Introduction to MS Dynamics NAV 2018w1 Ing.J.Skorkovský,CSc. MASARYK UNIVERSITY BRNO, Czech Republic Faculty of economics and business administration Department of corporate economy Introduction •Relation to the file and the questions asked in this file •Simple scenario of the first and second ERP Microsoft Dynamics NAV session I. • • Questions I 1.What we need every day when running the business? 2.What is data? 3.Data + Structure = Information 4.What is the data field? 5.What is a record? 6.What is the table? 7.How can we see data? 8.What is the form (window)? 9.What types of forms does ERP use? 10.What is ERP? 11.What is the working area? 12.What is the menu? 13.How to see only one record? 14.How to see a list of records? 15.What is the relation between fields (F4)? • Questions II •16. What is customer balance? •17. What is the calculated field? •18. What is the customer credit limit? •19. Name are four main tables (Customer, Vendor, Item and G/L Account) •20. Where can you find help to see a list of used function keys combinations to control ERP? •21. Name essential economic documents used to control business! •22. Quote, order, invoice, credit note, shipment list, delivery list, good receive note •23. Explain the structure of these documents! (header and lines) •24. Find Customer or Vendor •25. Find Item card •26. Find Chart of account •27. Find help related to Customer (Vendor, Item) card • Questions III •28. Find help to one chosen field (F1) •29. What is an entry (created transaction)? •30. To which objects belong entries? •31. How to display entries (Ctrl-F7)? •32: Name essential professions of ERP users •33. How to post a document (order, invoice, credit memo,..) (F9) • What we need every day when running the business? •Perfect overview of processes •Accounting •Reports (Profit and loss account, Balance sheet, Vat reports) •Budgets •Cash flow •Cost •Purchases •Availability •Delivery times •Costs •Sales •Availability •Timing •Unit prices, discounts,.. •Inventory and warehouse management •Production What we need every day when running the business? •Perfect overview of processes •Inventory and warehouse management •Positions of stored items (location) •Transfers o items •Costs •Production •Bill of material – structure of the product •Routings – how the product is made, which machines they use, what the capacities of the machines are •Production times •The main screen of our ERP MS Dynamics system 1 2 4 3 1.Ribbon 2.Filter pane 3.List 4.FactBox pane After showing this slide and explaining the different components of a list page, go to the application and show some examples of list pages. Remember to only focus on the interface. Topics such as personalization, filter, search, … are covered in other modules. What is data? List of our vendors Information •Information =Data + Structure of the data 2771,84 Sum of partial posted amounts Sum of partial posted amounts Calculated field DATA Information The balance is the sum of all sub-amounts in Customer ledger entries. This number is a so-called floating or calculated field, and this field is not stored in the database. Each time the window (s) is opened, it is always recalculated. Each entry(not only the customer but also supplier entries, item ledger entries, etc.) is associated with the posted document. What is the data field? Different types of data in data fields, which are fields that are part of data tables. It can be, for example, numbers, selected options represented by text strings, Boolean variables, time, date, ... One item card in our warehouse. There are many data fields on the card. The card is divided into tabs . You can see data fields that belong to every tab. The grouping of the data fields relates to the logic of warehouse processes on each tab. What is the data record 4 data records (list of inventory items in the stock) 5 inventory transactions. Item ledger entries. CTRL-F7 From List or Card to Item ledger entries What is the table? How to access data (use of searching window)? Will be shown by tutor and examined on demo student databases by them (Find Vendor, Item, Customer, General Ledger Account, Profile and so on) How can we see data? Customer number Customer name Balance Payment condition Currency 10000 SW Kings 20000 1M USD 20000 China computers 432444 21D USD 30000 Navertica 902 14D CZK 40000 Berlin Experts 20002 1W EUR Data How to see data (Windows - forms) How can we see data? •From the different window structures accessed by use of menu of Hot keys combination •Card •List (many cards) •Matrix •Form and Sub-form (Documents – header and lines) MENU SUB_MENU How can we see data? MENU SUB_MENU What is the form? LIST CARD What is the form related to documents? HEADER LINES Matrix type form Double click What is the form (matrix type form)? MATRIX What is MS Dynamics NAV (home study) ? •If your business is growing and ready to take on more opportunities, MS Dynamics NAV can help. An easily adaptable enterprise resource planning (ERP) solution, it helps your business automate and connect your sales, purchasing, operations, accounting, and inventory management •Microsoft Dynamics NAV enables every individual in your company to turn hunches (intuitions, feelings) into genuine insight, and insight into decisions. With access to real-time data and a wide range of analytical and reporting tools—including graphical displays, online analytical processing (OLAP) cubes, and Web-based delivery options—people can make informed, confident decisions that help drive business success. Navigation (NAV) - tool •To find the way in the see of big data and to get important information Výsledek obrázku pro Navigation in old ships Information = data + structure (see slide 6) Navigation- explanation (home study) •The navigation tool traces the cause-effect relations. •Let's have a look at the posting of a sales order. It represents, in our example, the cause. •This action's consequences are two created documents, such as a delivery note and a sales invoice. •Furthermore, the system creates a Customer ledger entry for the customer and an item ledger entry for the item sold. Eventually, system creates other records in the General ledger area on predefined accounts. It will all take place in the background. • Posting of Sales Order - process diagram Customer Item 3 Item quantity to be sold Sales order Post Delivery Note header 3 Sales Invioce header 3 12,30 12,30 Customer Item Customer Ledger Entry Item Ledger Entry Post What is an entry (created transaction) •The entry represents created transaction •You create for example a document called Sales Order •When you have completed all the lines and entered all the information on the sales order, you can post it. Posting creates a shipment and an invoice. •When a sales order is posted, the customer's account, the general ledger, and the item ledger entries are updated. •For each sales order, a sales entry is created in the G/L Entry table. An entry is also created in the customer's account in the Customer Ledger Entry table and a general ledger entry is created in the relevant receivables account. Besides, posting the order may result in a VAT entry and a general ledger entry for the discount amount. • Navigation (NAV) Navigation (NAV) Feedback to control all processes What is ERP = Enterprise Resource Planning System ? Microsoft Dynamics NAV 2018 is an ERP system. But why is it an ERP system? What are the main features of an ERP system, and how do we recognize these in Microsoft Dynamics NAV? Let's have a look at the overview slide. So one of the challenges that some companies might have to address is one of island systems. What is ERP (home study)? •So everyone working with the system, for example, the bookkeeper in financial management, the sales representative in sales and marketing, the warehouse worker in the warehouse management, the HR manager in human resources and so on, so they all work with the system in their specific application department but with a shared database. And that's very, very important. That's one of the main features of an ERP system which stands as Enterprise Resource Planning System What is the relation between fields (key F4 or mouse click)? How many relations are shown in this slide ? What is the Customer (Vendor) balance ? What has been posted in the past It is Calculated field. This figure (amount ) is not stored in database ! What is the meaning of Customer credit limit (one of many examples) ? If the amount on already invoiced and not yet paid invoices exceeds this credit limit, the user will receive a message that the limit has been exceeded, and no other invoices are issued. Name essential economic documents used to control enterprise •Quotes •Sales and Purchase Orders •Invoices •Delivery lists •Credit memos •Transfer orders •Production orders • • Sales Purchase Explain the structure of standard documents generated in ERP Header Lines Find Customer or Vendor or Item card (any card) See next sllide Use of the searching window Customer Card Each card has a number of tabs, where there are different fields according to their similar meaning. Customer Card – another important tab For example, if we post a sales order where it will be on March 10, 2020, a sales invoice will be entered, the due date of which will be according to Payment Term code = 14D is 24.3.2020. Code 14D means fourteen days in the MS Dynamics NAV syntax, as in another example 1M = one month and so on. Filters – how to display only chosen part of the data (simple filter) Filters – how to display only chosen part of the data (multiple filter) Example of using help _filter criteria Example of using help _filter criteria Only part of it! Will be presented by the tutor and experienced by students. Sales Order (SO) You can edit one SO chosen from the list of already created documents See next slide Sales Order (SO) How to access created Customer Ledger Entries We always have two options for displaying items in NAV2018. One using the item icon and the other using Ctrl-F7 Created entries (Customer Ledger Entry and Item Ledger Entry) Related to created invoice Related to one of the sold items (inventory level is decreased) Created General Ledger Entries Related to the chart of account These General Ledger Entries serve as source data used by the MS Dynamics NAV 201 8 system. System uses this data to create all key reports used in the management of the company. It can be, for example, a profit and loss account, balance sheet, or cash flow reports Chart of account The chart of accounts shows the ledger accounts that store your financial data. Microsoft Dynamics NAV includes a standard chart of accounts that is ready to support your business. However, you can change the default accounts, and you can add new accounts. Entries and their use One of many reports generated from entries Thank you for your attention and patience