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 🙂

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.

General Posting Setup

General Posting Setup in NAV is combination of:

  1. General Business Posting Group

    Essentially this is the WHO we deal with? When setting up business posting groups, you must consider:

    • How many groups you need for breaking down sales by customers and
    • How many groups you need for breaking down purchases by vendors.
    • The business groups can be set up to group customers and vendors by geographical area (Domestic, EU countries/regions, Overseas, and so on) or type of business, or to distinguish between private entities and government agencies.

    Typically, you can attach a default GST Business Posting Group, which determines calculation and posting of GST according to the location (country/region) of the customer or vendor involved in the transaction.

  2. General Product Posting Group

    Essentially this is the WHAT we deal with? When setting up product groups, you must consider:

    • How many groups you need for breaking down sales by items and resources and
    • How many groups you need for breaking down purchases by items.

    Typically, you can attach a default GST Product Posting Group, which determines calculation and posting of GST according to the type of item being purchased or the type of item or resource being sold.

For each combination, you can fill in account numbers for posting of transactions related to sales, purchases, inventory and jobs. This includes accounts for posting of discounts, inventory adjustment, and so on. You can enter as many combinations as necessary.

Reversals & Corrections in NAV

In Microsoft Dynamics NAV there are two ways of performing reversals & corrections:

  • When an incorrect General Journal is posted, the posted ledger entries can be reversed in the corresponding registers.
  • Incorrect entries can be corrected by posting one or more corrective entries using the General Journal.

Reversal Using Registers

Open G/L Registers (Departments/Financial Management/General Ledger/History/G/L Registers).

Select a specific register entry and click Reverse Register action. The system will suggest all the lines that were initially posted in the register and you can reverse them by selecting and using Reverse action.

NOTE: You have to reverse exactly the SAME what was initially posted. For example, you cannot change the posting date

Once you have used the Reverse action, there will be a reversal entry created in the G/L Register.

Now let us try to perform reversal for an entry that was created from a document (entry 134 in this example). You will encounter an error, but why??

You can only use the Reverse Register action on the entries that are the result of a posted journal. In the above example I am trying to use the action based on the entries which are coming from a document and that is not possible. So this is something that you need to take into account when you are using the Reverse Register action.

Reversal Using Correction Field

You can, of course, enter corrections manually in General Journals. So if you have posted wrong entries, you can enter identically the same entries (same account, same accounts, etc.), but use the Correction field.

Now, you may not be able to simply display this field by using Choose Columns. However, it is available in the Gen. Journal Line (81) table. You might have to add that field in the General Journal (39) page using development environment, via object designer.

The Correction field is a Boolean field, which means that once added to the page, you can simply select or clear the field based on the fact if you want to post a transaction.

Basically what you will see is that if you use the Correction field, the system will post the opposite of the original posting. So, for example, in an original posting you will see that the positive (+) amount are posted as debit and Negative (-) amounts are posted as credit. However, if you select Correction field, the system will post Negative amounts (-) as debit and Positive amounts (+) as credit.

Deferrals in NAV 2016

Overview

With Deferrals, Microsoft has added a very interesting function in NAV 2016.

By setting up deferral templates, you can have the system create Deferral schedules from General Journals, Sales and Purchase documents and so on.

Features

You typically use Deferrals when you want to recognize revenue expenses on future dates, for example you invoice a customer for maintenance services for upcoming quarter or you receive fire insurance invoice for upcoming 12 months.

Typically, in Deferrals, the sales or purchase invoice is posted in advance which you would like to defer for future periods. This can be done via calculating Deferral schedule in following methods:

  1. Straight-Line
  2. Equal per Period
  3. Days per Period
  4. User Defined

You can use Deferrals in the following documents:

  1. General Journals
  2. Sales & Purchase:
    1. Invoice
    2. Credit Memo
    3. Order
    4. Return Order

Working with Deferrals

Creating Deferral Templates

You can assign deferral templates to documents, to journals and you can also link them to G/L accounts.

  1. In the Search (Ctrl+F3) type Deferral Templates, and open the related link.
  2. On the Deferral Template List window, click New to create a Deferral Template and specify the following fields:

Field

Description

Deferral Code

Specify the deferral template code

Description

Specify the deferral template description

Deferral Account

Specify the G/L account to which the deferral is posted

Deferral %

You can specify if you want to defer everything or a part with this template based on the percentage

Calc. Method

Select the calculation method:

  • Straight-Line
  • Equal per Period
  • Days per Period
  • User-Defined

Start Date

Select a start date setting:

  • Posting Date
    If you want to start on the posting date of the transaction
  • Beginning of Period
    If you want to start at the beginning of the period based on the posting date of the transaction
  • End of Period
    If you want to start at the end of the period based on the posting date of the transaction
  • Beginning of Next Period
    If you want to start at the beginning of the next period based on the posting date of the transaction

No. of Periods

Based on the quarter specify number of periods

Period Desc.

Specify the period description

 

The following picture shows some examples of Deferral Templates (Quarterly Expense, Monthly Expense, Monthly Sales:

Linking Deferral Template to G/L Account

In the following example we have created a G/L account (8140 – Insurance, Building) where we always receive insurance invoice upfront for the next 12 months, which means if I receive the invoice, I would like to divide insurance expenses over the next 12 months.

This is something that we can do by defining a Deferral Template and assigning it to the G/L account as a Default Deferral Template (of course, you can also do it via journals and documents).

Using Deferral in General Journals

In the following example, suppose you want to post your expenses on a particular posting date (in this case same as work date 26/01/2017). Perform the following tasks:

  1. Open the General Journal.
  2. Specify the following fields (example used in this case):
    1. Posting date = same as Work Date 26/01/2017
    2. Account No. = the Insurance, Building account 8140
    3. Gen. Posting Type = Blank
    4. Gen. bus. Posting Group = Blank
    5. Gen. Prod. Posting Group = Blank
    6. Amount = 2360 (my insurance amount)
    7. Bal. Account No. = 2910     (cash account for example)

    Notice that the Deferral Code field is automatically populated as EXP-M from the G/L Account. You can of course change it

  1. Before posting you can check the result, by using the Deferral Schedule action.

  1. Based on the amount and the Deferral Template, you can see that the system suggests the following schedule:

  1. In this example we would like to calculate equal amount per period, so change the Calc. Method to Equal per Period and click Calculate Schedule. Notice the result and click OK.

Similarly, you can use other Calculation Methods, thus have a very flexible deferral schedule calculation.

  1. Now post the General Journal.

  1. Now for the book keeping point of view, let us notice the result:
    1. Open the G/L Registers
    2. Select the last entry and navigate to the General Ledger to view the entries.

     

  2. You can see quiet a lot of G/L entries. So let us review the General Ledger Entries to see what is going on:
    1. First System will post, what we have entered in the journal. Observe the bottom line and the top line with balancing account (2190) respectively. Basically that is our initial posting.
    2. System will immediately reverse the posting. So it will reverse the expense, saying that the expense posting in January shouldn’t be completely assigned to January, against the deferral account that we have set up in the template (4020).
    3. Then for each month the system will take 1/12th of the total expense amount (2360 / 12 = 196.67 per month).

Using Deferral in a Document

We can use Deferrals in a document. In this example, probably the insurance expense will be invoiced by a purchase invoice (sent by a vendor). Perform the following steps:

  • Create a new Purchase Invoice. Use the following example:
    • Buy-from vendor No. = 30000
    • Posting Date = Same as Work Date 26/01/2017
    • Vendor Invoice No. = CT00125
    • Type = G/L Account
    • No. = 8140 (Insurance, Building)
    • Quantity = 1
    • Direct Unit Cost Excl. VAT = 2800
  • You will notice that the Deferral Code is defaulted to EXP-M from the G/L account card. Change it to quarterly expense EXP-Q.

  • Click Line, Deferral Schedule and see the result. In this case it is Quarterly Deferral.

  • Post the Purchase Invoice.
  • Open the G/L Register. Select the last line and Click General Ledger to check the G/L Entries.