Archiving Converted Quotes and Posted Orders

Archive, PostDid you know that you could archive converted Sales or Purchase Quotes and posted Sales or Purchase Orders? This allows you to see the document in its entirety even after it is no longer active.

It’s real simple: Check the box next to the Archive Quotes and Orders field on the Sales & Receivables Setup and/or Purchase & Payables Setup as desired and this will affect all future quotes and orders.

To view archived documents using the RoleTailored Client, navigate to Departments > Sales & Marketing > Archive or Departments > Purchase > Archive. In the Classic Client, you should be able to find the archive pages under the History menu of the Sales & Marketing and Purchase & Payables menus.

Taking a trip down memory lane

As I was browsing through my Twitter feed yesterday, I saw a tweet from Johannes Gudmundsson (@nav_viking) with a screenshot from an old version of Navision. The date on the screenshot in Johannes’ tweet reads 02/17/2007, although I’m sure the version is much older – from the character based days of DOS. Seeing that date took me back in time on a trip down memory lane. Because you see, my journey with Navision began just one day before the date on the screenshot, on February 16, 2007.

Navision - OldNAV 2013 R2 - Today

Screenshots Above: Navision (NAV), then and now.

The Past

In February 2007, I was a senior in college working towards a business degree and focused on two things: finding a career and graduating. I’d had a few different part time jobs and internships by that point, but I couldn’t see a future in any of them. Without a lot of expectations, I engaged with my university’s Career and Experiential Learning office and got set up for three internship interviews. Little did I know that the second interview would be the one that changed my life.

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Neat little NAV tricks

If you use the NAV Classic Client, you’ve probably noticed that you can close an open window simply by hitting the Escape key instead of clicking the X icon. But did you know that you could very easily disable that?

In the Classic Client, go to Tools > Options, and change the value of Close Forms on Esc to No.

While you’re in the Options window, take a look at some other options that you can easily change to affect NAV behavior. Here are couple that may interest even the novice user:

  • Status Bar: Hide the Status Bar that appears at the bottom of the Classic Client by setting it to No (the client will need to be restarted before this takes effect)
  • Max. no. of XML records to send: The default value is set to 5,000. This is the maximum number of records that can be sent to Microsoft Excel or Microsoft Word from NAV using the built-in Send-to functionality in the NAV Toolbar. This can be changed as needed. Changing this value only affects the Classic Client; to read how this can be changed for the RoleTailored Client in NAV 2009 R2, read this blog post from the MSDN NAV Blog:

But wait, there’s more!

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Copying Objects from one NAV Database to another

Today’s topic is by request from a reader of our blog, who wanted to know how to copy objects from one NAV database to another. An example of when you’d do this is while moving customizations from the testing or development database to the live database.

The process itself is very straightforward, although it will appear lengthy because of all the detail I’ll include with each step along the way.

But there are a few things that be mindful of, best practices if you will, and I want to address those first:

  1. Always make a backup of the objects in the Live Database that you will be updating (replacing) – this process is outlined in more detail later in this post.
  2. It is a good idea to ask all the users to log out of NAV before importing / replacing objects. I strongly advise it. Especially if the object you will be updating is a commonly used object (like an object related to Sales, Purchases, Customers, Vendors, etc.) Are your users out of NAV yet? Good. Let’s continue. 🙂
  3. If there are a lot of objects that are being updated, it may be a good idea to make a complete backup of the database. Better safe than sorry.
  4. And since this post is not aimed at developers, we’ll assume that both databases are from the same version of NAV and are basically identical copies of each other (except for these fresh modifications that you have made and want to copy over). 

One last thing before I continue: Please understand that you are attempting this at your own risk. There is no express or implied warranty here, and I cannot be held responsible if something goes wrong and you lose data, or the database becomes corrupted or unusable. It is your responsibility to make a full backup of the database first before attempting this.

Okay, now we are ready to talk about how to copy objects!

How to Duplicate a Report in NAV

I wouldn’t have thought of dedicating a post to this, but an old friend of mine asked me today if I could explain how to duplicate a report in NAV. He wanted to take an existing report, save it with a new object number and make modifications to the “new” report.

The process is quite simple:

  1. In the NAV Classic Client, go to the Object Designer.
  2. Click on Report, and find the desired report. Click Design (for example, Report 50025)
  3. Go to File > Save As, and in the window that appears, enter the object number for the new report (for example, 50035) in the ID field. In the Name field, enter a new name (Report names must be unique, so you cannot have two reports with identical names).
  4. Click OK, and it will take a few seconds to save this new report.
  5. Once it is saved, I do not recommend making changes right away. To be safe, close out this report by clicking the X icon (i.e., exit the Report Designer)
  6. From the Object Designer, find your new Report (for example, Report 50035), click Design, and now you can begin making your changes.

Additional note:

In step #3 above, I mentioned that each report’s name must be unique. However, there is no such requirement for the Caption associated with each report – so multiple reports can have the same Caption.