In Microsoft Dynamics NAV there is a feature called Show as Chart, usually available on a list page. This feature has been available from quiet some versions now. The following article explains on how you can work with the feature.
We will consider Customer List as an example.
Open the Customer List page and on the Home tab, click Show as Chart.
And…. you see nothing! Well, read the instructions in the middle of the page and it says “Select measures and dimensions for the chart.”
On the page, you have options to Select Measures and to Select Dimensions.
Scenario 1: Show me Balance Due per Customer Chart
In this case I select measure as Balance (LCY) and Dimension as No.:
Scenario 2: Show me Balance Due per Customer Chart – Exclude those customers who do not have any balance due.
In this first I click the Show as List action to go back to my customer list and provide an advanced filter to show only those customers which have balance due.
Now when you click on Show as Chart action to go to the charts again. You will notice that now the chart shows only those customers for which balance is due:
Similarly, you can choose many other combinations to view your data as a chart without any need to make customizations reports.
Actions Supported on Chart
When you right-click on the chart, you will have various options such as to Copy, save it as picture, print, etc. This is very useful, as you can now directly copy and paste it in your presentation or e-mail the report.
If you held down the mouse, highlight a block and release the mouse, you can zoom-in to a block to have better view in selected area in the chart.
Does the Data Match?
When you hover your mouse over a bar chart, it gives you the exact figure for the record, so you can confirm if the chart shown matches the data.
Scenario 3: Advanced Chart
In the above example, we selected one measure and one dimension. But we also have an option to select one more dimension.
Let’s say, we would like to see, we would like to see Overdue Balance per Customer per Salesperson:
So, for example: here we can analyse that the sales person PS (Peter Shadow) has higher balances and JR (Julia Roberts) has comparatively lower balances.
Show the Chart in Role Centre
You can show the chart in your Role Centre as well.
Right-Click on the chart and click Customize. This will open the Generic Chart Customization page.
Here you can play around with various settings. Click Copy Chart action. Specify New Chart ID and New Chart Title fields and click Ok. You will get the following message.
But where has it copied to?
Click Departments/Administration/Application Setup/RoleTailored Client/Generic Charts to open Generic Charts and here you will find your chart saved.
So now you should be able to use that chart in any place you want to put it. Let’s say we would like to put the chart in a fact box beside the Customer List.
So, customize the Customer List page.
Choose FactBoxes, Add Chart Part, Customize Blank Chart and select the chart that you saved.
You can now see the chart besides your Customer List.
You can choose to have different chart types as well. Go ahead and give it a try.
What are the benefits of using Payment Registration?
All processes are brought together on one page to efficiently handle registration of incoming documents.
Ability to accommodate various ways of doing payment registration.
Easy overview of open entries.
Easy sorting and filtering across open entries.
Less data entry.
Ease of Use:
In common scenarios, the user only has to mark entries and post, and then is done.
Totals to show that all registrations are made.
Users can define payment registration setup according to responsibilities and processes.
What do we see in Payment Registration?
All outstanding payments for all customers.
This is everything that customers need to pay.
You can also see positive as well as negative amounts.
Also, credit memos are included here.
What are the useful features?
You can easily search for customers using the Search Customers action.
You can easily filter on the certain customer. Right-click on a customer and click Filter to This Value (Att+f3).
You can sort on specific columns by clicking on the column.
You can also Search Documents based on different filters.
Go to Departments/Financial Management/Cash Management.
Open Payment Registration. If you are opening it for the first time, the system will populate the Payment Registration Setup page.
If not already specified, you will have to specify the journal template and batch you want to use for the payment registration and also the balancing account type, for example in which bank account would you like to balance the incoming payments? You can choose to use the account as default and also if you want the date received to be filled automatically.
So once this setup is done, we are already up and running and we can start using the payment registration function.
All we need to do is to go to specific line, for example in this case we select customer Selangorian Ltd. (Invoice 103002).
Suppose that the customer has already paid the invoice. So all we need to do is select the Payment Made checkbox.
You will notice that the system automatically fills in the Date Received, based on the Work Date and also the Amount Received is entered.
Post Lump Payments
Suppose multiple documents have been paid by a customer; that’s what we call lump payment.
In the following example we can see couple of documents from John Haddock Insurance Co., so we select the relevant documents that the customer paid.
Now instead of using Post Payments action, we can now use Post as Lump Payment action.
NOTE: Once the full payment has been posted, the relevant lines are removed from the Payment Registration window.
Go to customers.
Here we select customer John Haddock Insurance Co. (30000), for which we had posted the lump payment and open the Customer Ledger Entries.
Here you can see the payment line, no remaining amount anymore and in the fact box you can see that there are two applied entries.
When you check the applied entries, you can see the two invoices that we have posted to (remember during the lump payment the two invoices that we had selected). Basically, that how the payments have been posted.
Customer Ledger Entries
Search Customers and Documents
It could be interesting to search for customers using the Search Customers action. So we can search for customer 10000 (The Cannon Group PLC) for example and go to the ledger entries to look for detailed information.
Once that we decide that this is the customer that we would like to use in the Payment Registration, you can also choose to start filtering on the customers.
You can also perform Sorting by clicking on the columns. For example, sort the records in the Payment Registration based on Due Date. By clicking on the column you can sort the records in ascending or descending order based on the column value (note the arrow key beside the column name when you sort).
You can Search Documents and apply various filters.
Let us enter a document number 101022 (sales order number). Let’s say, this is the reference that we see on the bank statement, that is provided by the customer.
Click Search and now we see that there indeed is a sales order.
Click Show to open the sale order. If we check the order, we see that there is no shipment or invoice. But let’s say based on an agreement the customer has paid in advance on this sales order.
Post Payments Manually Without a related Document
So let’s go back to payment registration window and click General Journal. This will allow us to directly enter advance that we received from the customer. So in this example, we received the Payment from Customer MEMA Ljubljana d.o.o. (38128456) for -1200/-.
We can now simply post the payment. This is now added as an open payment in the payment registration overview.
Create a Finance Charge Memo from the Payment Registration Page
If we sort on the Due Date, we can see that some invoices are overdue.
We can select the invoice, and now we can see that the payment is overdue and you can calculate interests.
So before posting the payment we can let the system create the Finance Charge Memo. So maybe the customer paid quiet late and based on the general conditions we will charge interest.
Click on Finance Charge Memo. Fill in the customer details, click Suggest Fin. Charge memo Lines. This will create the lines showing the amount (interest) the customer need to pay. Click Issue and Ok.
Now you can post the payment on the payment registration as the customer has paid.
As a result, you will see that a line has been added, because now a Finance Charge Memo is also due by the customer. So they have to pay the interest.
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.
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.
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.