Configure New Company Using Rapid Start Services

Click here to view all NAV related blog posts.

You can create a new empty company and use the RapidStart file and apply it to the new company. For example:

Create a new blank company. For more information click here.

Go to the newly created blank company and use the Rapid Start Services to setup the new company. This will open a wizard with Different Steps

You can start filling in the details in various steps, however the most important step in this case is the step where you can select package and Apply Package.

Based on the amount of data it may take few minutes to process. Once the data is applied, you will receive a message with relevant details, i.e. number of records processed, number of records inserted, number of errors found and number of records inserted.

Error Handling

When you open the package, the column No. of Package Errors will shown number of records that have errors, in red. You can click on the number to drill down and see those records.

Clicking on Show Error will give you the reason behind the error, based on which you can take corrective measures.

NOTE: In all these import functions that we have available in the RapidStart, the system will never import directly to the final table. The system will always import two configuration tables so two RapidStart tables you could say. So that first of all we have still the opportunity to check that everything is OK. And secondly, the system will also provide information on errors if they might exist.

Most of the data migration process is done based on the data that you receive from your new customer. You will see his vendor list, his item list and so on. In a lot of cases you will have to clean up the data because in the data maybe codes are used that are not being recognized by the system. But there are a couple of very interesting functions that we can use in order to resolve these differences:

  • Field Mapping
  • Create Missing Codes

Field Mapping

It’s mapping old values with new values. For example, in a customer list or a vendor list that I have received the country codes used are USA and BEL, for example. While the new values that we use in Microsoft Dynamics NAV are based on the ISO values, US and BE.

Instead of having to modify all of those old values in Excel, you can simply map old values to new values so that when the system recognizes an old value it will map it automatically to the new value in your system.

For Example:

Suppose you want to enter some field mappings for the customer table because you know that in the data you have received from your new customer, customer records are using AUS (for Australia) and so on. And so there you want to map to the existing country codes AU in your system (which is ISO based). So what you can do is now go to table, fields and then you need to go to the field for which you want to enter a mapping. In this case you can take number 35 which is the country region code. And now if you click on Mapping in the ribbon, you can enter the old value and the new value. It’s as simple as that. Similarly you can do it for other fields.

Create Missing Codes

Create missing codes is quite a simple feature but a very efficient and very effective one. It is a feature that you can use to create codes that don’t exist already in the system.

For example:

Suppose that you are importing a customer with a specific postcode that doesn’t exist already in Dynamics NAV. Then you will see that by using the create missing codes feature the system can automatically create a new post code.

You can apply the create missing codes feature for almost all the fields for which you know that when importing you might have the risk that you import codes that do not exist in the system. With the create missing codes feature the system will automatically create these codes.

Opportunity Management

When we say Opportunity Management in Dynamics NAV, we mean sales opportunities.

Opportunity Management Setup

Sales Cycle

A sales cycle is:

  • The course of time between the initial contact being made with a customer the transaction that completes the sale.
  • A measure of the efficiency of a sales department.
  • A breakdown of what happens in our sales processes in our sales cycle.

We can track the lifecycle of our opportunities in Dynamics NAV by using the sales cycle functionality.

You can create as many sales cycles as you want. You should leverage it with what you really do in your sales process.

To create a new sales cycle or to view an existing one, click Departments/Sales & Marketing/Sales/Setup/Opportunity/Sales Cycles.

A sales cycle exists out of different steps, and we call them Stages. To create stages for a sales cycle or to view stages of an existing sales cycle, selected the sales cycle and click on the Stages under Navigate tab.

Each of the stages represent percentage of completion of your sales cycle, specified in Completed % field. For instance, when we have initialized the sales process, we are 2% complete, when we understand the needs, it is 35% complete, and so on. These completed percentages can be later on used to calculate the value of your sales cycle.

You can also attach Activity Code for each step of the sales cycle, which represents a corresponding task. For example, set of to-do for specific representative. You can use the to-dos in combination with date formulas, so you can really plan when a to-do needs to be executed. These date formulas also serve a purpose for the Opportunity Details Report, where it displays planned activities on certain dates.

For some of the stages quotes are required. It means that in Dynamics NAV there is a sales quote for an opportunity available. If the Quote Required field is selected for a particular stage, you will not be able to proceed to the next stage, without first making a quote and assigning it to the opportunity.

If the Allow Skip field is selected, you can immediately jump to the next stage.

We can plan these stages with Date Formula, however if we already have Date Formulas specified in activity codes, we would prefer that, else we can use it in the sales cycle stages.

NOTE: You can Block a sales cycle, which means that you will not be using it anymore.

Closed Opportunity Codes

We use closed opportunity codes when we are closing our sales cycle, and usually that happens because we have either won the deal or we have lost the deal.

Closed opportunity codes are used to identify why we are closing an opportunity. Is it because we have won or lost a deal?

These codes will help us later to track the success factors of opportunities and we can measure our sales success.

Click Departments/Sales & Marketing/Sales/Setup/Close Opportunity Codes.

You will see a list of potential codes that we can use to close our opportunities and you can make as many as you want.

You have to divide them in either a Lost or a Won type and then you can give reasons, why we have lost or why we have won, for example, won because of a strong presales work, best price, best product, or lost because ineffective presale work or poor customer relations, and so on.
So these codes later on will give you an idea why we have won or lost specific deals.

You can also find here a calculated field with a number of opportunities that we closed because this or another reason.

Create New Opportunity

Open the contact card and click Opportunities on the Navigate tab.

Click Create Opportunity, to open a wizard.

Example: Create a New Opportunity

Use the wizard to create opportunity:

  • We have an opportunity not only to sell Tables but also to sell Chairs to the contact A. Gibson’s Law Firm.
  • Let’s say that the current data (work date) is the date for the opportunity.
  • The priority is normal.

  • Click Next.
  • The contact involved for this opportunity is specified.
  • We can link the salesperson involved with this opportunity, say Annette Hill.
  • Let’s say that this is an existing customer, a small one, so we apply the relevant sales cycle code.

  • Click Next.
  • You could also say that this is linked to a campaign, but in this case, we say it is not.

  • Click Next.
  • We can immediately activate the first stage or we can do it later on. Let’s say we activate it.
  • We need to give it a certain value, say 1000.
  • Specify the percentage of success, say 50%.
  • Specify an estimate closing date, say we need to close this by end of the month.

  • Click Finish.
  • You will notice that we have two opportunities, out of which the new one is about the chairs, that we just created.

Example: Update an Opportunity

  • Now, let us assume that a couple of weeks later, we want to update the opportunity because we have executed new steps in the process.
  • So select the opportunity, and under Actions tab click Update, which will open the Update Opportunity wizard.
  • Click Next.

  • Here we see that we are bringing this opportunity now to the second stage. Depending whether or not you are allowed to skip, you can select other stages if applicable.
  • The date of this change is today for example.

  • Click Next.
  • We might have new information that the value of this opportunity is higher (1,250) and probably our chances of success have increases as well (65%).
  • The estimated closing date can be a little bit later, may be couple of weeks.

  • Click Finish.
  • You will now notice that the opportunity is in the second stage of the sales cycle.

Linking Sales Quotes to Opportunities

In Dynamics NAV, a sales quote can be created completely driven from opportunity itself. So the link between the sales documents and the opportunity is established and guaranteed.

This means that sales quotes for opportunities can directly be created from the opportunity itself. So we can have a sales quote created in the process of updating the opportunity, and that means that we also have at the same time established a link between both.

To be able to create a sales quote for an opportunity:

  • This opportunity must have the in-Progress status and no other sales quote is assigned to it already.
  • In case that you are using contacts that are not synchronized with customers, you also need to have customer template set up.

Example: Update Sales Quote for an Opportunity

Let us check the A. Gibson”s Law Firm contact.

Navigate to the Opportunities.

In this example, we have two opportunities (from previous steps), and Chairs is the most recent one. Let’s say that we want to update this opportunity and bring it to the next stage.

  • Click Update on the Actions tab.

  • Click Next.

  • Now, in this example if we wanted to bring it to a new stage, it will be the third stage, which is dedicated to a proposal.
  • Click Next.

In this case, Dynamics NAV will warn us, saying that we need to assign a sales quote. This is because of the configuration that we have done on the sales cycle level, here we have made a quote necessary for this stage.

So what can we do? well, from the opportunity window itself, we can assign a sales quote, by clicking Assign Sales Quote action.

  • You will see that we get a sales quote with a certain number for this contact, A. Gibson’s Law Firm.
  • You also see that in this sales quote, you have a field which is called opportunity, which is automatically filled up with the opportunity number because we started this process from the opportunity window.

So now if we close the sales quote, we will be able to update a bring our opportunity to the next stage.

  • Let’s say our chances of success are a little better (75%)
  • Maybe the amount has also changed after making the sale quote (1,750.00/-)
  • Click Finish.

Now you see that the update to the third stage was successful.

At any time, we can always ask and check the quote which is in the system and is related to this opportunity, by clicking on Show Sales Quote action.

Note: You can assign opportunity to sales quote manually, by going to the sales quote, however, you need to make sure that the opportunity is not already assigned to any other sales quote.

Opportunities Overview

Click Departments/Sales & Marketing/Marketing/Opportunities.

Here you can have an overview of all the opportunities in the system, instead of accessing opportunities from individual contacts.

You can select one of the opportunities and then start working with the same views & actions that you have available as if you would start from an individual opportunity.

Close Opportunities

When the negotiations are over, opportunities can be closed. While closing an opportunity, you need to specify the reason for closing it and to be able to specify this reason, you must first of course set up the closed opportunity codes.

You can also delete closed opportunities, for example, after you have concluded a deal or when the opportunity list window is overloaded with closed opportunities.

So, basically, we have two actions:

  • Action: Close Opportunity
  • Batch Job: Delete Closed Opportunities

Example: Close Opportunity

Open the contact A. Gibson”s Law Firm and Navigate to the Opportunities.

On the Opportunity List, select the opportunity (Chairs in this case), and click Close under Actions tab.

This will open a wizard, where you can specify why you want to close the opportunity? Let’s say we Lost.

Click Next.

Now specify the reason for closing the opportunity. Let’s say we have done ineffective presales (Choose PRES_L code from the list).

You have the option to cancel any of the existing open to-dos that might still exist.

Click Finish.

Note that the opportunity is now closed and the status is Lost.

If you now go to the overview of all opportunities, you will see the closed opportunity here as well. You can sort and filter on this.

Also, when you open the opportunity card, you can see all the details, such as:

  • The last action that was carried out.
  • The opportunity is closed.
  • The opportunity is Lost.
  • Percentage complete is now 100%.
  • Calculated Current Value has become Zero.
  • etc.

Delete Opportunities

In your organization, opportunities will be closed all the time, which means that at a certain point in time you will have a lot of closed opportunities in your overview, and it is possible to think that you want to get rid of these closed opportunities.

So you need to do some data deletion or data clean-up. In Dynamics NAV you have a Delete Closed Opportunities batch job for this purpose.

Click Departments/Administration/IT Administration/Data Deletion/Marketing Activities/Delete Closed Opportunities (or search for Delete Closed Opportunities and select the relevant link).

You can bring in a number of filtering, for example you might not want to close all opportunities, but maybe opportunities from a certain date range, etc.

When you click Ok, the opportunity will be deleted.

Opportunity Statistics

You can view opportunity statistics from various places in Dynamics NAV:

Contact Statistics

On the Contacts list, select the contact and click Statistics.

Salesperson Statistics

On the Salespeople/Purchasers list, select the Salesperson and click Statistics.

Campaign Statistics

On the Campaigns list, select the campaign and click Statistics.

Sales Cycle Statistics

On the Sales Cycles list, select the sales cycle and click Statistics to view opportunity related statistics.

Sales Cycle Stage Statistics

On the Sales Cycle Stages, select a stage and click Statistics to view opportunity related statistics.

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.