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Chapter 1: Financial Management Setup CHAPTER 1: FINANCIAL MANAGEMENT SETUP Objectives The objectives are: • Explain the fields on the General Ledger Setup window. • Explain and set up Accounting Periods. • Explain and set up Trail Codes, including Source Codes and Reason Codes. Prior to processing financials in Microsoft Dynamics™ NAV 5.0, the following areas in Financial Management must be set up: Introduction • General Ledger • Accounting Periods • Trail Codes, including: – Source Codes – Reason Codes In this section, these set up areas are explained. NOTE: There are other setup areas in the General Ledger, such as Currencies, No. Series, Dimensions, and Posting Groups. The set up of these areas is discussed in the sections specific to these topics in the Application Setup content. 1-1 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Finance in Microsoft Dynamics™ NAV 5.0 General Ledger Setup The General Ledger Setup window is used to specify default setting for the general ledger and all finance related application areas. The General Ledger Setup window must be completed for each company set up in Microsoft Dynamics NAV 5.0. This section describes the five tabs and fields on the General Ledger Setup window. For more information on these fields, press F1 to access online help. To access the General Ledger Setup window, on the Navigation Pane, click Financial Management > Setup > General Ledger Setup. FIGURE 1.1 GENERAL LEDGER SETUP WINDOW General Tab The General tab contains the basic setup defaults for General Ledger, including: Field Allow Posting From / Allow Posting To Definition Specify the company default posting dates; that is, the date range that all users can post transactions in. Since a period closing process is not required in Microsoft Dynamics NAV 5.0, setting the posting date range prevents users from posting entries that can change prior period data. NOTE: Specific user posting date restrictions are specified in the User Setup window. If there are no user restrictions, the company defaults are in effect. If there are no company defaults, there are no restrictions on dates for data entry and posting. 1-2 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Chapter 1: Financial Management Setup Field Register Time Local Address Format Local Cont. Addr. Format Invoice Rounding Precision (LCY) Invoice Rounding Type (LCY) Allow G/L Acc. Deletion Before Check G/L Account Usage EMU Currency LCY Code Pmt. Disc. Excl. VAT Adjust for Payment Disc. Unrealized VAT Max. VAT Difference Allowed Definition Specify whether the program registers the user's time usage. Specify the address format used on printed documents. Specify where the contact name needs to appear in mailing addresses. Specify the size of the interval to be used when rounding amounts in local currency (LCY). Specify if invoice amounts are rounded up or down. The option selected here is used with the rounding interval specified in the Invoice Rounding Precision (LCY) field. The date in this field determines if and when G/L accounts can be deleted. G/L accounts with entries on or after the date specified in this field cannot be deleted. If selected, the program prevents G/L accounts that are used in setup tables, such as posting groups, from being deleted. Select this field if LCY is an EMU currency. This field is only used when applying entries in different currencies. Enter the currency code for LCY. The value is only used on printouts, since the program uses as the indicator for LCY when displaying information in tables. Specify whether the payment discount is based on amounts including or excluding VAT. If selected, the program recalculates VAT amounts when posting payments that trigger payment discounts. Specify whether the program manages unrealized VAT. For more information, refer to “VAT and Intrastat.” Enter the maximum VAT correction amount allowed for the local currency. 1-3 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Finance in Microsoft Dynamics™ NAV 5.0 Field VAT Rounding Type Bill-to/Sell-to VAT Calc. Print VAT Specification in LCY Numbering Tab Definition Select how VAT is rounded when calculated for the local currency. By default this field is set to Bill-to/Pay-to No., which indicates that the VAT Business Posting Group is taken from the Bill-to customer or Pay-to vendor for orders/invoices. Select Sell-to/Buy-from No. to use the VAT Business Posting Group for the Sell-to customer or Buy-from vendor for orders/invoices. If selected, a line is added on printed sales documents that specifies the VAT details in LCY in addition to the invoicing currency. If not selected, VAT details will only print in the invoicing currency. Bank Account Nos. is the only field on the Numbering tab. In this field, enter the code for the number series that will be used to assign numbers to bank accounts. No. Series are described and set up in the Application Setup content. Dimensions Tab On the Dimensions tab, specify the global and shortcut dimensions to be used for financial reporting. The codes specified here are selected from the dimensions set up in the Dimension table, as described in the Dimensions section in the Application Setup content. FIGURE 1.2 GENERAL LEDGER SETUP WINDOW, DIMENSIONS TAB 1-4 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Chapter 1: Financial Management Setup Global dimensions can be used: • As filters for G/L entries. • On all reports, account schedules, and batch jobs. Determine which two dimensions are likely to be analyzed most frequently and select these as the two global dimensions. Shortcut dimensions offer a fast and convenient way to enter dimension information directly on the line in journals and in sales and purchase documents. The program automatically creates the first two shortcut dimensions using the Global Dimensions. The other six shortcut dimensions are available only if Advanced Dimensions are purchased. Functions Button The Functions button on the General Ledger Setup window contains two functions: • Change Global Dimensions • Change Payment Tolerance Use the Change Global Dimensions batch job to change either one or both of the global dimensions. NOTE: Changing a global dimension code requires that the program make changes to entries already posted. It is important to carefully consider which dimension codes are designated as global dimension to minimize the need for future changes. Use the Change Payment Tolerance batch job to: • Change either the maximum payment tolerance or the payment tolerance percentage. • Filter by currency. Reporting Tab The Reporting tab is used to determine if and how additional reporting currency is used. Additional reporting currency is used when transaction information also needs to be available in a currency other than local currency. 1-5 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Finance in Microsoft Dynamics™ NAV 5.0 The fields on the Reporting tab are: Field Additional Reporting Currency Definition Specify the currency used as an additional reporting currency in the General Ledger area. If specified: • G/L and other entries, including VAT entries in both LCY, and additional reporting currency are automatically recorded. the additional reporting currency. VAT Exchange Rate Adjustment Used with the Additional Reporting • Reports are printed in either LCY or Currency field, to specify how the accounts set up for VAT posting in the VAT Posting Setup table are adjusted for exchange rate fluctuations between LCY and the additional reporting currency. Application Tab The fields on the Application tab are used to specify: • Currency rounding tolerance • How payments are applied to outstanding amounts, including: – Payments from customers – Payments to vendors The Application tab contains the following fields: Field Appln. Rounding Precision Payment Disc. Tolerance Warning, Payment Disc. Tolerance Posting, and Payment Discount Grace Period Definition Specify the size of the interval allowed as a rounding difference for LCY when applying LCY entries to entries in a different currency. Complete these fields to allow tolerance on payment discount terms. More information concerning payment discount tolerance is available in the Receivables Management and Payables Management sections of the Finance content. 1-6 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Chapter 1: Financial Management Setup Field Payment Tolerance Warning and Payment Tolerance Posting Definition Complete these fields to close outstanding receivables and payables with payment amounts that are different from what is owed. More information concerning payment tolerance is available in the Receivables Management and Payables Management sections of the Finance content. Matching Activity: General Ledger Setup Window Task: The following are characteristics of the General Ledger Setup window. Match the characteristic to the elements on General Ledger Setup window. _____ 1. Contains only one field. _____ 2. Prevent entries that can change prior period data. _____ 3. Used to specify two globals and up to eight shortcuts. _____ 4. A function can be run from this window to change this. _____ 5. LCY is the acronym for this. _____ 6. Determine if and how additional reporting currency is used. a. Allow Posting From / Allow Posting To fields b. Local Currency c. Dimensions tab d. Reporting tab e. Numbering tab f. Payment Tolerance Accounting Periods Before posting in a fiscal year in Microsoft Dynamics NAV 5.0: • The fiscal year must be opened. • Accounting periods must be defined. The shortest possible accounting period is one day and at least one accounting period must be set up for each fiscal year. The Accounting Periods window is used to: • Open new fiscal years • Define accounting periods • Close fiscal years 1-7 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

Finance in Microsoft Dynamics™ NAV 5.0 Accounting periods can be used as a time reference in Microsoft Dynamics NAV 5.0. For example, when reviewing posted entries in a Balance/Budget window, the length of the accounting period, such as one month or one quarter, is specified. In this section, Accounting Periods are set up. Set up an Accounting Period Manually Accounting Periods can be created using one of the following methods: • Manually • Automatically using the Create Fiscal Year batch job. To manually set up an Accounting Period, follow these steps: 1. On the Navigation Pane, click Financial Management > Setup > Accounting Periods. FIGURE 1.3 ACCOUNTING PERIODS WINDOW 2. In the Starting Date field, enter the date that the accounting period begins. 3. In the Name field, the name of the month corresponding to the Starting Date is entered as a default. Update this field as necessary. 4. Place a check mark in the New Fiscal Year check box to indicate the start of the year. 5. Repeat steps 1-2 for each month in the period. The New Fiscal Year check box must contain a check mark if an accounting period is the first one in a fiscal year. Microsoft Dynamics NAV 5.0 uses that period to determine which periods to close when the Close Year function is run. 1-8 Microsoft Official Training Materials for Microsoft Dynamics ™ Your use of this content is subject to your current services agreement

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