How to Receive Multiple Shipments Against a Purchase Order and Track Costs

By AJ Ansari, NAV Product Manager

Question: How can I handle multiple shipments from a vendor for a single Purchase Order in Dynamics NAV (or Dynamics 365 for Financials),  and how do I track the total dollar amount of each receipt?

Answer:  Start by adding the Qty. to Receive, Quantity Received, Qty. to Invoice, and Quantity Invoiced columns visible in the Lines FastTab/section of the Purchase Order. You can do this by right clicking one of the column headers under Lines, and clicking on Choose Columns.

When you are about to receive a partial shipment from a vendor, overwrite the value in the Qty. to Receive field. This field should be showing the same value as what you see in the Quantity field, assuming you have not yet received any goods (if you are using NAV, depending on your Purchase & Payables Setup, the Qty. to Receive field may also be be 0 by default). Also look at the vendor’s quote / shipping document / packing slip to ensure that you have the right $ amount per unit in the Direct Unit Cost Excl. Tax field.

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Video Tutorial: Using Microsoft Flow with Dynamics 365 & NAV 2017 for Business Process Automation Across Popular Services

In NAV 2016, Microsoft introduced a proper workflow engine and some templates, opening the door for user defined workflows right out of the box (where previously, an ISV solution or customization would be required). That said, with few exceptions, such as e-mails for approval requests, the scope of the workflows was entirely within the NAV application: being triggered by an event in NAV, resulting in one or more actions and responses in NAV. Despite the limited number of pre-built workflow templates, events, and responses, it has definitely been a good selling feature for the solution.

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Now imagine what you could do if NAV workflows could interact with other applications and services that your organization uses every day? Think SharePoint, CRM applications, SQL, cloud based file sharing services, Office apps (traditional and Office 365), BI.. or even social media! Actions driven by events in NAV, or triggering processes in NAV based on events in another application that drives your business.

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Why NOT a Single Dynamics NAV Database for Multiple Countries?

This blog post is designed to outline and specify to customers why InterDyn BMI advises against a Microsoft Dynamics NAV solution strategy based on a single Microsoft Dynamics NAV database modified to contain all localized versions required.

Microsoft advises against a centralized single database solution containing multiple country functionality. There are basically two ways of deploying a solution in a multi-site and international deployment scenario:

Distributed deployment is when there is a separate database for each site. This means, that each site will connect to their individual database for performing their business. Each database will include the “core” plus add-ons and the local customizations – if any. The database can be located at the site or it can be hosted at the parent company (or at a third party). If hosted, the site would then typically connect via Web Client, Windows Client, or CITRIX. Each database will have their separate license that permit the site to run the licensed functionality and the number of users. Microsoft Dynamics NAV supports this scenario.

Customers would be international organizations with sites in multiple countries. Centralized deployment is when there is one, central database that all the sites connect to, e.g. via Web Client, Windows Client, or CITRIX. The sites will connect to their separate “Company” in the database to perform their business. The database will include the “core” plus add-ons and customizations. The database will have one license that permits the sites to run the licensed functionality and a total number of users. Microsoft Dynamics NAV supports this scenario – if the database is a standard country version (incl. localizations and local language) or standard W1 version (no localizations). Customers would be multi-site but domestic organizations where the sites are located in the same country.

Important

If the multi-site and international organization requires multiple and complex local functionality to be available in one centralized database – Microsoft Dynamics NAV does not support this. For example, the organization wants a Danish license and then includes all Norwegian and Swedish localization for their sites. The TCO will not improve in this scenario compared to the distributed scenario for the following reasons:

The savings would be marginal. Organization would need one server instead of multiple servers, yet multiple connections. Organization would have one Microsoft Dynamics NAV license with the total number of (concurrent) users that can be shared among the sites. Potential user discounts on the individual licenses would make this saving marginal.

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