MS Dynamics – nothing simpler
     Skorkovský
 KPH ESF MU

•MS Dynamics NAV
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Protected Access to the system  (ID and passwords).

•MS Dynamics NAV
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Roles and rights  to predefined objects for specific groups of users

•MS Dynamics NAV
Working  area
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Modularity- similarity to MS Office (such as Outlook)- Setup of the ERP functionality (modules)
based  on user requirement

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Working  area
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One of the chosen menu module expanded. Every partial menu structure is similar, so finding the
right functionality is very easy

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For control of your steps (processes) a mouse or key combination can be used. These combinations
are same for every window type

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F5
F9

Data can be displayed  by use of windows of the different types (card, list, form and
sub-form->header and lines). You can have in the working area any quantity of the open windows.
Anyhow , only one window is active at any moment. This is one example, where you can see a customer
card, basic statistics   for chosen customer and list of all customers in our database (one of many
examples)

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Another example :  customer card, item card and combination of two single records (windows, cards)
in the shape  of form and sub-form windows, which represent a most common MS Dynamics NAV structure
composed of header and lines , in the other words, a type of document such as quote, order, credit
notes, invoice delivery list , production order and so on.

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Another example of data representation from manufacturing application : Form representing structure
of the final product (Bill-of -Material), another form (window) (bellow BOM) representing a routing
(how to produce a final product) and then you see  production order and its components and
calculated job lines based of predefined routings.

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Calculated fields (flow fields) : a technical wizardry to show at any time when chosen window is
open  a current calculated value such a balance, inventory quantity and so on. Be aware : these
values are never saved in the database. It is a virtual value !!!

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Calculated fields (flow fields) : a technical wizardry to show at any time when chosen window is
open  a current calculated value such a balance, inventory quantity and so on.  On the above
example you can see item card with calculated field inventory and quantity on all production orders
component lines.

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Calculation principles related to calculated fields (flow fields) : To every basic table (customer,
vendor, item, account) a records called entries are related (connected). These entries have a
common causes of its appearance in registration (booking, posting) of documents such as orders,
invoices, production orders or  credit notes. In our example we can see entries of the type invoice
and some entries  of the type payment. Payment entries apply  invoice  entries.  If all invoice
entries are applied , the calculated balance is zero

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Navigate request panel to  setup what you want to see

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Navigated (found) document related to  previously chosen entry

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Navigation tool started from Menu item History, which can be found in most of the modules. The
benefit of using is to find immediately any document of you know its specification (e.g. Number) or
you can see all document related to chosen business partner (Vendor, Customer).

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Navigate window with entered parameters (type of the partner =Customer and its number). You can see
from here 3 already created Sales Orders, 5 Sales Invoices, 6 Posted Sales Shipment and so on.
Kindly see next slide

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List of Posted Sales Invoices of one chosen customer. From here you can preview a document in
question (required one)

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Found document related to chosen business partner and other parameters.
Navigation benefits: quick access to required information and better decision making based on such
a information

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Principles connected with sweet point called Easily from Anywhere to Wheresoever. The example can
be started e.g. from Chart of account. Chosen account will be chosen for the group of turnover
ones. The field where a chosen amount is displayed is calculated field (flow field). You can see
drill down arrow in order to display immediately related general ledger entries from where the
final amount is calculated (total amount called here Net Change)

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All general ledger entries having origin in booked documents (e.g .invoices). Mind you, that these
entries are only entries related to one and only one sales account (filtering).  From chosen entry
we will go to document by use of Navigate tool (navigate functionality was already presented) in
this power point show.

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The result of the use of Navigation tool. From here we will go (by use of Show button) to Posted
Sales Invoice

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From the displayed Posted Sales Invoice we will go directly to the inventory by use of Look-up
function from the field No. of the Item in invoice line. So the next window is List of all items in
our inventory and the next window is a item card  which was sold .

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Drill down function
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In order to see next step we went from Item Card to Item Ledger Entries, which are entries
connected with  item movements such  as Sales, Purchase, Production , Transfer and so on.

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Chart of Accounts
General Ledger Entries
Posted Sales Invoice
List of Items
Item Card
Item Ledger Entries
Production Order
Components  (BOM)
Item Ledger Entries
Purchase Order
Vendor  Card
Vendor Statistics
WHAT CAN BE ALSO SHOWN
WHAT WAS PRESENTED SO FAR
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Presented sequence which can be far much complicated (from the Item ledger entries you go to
production order (if sold Item was a final product), than from production order to component stored
on inventory and from here again by use of Item Ledger Entries window to Purchase Order and form
here e.g. to Vendor card …….in the other words never ending story !!!!

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F3
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The basics of simple business case. Purchase Order ->Posting ->Impacts of registration  of Purchase
order-> Sales Order->Posting->Impacts . On first slide you have  started from menu Purchase ->Order
processing ->Orders and you will see  one of many Purchase Orders,  which has been created by
another user connected to NAV database. The next step will be creation a new Purchase Order by use
of F3 key (create new)

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After pushing a key F3 we will get an empty structure of the Purchase Order composed by header
where a Vendor will be entered and lines for Item (G/L Account ,…) which will be purchased
(supplied). Firstly but not lastly you have to push Enter key, which results creation of the unique
document number.  For selection of particular Vendor (in the purchase order header) and Item
(purchase order line) we will use key F6 called look-up. Every chosen table (either Vendor table or
Item table must be always confirmed by pushing  Enter key.

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The process of selection of the Vendor from the list of vendors by use of Look up key (F6)

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After confirmed chosen Vendor we have to enter by some method an Item from list of items (by use of
Look-up key F6 and confirmation of your choice by Enter key) .Than you have to enter quantity and
inventory location. The cost price of the item is taken primarily from the Item card. Anyhow, it
can be changed if you wish to do so.

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On this slide you can see the finished Purchase Order. On the next slide we can print it by use of
print button and on the next screen Preview button

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 Result of the preview of the Purchase Order. This can be sent by e-mail or post or can be printed
as a pdf file  (based fully on the user requirement)

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By use of F9 key (Statistics- you can have a lot of different Statistics from different winds by
use of F9 key) you can display a statistics of recently created document (Purchase Order). You can
see automatically calculated VAT based on the setup of General Business  Posting  Group (Vendor
Card) ,VAT Business Posting  Group and  Posting Groups setup on Item Card. This principle  is also
common for the Sales.

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You can post Purchase Order by use of key F11. Meaning that MS Dynamics NAV system will
automatically create general ledger entries, VAT entries and  inventory  and  value entries
(besides other entries such a possible reservation entries, dimension entries  and  so on). You
have the third  possibilities shown on the slide . Use the third one which is in fact preset one
please. Be aware, that you have to enter before posting to the header of the Purchase Order Vendor
Invoice Number .In this case the vendor invoice number is  Miki_001. This code is important when
apply invoice with payment.

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After registration (posting) of the Purchase Order is done by use of key F11 recently created
Purchase order disappears from orders pool and a new posted purchase invoice order is created and
can be found in menu - > History->Posted Invoice -> and use key (see upper bar) to find the last
created posted invoice

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To observe all entries which have been created after posting Purchase Order by  use of the key F11
we will firstly go to Menu Financial Management Module  ->History ->Register where you can see all
general ledger entries created by ERP system MS Dynamics NAV. The type of the transaction is marked
by a code in the source code  field (predefined subset of codes). For our purchasing example  it is
code „Purchases“ and by use of button Register and an option  General ledger you will see all
related entries. We have to say, that MS Dynamics NAV is firstly double-booking entry system. To
distinguish Debit and Credit amount syntax of the NAV system uses positive/negative signs.

•MS Dynamics NAV
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Item card before
posting Purchase Order Posting
You can see even calculated
field showing, that Purchase Order
for 20 pcs has been created
Item card after posting
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Another impact of the posting Purchase Order is Inventory Accrual, meaning that system, beside
automatically created Item Ledger entry, also calculates by use of flow field function on the item
card a new final inventory level of the Item in question, so the original  amount before purchase
order posting was increased

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Vendor card before
       posting
 Vendor card
 after posting
129446,40-11409,40=15350
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And lastly, a balance amount (payables) related to our Vendor, which has been used for delivery
(purchase) increased.  Firstly on the slide you see a Vendor card before a Purchase Order is
posted, than a posting  happened by F11 and we can see Vendor ledger entries where the last entry
is connected with just posted Purchase Order. Finally you can see a actual Vendor card with new
calculated payables amount ins the calculated field. And an equation on this slide shows ,that your
payables has increased by a value from posted purchase order.

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 System  automatically calculates a actual stock value as it is visible on the next two slides.

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Inventory  valuation report.

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One of the system reports showing payables or Vendor/Item Purchases (based on the  user´s
requests). MS Dynamics NAV reporting system is amazingly powerful and flexible.

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 Analytic tools, which could be setup easily by users and which can represent various views. No
programming, zero support cost.

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Thank you for your time
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