis.

BAS reports both:

  • The total Goods and Services Tax (GST) collected from sales activities—which must be paid to the ATO and
  • The total GST paid on purchases – which is claimed as an input tax credit.

Companies can report their taxes:

  • Manually using a form, or
  • Electronically using Electronic Commerce Interface (ECI) software provided by the ATO. The ATO provides the ECI software at no cost.

Filing BAS Electronically

When you file your BAS electronically, you must perform the following tasks:

  1. Ensure that the BAS setup has been completed.
  2. Using the ECI software, download your monthly or quarterly file from the ATO.
  3. Import this file into the BAS area.
  4. Update your tax details.
  5. Export the data to an XML file.
  6. Upload the completed XML file to the ATO using the ECI software.
  7. Update BAS with the receipt number received from the ATO.

Suggest Vendor Payments

By using Suggest Vendor Payments action you can process open vendor ledger entries and create payment suggestions based on criteria such as vendors, due dates and so on.

In the following example, we are using Bookkeeper user profile.

Suggest Payments Using Vendor Priority and Available Amounts

Open the Payment Journal.

Here we are using the SEPA protocol, so we will create a new payment journal for Euro Payments which we will link to the World Wide Bank Bureau.

Note: We can pay vendors in different ways such as wire transfers, cash and cheques. You can also pay them electronically.

Select the payment journal (Euro) and click Edit Journal to start working with the journal.

Here in the payment journal you can start entering the line manually, apply the specific vendor entries to an open invoice and then post it (as explained in Handling Incoming and Outgoing Payments).

However, in general, using the Suggest Vendor Payments batch job will be a lot more efficient.

Scenario 1 – General

First time we will run it in very general terms.

Let us specify the following fields:

  • Last Payment Date
  • Skip Exported Payments (default)
  • Posting Date (is the work date)
  • Starting Document No. (default)
  • Bal. Account Type (choose Bank Account)
  • Bal. Account Type (specify the bank account, which is the worldwide bank account euro in this example)

You can filter here on vendor information, such as Payment Method Code, Currency, etc. But we will leave it unfiltered in this example.

Click Ok to run the batch. You will get a message for the currency code, but that is ok.

You can see the result, which shows a list of invoices that you need to pay to your vendors, within the last payment date.

This is one way of running the batch, however you will notice that a lot of invoices are for same vendor. So it would be interesting to summarize the payment line.

Scenario 2 – Summarize Payment Line

Delete the current lines on the Payment Journal and run the Suggest Vendor Payments batch again.

This time enable Summarize per Vendor field.

Click Ok to run the batch.

You can see the result where you are now left with one line per vendor.

You can select a vendor and click Apply Entries to see the multiple entries that have been summarized for the vendor.

This is another way of running the batch. However, besides summarizing, you can also use priorities, i.e. apart from applying the last payment date criteria you can add the criteria of vendor priority especially when you have limited amount to pay to the vendors.

Scenario 2 – Vendor Priority & Available Amount Criteria

If you go to a vendor card, on the Payments fast tab you can specify the priority (1,2, 3 and so on). The higher the number, higher the priority.

Go back to the Payment Journal and delete current lines.

First run the Suggest Vendor Payments batch again without a priority.

Click Ok.

Click on Test Report and Preview.

You will notice that the system suggests to pay $139,291.94/- (as in this example).

Suppose you only have $10,000/- at this moment to pay to your vendor, but the amount suggest by the system is too much. In this case you can start using available amounts in combination with priorities.

Go back to the Payment Journal. Delete the current lines and run the Suggest Vendor Payments batch again.

In this case, we do not select Summarize per Vendor.

Let us specify the following fields:

  • Use Vendor Priority
  • Available Amount (LCY)

Click Ok to run the batch. You will see number of invoices.

Click on Test Report and Preview, you will notice that we are only paying $7,755.25, which is lot less than the available amount.

The reason is that the system will only pay full invoices and not do partial payments. So these are the only full payments that the system can do within the available amount of $10,000/- amount.

Calculate Posting Date from Applies-to-Doc. Due Date

In general, you will like to pay the vendor based on due date rather than posting date.

Let us run the Suggest Vendor Payments function normally with the following settings:

Now we get the following suggestion by the system (similar to previous examples):

You will notice that in many cases we are paying invoices too early (for example we are paying in January, however in some cases the due date is at the end of February). This will have a negative impact on your cash flow. So, it would be interesting to pay vendors on due date of their invoices.

Delete the lines from the Payment Journal and run the Suggest Vendor Payments batch again, and this time select Calculate Posting Date from Applies-to-Doc. Due Date field.

Now you will see more or less same example but in this case you will notice that the posting date differs for each line and the posting date is now equal to the due date, which means that the invoice will only be paid on the due date, instead of your work date.

In this way you will be able to keep your money in your bank account as long as possible, which will have a positive impact on your cash flow.

If you want, you can combine it with offset dates.

Delete the lines from the Payment Journal and run the Suggest Vendor Payments batch again, and this time specify the Applies-to-Doc. Due Offset field. You can specify a negative or positive date formula. In the following example we will add 2 days (2D).

You will note that the system will add 2 days to the posting dates:

Edit Payment Proposal & Renumber

Delete the lines from the Payment Journal and run the Suggest Vendor Payments batch again (without offset dates):

Once the suggestions are generated, you have to see if you want to pay all the vendors. It is perfectly possible that you would like to delete some lines. In the following example we will delete few lines:

After you delete some lines, you will notice that you are skipping some document numbers.

Now, that is something which NAV does not like, because we need to have a sequence in our document numbers.

To deal with this issue, we can select all the lines and use the Renumber Document Numbers action.

NOTE: In this example we have also deleted the lines which do not have bank account numbers and have run the Renumbering again.

Export Payments to File

So now you have vendors with bank account that you can pay. You can pay the vendors electronically by creating a payment file. Click on Export Payments to File action.

An XML file is generated (based on SEPA in this example).

You can send the file to the bank and they will carry out payments to vendors.

In real life, if you are sending the file today, and tomorrow you have a second run, then it becomes important that you are able to skip payments (as long as you have not posted the journal).

Delete the current lines on the Payment Journal and run the Suggest Vendor Payments batch again by selecting Skip Exported Payments field.

By doing this the system knows which payments have already been exported, so as a result the system suggests line that have not been exported yet.

Credit Transfer Registers

Once that everything has been exported, you can navigate to the Credit Transfer Registers.

On the Credit Transfer Registers window, select the register and:

  • Click Entries, where you can see what you have exported to the payment file.

  • Click Reexport Payments to File. This is an interesting action, where you can export the file again in case something went wrong with the file like you lost it or it got corrupt for example.

Combining Direct Debits with Recurring Sales Invoicing

One of the options in NAV is that you can combine direct debit with recurring sales invoicing.

For more information on how to setup and work with Direct Debit Collections, please refer to one of my previous article here.

Setup

Standard Sales Codes

Let us say for example you have an agreement with a customer that you do a monthly maintenance and the customer will pay the maintenance with direct debit.

You can do this based on standard sales codes. For example, in this case we have setup a standard sales code for maintenance where the currency is in Euro and we have specified that this code is based on resource Mark, where he is performing 8 hours of work.

Customer Card

Now this sales code will be assigned to customers who are interested to use our maintenance services. So, open the customer card (for Libros S.A) and click on Std. Cust. Sales Codes. What you will see is that you can combine this with direct debit information.

So now you can Create Recurring Sales Invoices.

Process

Create Recurring Sales Invoices

Click Departments/Financial Management/Receivables/Create Recurring Sales Invoices.

Fill in the fields on the Create Recurring Sales Invoices window and click OK.

System will create invoices.

Open the sales invoice created. You will notice that NAV created a sales invoice in which you are invoicing 8 hours of Mark as maintenance expenses.

Also, on the Invoicing tab, you will notice that Payment Method Code and Direct Debit Mandate ID are automatically populated, which means that in your next direct debit collection run (once the invoice is posted of course), the system will retrieve the invoice and offer it to the bank in order to get the payments using the SEPA direct Debits.

So you see that it could be interesting to combine the recurring invoicing. In this example it is October 2018, we will run it for November 2018, and so on.

In this way you can prevent manual data entry by using standard sales quotes, assign them to customers in combination with direct debit, so that the complete process can be managed automatically.

Direct Debit Collections

With Payment Registration we can efficiently post incoming documents from customers. However, in that case, still the customer is the one who initiates the payments.

The Direct Debit Collections, provides a way in which we can initiate the payment. Based on the mandate and agreement that we have with the customers, we can send a file to the bank with a list of customer invoices that should be paid. This is based on SEPA (Single Euro Payment Area) format.

Setup

Bank Account Card

It is important that you use the bank accounts and customers in euro, since it is based on SEPA. The following example uses World Wide Bank Euro (WWB-EUR).

Enter the Country/Region Code to specify in which country you are using the bank. In this example we are using GB (Great Britain). Although Great Britain has a different local currency, but it belongs to the SEPA area and is one of the SEPA countries.

Notice the currency in Euro.

We need to have IBAN number and also a SEPA Direct Debit Exp. Format. In this example we will use SEPA format, but you can also use other formats. We will also enter Direct Debit Msg. Nos., so that the system can use the number series to number the SEPA direct debit messages.

That’s basically the setup we need to do on the bank account card, where most important is specifying the format that you can use. A format is all about defining the processing code units and xml ports that the system can use to create xml files based on a specific format.

Customers

In this example we will choose a Euro customer (34010100 Libros S.A.).

If we need to use direct debit for this customer, we need to specify certain fields in the Payments fast tab on the customer card.

So, the first thing that we need to do is to specify Payment Terms Code where we have to distinguish between a company and a person. In this case it is a Company.

Next we need to setup Payment Method. Based on the payment method, the system knows whether it is a direct debit customer or not. Here we have created a new direct debit payment method code.

Last but not the least, we will also specify Direct Debit Mandate. On the Direct Debit Mandates window:

Specify the ID, which is auto generated.

Then specify Customer Bank Account, which is used by the customer to pay the invoices. Let’s have a look at the bank account card of the bank account UTR (Utrecht) being used here and note the important fields. First of all, the Currency Code is Euro (EUR). The Country/ Region Code is one of the SEPA countries The Netherlands (NL). The bank account also has a valid IBAN number (NL91ABNA0417164300) and SWIFT Code (KREDBEBB). So basically, these fields have to be placed in the bank account to be able to use it in direct debit.

In real life the Valid From, Valid To and Date of Signature field values are provided by the bank.

We will choose the Type of Payment as Recurrent and let us say we expect 12 payments (for example 1 payment per month). You will see that there is a Debit Counter, which will increment based on the direct debit collection.

Furthermore, you can Block a mandate and also see if the mandate is Closed or not.

After we have done this setup, we are ready to use this customer for direct debit collection.

  1. Process

Create a simple sales invoice for the customer Libros S.A based on a G/L account. Let us say we have sold some consulting fees to this customer.

Now go to the Invoicing tab, and check the direct debit information is filled in automatically. Therefore, the system knows that this invoice can be paid by direct debit. However, you can also change this information.

Post the sales invoice. Once the sales invoice is posted, it means that now I have an invoice which can be paid using direct debit collection and that’s the next thing that I will do.

Direct Debit Collections

Click Departments/Financial Management/Receivables/Direct Debit Collections

Click Direct Debit Collection

You can specify due dates, filter on partner type.

You can let system check the customers having valid mandate.

You can also let the system check the invoices that have a valid mandate. If you do not select the field, in that case all the invoices that were previously posted without mandate will also be included in the collection, in this way you can specify mandate for those invoices.

Specify the Bank Account and If you want you can filter on customers, and so on.

Click Ok. This will create an entry.

Check Entry

On Direct Debit Collections window, select the record and click on Direct Debit Collect. Entries.

This will show you Direct Debit Entries.

So here you can check the customer, the document, transaction, mandate and so on as suggested by the system.

After you have checked that everything is Ok, you can Export Direct Debit File from the collection.

Open the xml file which is based on what SEPA direct Debit files.

Post Payment Receipt

The file is created, but the transactions are not posted yet. You can do this by clicking on Post Payment Receipts.

Specify the fields on the Post Direct Debit Collection window and click OK.

Now, check the result in the Cash Receipt Journal and post the journal.

Close Collection

Click on Close Collection action.

This is something you would only like to do once you are sure that everything has been processed correctly.

Working with Accounting Period

It is good to change your profile to Accounting Manager to work with Account Periods.

How do I create a new financial year?

You can create a financial with these simple steps:

  • Click Departments/Administration/Application Setup/Financial Management/Finance/Accounting Periods or just search for Accounting Periods and choose the related link.
  • On the Accounting Periods window, click Create Year.
  • Specify the fields and click OK.

This will set up a new fiscal year automatically so that you can enter transactions for the new year.


How do I close a financial year?

The following steps are involved in closing a financial year:


Close Financial Year

In the Accounting Periods window, you can see the years that have been setup in NAV already. You need to remember that if you want to close this year and you do not have another accounting period for the next financial year, then you have to create that first, before you can close this year.

To close the financial year:

  • First you need to ensure that you have selected the year that you want to close. Remember that all the previous year are closed, before you can close this year.
  • Select the line you want to close (beginning of the financial year 2017 in this example) and click Close Year.

Please note once you close the year, you will not be able to reopen it. NAV also shows a warning message for the same. Be careful, do not click Yes unless you are certain.

Close Income Statement

Once we have closed the year, we need to run the Close Income Statement batch in NAV.

  • Click Departments/Financial Management/Periodic Activities/Fiscal Year/ Close Income Statement or search for Close Income Statement and select the related link.
  • On the Close Income Statement window:
    • Fiscal Year Ending Date will automatically be filled
    • We now have to specify the Gen. Journal Template and Gen. Journal Batch. We have created the following batch in this example:

  • Fill in the Document No.
  • Specify a G/L account in the Retained Earning Acc.
  • You can also change the Posting Description
  • You can also close your income statement by dimension.
  • You can schedule the batch or run this manually by clicking on Ok.
  • After you run the batch, you will see that the journal lines have been created successfully.

Remember, you still need to post your journal.

Post year End Closing Entry

Let us navigate to our journal and check that we are happy with it.

  • Search for General Journal and select the related link
  • Select the correct option (FYE in this example) and open the general journal.
  • Review the results of your financial year end journal and once you are happy, you can Post your journal.

  • You will receive a message that your journal is successfully posted.

Well done, you have successfully closed your financial year J
J.

Handling Incoming Documents and OCR Functionality

Typically, in case of purchases, incoming document files represent payment receipts for expenses or small purchases. Many a times these transactions are not recorded in Microsoft Dynamics NAV from the outset. Instead, an external business document comes into your company as an e-mail attachment or a paper copy that you scan to file.

Other examples of incoming document files are electronic documents from trading partners with whom you have agreed to exchange documents electronically.

The generic version of Microsoft Dynamics NAV supports incoming invoices and credit memos in the PEPPOL format. From PDF or image files representing incoming documents, you can have an external OCR service (Optical Character Recognition) generate electronic documents that can then be converted to document records, like for electronic PEPPOL documents.

Prerequisites

Subscribe to OCR Services

Microsoft has paired up with Lexmark to provide their OCR technology to read images of invoices and import them into Dynamics NAV 2016.

You must register the service with Lexmark. You can choose between two plans (free and subscription based) and set up an account with Lexmark for their OCR services.


NOTE: Following section uses example from a free account created by me with Lexmark.

If you are registering with Lexmark, you will get all the necessary details about the credentials and settings in the welcome mail.


Sample File

You would need an electronic document to work with this example. We are using a sample Super Amart order confirmation file (PDF) in this example. You can download the following example.

Create a Vendor

For this example, create a vendor with the following details:

Field Value
Name Super Amart
Address Oxley Bedding Superstore
Post Code 4075
City OXLEY
State QLD
Country/Region Code AU
Phone No. 07 3723 3333
E-Mail oxlybedding@superamart.com.au
Gen. Bus. Posting Group EXPORT
GST Bus. Posting Group EXPORT
Vendor Posting Group DOMESTIC
Exemption Certificate No. 65009810324

How to Setup OCR Service in NAV?

  • Click Departments/Administration/IT Administration/Services.
  • Click OCR Service Setup (or just search for it).
  • The following field information is provided by your OCR service provider (Lexmark in this case).
    • User Name
    • Password
    • Authentication Key
    • Service URL
    • Login URL


  • Click the action Test Connection. The fields in Status fast tab are filled automatically for you. If the connection is successful, you will get a confirmation dialog as well.
  • Select the Default OCR Doc. Template (Australian Invoices in this example).
  • Select the Enabled field. Job Queue entries are created for you.


NOTE: You can set up the job queue to automate the process, however in the following sections we will discuss manual process to check the functionality.

How do I handle Incoming Documents?

Companies typically receive business transactions such as purchases as electronic documents by e-mail or even through document exchange.

The incoming document function allows you to record these documents and link or convert them to the relevant documents into Microsoft Dynamics NAV.

Create Incoming Document from File

  • Click Departments/Financial Management/General Ledger/Incoming Documents.
  • Click Create from File, browse to the network location and select the file.


  • A new incoming document is created. By clicking on the main attachment link, we can have look at the PDF invoice.


Create Document Manually

Once incoming document is created, you can manually create a journal, sales or purchase document by using the Create Manually action.

Example – Purchase Invoice


Lest say we choose to create Purchase Invoice.


After you create a purchase invoice, click OK and you will see that a link to the incoming document is created.


Example – Journal

In case you are creating journal, you must first setup the General Journal Template and General Journal Batch.


Once the template and the batch have been specified, you can create a journal.


You will see that a General journal is created and a link is also provided in the incoming document.


You can complete the General Journal and post it.

Using OCR Functionality

Instead of creating documents manually from the incoming documents, you can use the OCR functionality. After you create an incoming document from file, use the action Send to OCR Service. You will receive a message if it was successful.


Now, wait for Lexmark to review the Invoice and Identify the fields needed to process it, as there might be a delay.

After the file has been reviewed by the OCR service, the Receive from OCR field will be editable, indicating that it is ready to be received. Click the Receive from OCR Service action to import the document coding.


If there are any fields that need correction or could not be identified by the OCR service, you can correct them prior to attempting to create the document. You can click Correct OCR Data.


After reviewing the scanned document, you can create the Vendor Invoice from this page by clicking the Create Document action.


Go ahead post the open purchase invoice.

NOTE: If there are any errors or warnings on the document, you can correct them by reviewing the Errors and Warnings fast tab and address as needed.

How Do I View Incoming Documents?

Once transactions have been posted from incoming documents, you can easily retrieve the incoming document from these posted transactions.

For example:

  • View from Posted Purchase Invoice


  • View form Vendor Ledger Entry


  • View from General Ledger Entry


So you can trace the incoming documents through the transaction.