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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What happens when I turn “Expected Cost Posting to G/L” on or off?

Last week, I received an e-mail from one of our clients asking about the repercussions of turning off “Expected Cost Posting to G/L” in the Inventory Setup.

Inventory Setup

By default, this option is turned off / disabled. In the case of this particular client, they had turned it on in the past and wanted to know the impact of turning it off now.

When we are working with Purchase Orders in NAV, we may receive goods into inventory first and subsequently receive an invoice from the vendor. Sometimes, this may transcend months (receive goods in late March, invoice sent in April), and to give us proper visibility, NAV gives us the option to record the expected costs.

As my colleague Nick Prevett put it, “CFOs do not like surprises, so getting a delayed purchase invoice that was not expected usually creates problems.” Enabling Expected Cost Posting to G/L “makes for more accurate and timely accounting, and you do not have to build the accrual for those purchase invoices that you have not received yet and the expected/interim accounts are a good indicator of what purchase invoices are still outstanding.

Essentially, nothing will break if this option is disabled. To better understand, here’s what happens in each case (enabled, and disabled):

With Expected Cost Posting to G/L ‘enabled’:

When we use the “Post > Receive” action on a Purchase Order, NAV posts entries to the expected/interim accounts in the General Ledger based on the $ amounts that we have entered on the Purchase Order lines.

Later, when the invoice arrives, we use the “Post > Invoice” action on the same Purchase Order, and NAV reverses the expected entries in the G/L, and books the final entries to the appropriate G/L accounts. If the amounts in the Purchase Line have been changed / updated because the vendor has charged more or less than originally anticipated, the final entries posted to the G/L use these amounts.

With Expected Cost Posting to G/L ‘disabled’:

No entries are posted to the expected/interim accounts in the General Ledger when goods are received. NAV only posts entries to the General Ledger when we get the invoice from the vendor and use the “Post > Invoice” action on the Purchase Order.

Note: If we use Expected Cost Posting, we must have the appropriate requisite G/L accounts selected in the Posting Setups in NAV.

With Project “Madeira” and Office 365 Outlook, 1+1=3

If you are not familiar with Project “Madeira” or would like to learn more about the Preview, please take a few minutes to read my post titled: Project “Madeira” Preview has arrived & here’s everything you need to know! 

24-Madeira OutlookLike Dynamics NAV, the Project “Madeira” Preview plays well with Microsoft Office, and especially Office 365.

From O365 Single-Sign On, to the ability to export data to Excel and Word, to copying and pasting rows from Excel, to integrating with OneNote, to sending e-mails, synchronizing contacts and getting Inbox / Task overview with Outlook, it’s all been there in Dynamics NAV for some versions now.

So how can Microsoft makes things better with Dynamics NAV and Office? Well, for one, there’s plenty of room for improvement with the Outlook integration. Dynamics CRM has excelled on this front for many years now, with the ability to track e-mails, manage contacts and opportunities, and much more without ever leaving Outlook.

While we didn’t exactly get the Dynamics CRM flavor of Outlook integration, what we are getting is quite significant, and in some ways, even exceeds what Dynamics CRM and other ERP systems are capable of today!

This functionality was initially demonstrated at the NAV Directions conference in Orlando,FL last year.

Right from an e-mail in Outlook for Office 365, you can launch a NAV function or see related information about the customer or vendor and their transactions. This brings a whole new level of integration between the ERP system and Outlook that will, no doubt, help with efficiency.

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Getting started with Project “Madeira” Preview & First Impressions

If you are not familiar with Project “Madeira” or would like to learn more about the Preview, please take a few minutes to read my post titled: Project “Madeira” Preview has arrived & here’s everything you need to know! 

Microsoft’s Project “Madeira” Preview is available not just for Partners and ISVs, but also for end-users. Whether you are currently using Dynamics NAV today, or you are a prospect looking for your next ERP solution, you can sign up for the preview and start taking Madeira for a test drive in minutes!

02-Preparing and finishing setup

Thanks to the new “Getting Started” product tour functionality, it will be very easy even for first time users to learn how to use Project “Madeira”. From navigation, to working with transactions and reporting, to getting the Universal App configured, it’s all covered under the Getting Started features. Furthermore, Help is also at hand, should you need it. Simply click the ? icon near the top right of the Project “Madeira” window and a new tab (or window) will open up with the help site.

Managed Services for Dynamics NAV vs. Project “Madeira”

At NAV Directions last year, Microsoft announced its Managed Services offering for Dynamics NAV, and at first glance, it isn’t a far cry from what we’re seeing with Project “Madeira”: On Azure, managed by Microsoft, in a multi-tenant architecture.

But one critical difference between the two is that Partners can build their own customized, vertical solution and offer these with Managed Services for Dynamics NAV.

In Project “Madeira”, all clients are essentially running the same out-of-the-box database, but with extensions that can be enabled or disabled to deliver customized functionality.

Since Project “Madeira” will be in use by customers of many different VARs and will be continuously updated, traditional customizations will not be allowed.

First Things First: System Requirements

You can find the detailed minimum system requirements here, but here is a brief summary:

  • Browser: Latest version of Google Chrome for Windows, Firefox for Windows, Safari on OSX, Microsoft Edge, Microsoft Internet Explorer 10 and Internet Explorer 11
  • Mobile Devices: iOS 8.4 or later for iPads and iPhones; Android 4.4.3 or higher and at least 1GB of RAM; Windows (Desktop or Phone) 8.1 or newer and at least 1GB of RAM
    • Smartphones must have a minimum screen size of 4″ and tablets must have a minimum screen size of 7″
  • Outlook: See the minimum system requirements link at the top of this section for full details on Outlook applications, browsers and platform support
  • Office 365 is not required, but I would certainly recommend it so you can get improved productivity with Microsoft Office apps like Outlook, Excel, and Word.

Now let’s get you signed up…

Step 1: Set up your Project “Madeira” login

The Project “Madeira” Preview is only available in the United States at this time.

With that out of the way, let’s go to ( also works).

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