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Using Microsoft Dynamics 365 for Finance and Operations.pdf
Preface
Table of Contents
1 What is Microsoft Dynamics 365/AX?
1.1 Dynamics 365, Dynamics AX and Axapta
1.2 Dynamics 365 for Finance and Operations at a Glance
1.2.1 Functional Capabilities
1.2.2 Implementation
1.2.3 Data Structure
1.2.4 Voucher Principle
2 Getting Started: Navigation and General Options
2.1 User Interface and Common Tasks
2.1.1 Login and Authentication
2.1.2 Navigation
2.1.3 Elements of the User Interface
2.1.4 Working with Records
2.1.5 Filtering and Sorting
2.1.6 Help System
2.1.7 Case Study Exercises
2.2 Printing and Reporting
2.2.1 Printing Documents
2.2.2 Microsoft Office Integration
2.2.3 Case Study Exercise
2.3 Advanced Options
2.3.1 User Options and Personalization
2.3.2 Record Information and Templates
2.3.3 Case Study Exercises
2.4 Global Address Book
2.4.1 Parties and Addresses
2.4.2 Address Books
2.4.3 Case Study Exercise
3 Purchase Management
3.1 Business Processes in Purchasing
3.1.1 Basic Approach
3.1.2 At a Glance: Purchase Order Processing
3.2 Vendor Management
3.2.1 Vendor Records
3.2.2 Payment Terms and Cash Discounts
3.2.3 Ledger Integration
3.2.4 Case Study Exercises
3.3 Product Management in Purchasing
3.3.1 Product Categories and Procurement Categories
3.3.2 Basic Product Data
3.3.3 Purchase Price Setup
3.3.4 Case Study Exercises
3.4 Purchase Order Management
3.4.1 Basics of Purchase Order Processing
3.4.2 Purchase Order Registration
3.4.3 Change Management and Purchase Order Approval
3.4.4 Canceling and Deleting Purchase Orders
3.4.5 Purchase Inquiries and Order Confirmations
3.4.6 Case Study Exercises
3.5 Item Receipts
3.5.1 Basics of Item Receipts
3.5.2 Receipts Lists
3.5.3 Inventory Registration
3.5.4 Product Receipts
3.5.5 Partial Delivery, Underdelivery, and Overdelivery
3.5.6 Order Status and Inquiries
3.5.7 Case Study Exercises
3.6 Invoice Receipts
3.6.1 Processing Vendor Invoices
3.6.2 Order Status and Inquiries
3.6.3 Case Study Exercises
3.7 Vendor Credit Notes and Item Returns
3.7.1 Crediting and Returning
3.7.2 Credit Notes without Item Return
3.7.3 Case Study Exercise
3.8 Purchase Agreements, Requisitions, and Quotation Requests
3.8.1 Purchase Agreements
3.8.2 Purchase Requisitions
3.8.3 Requests for Quotation
3.8.4 Case Study Exercise
4 Sales and Distribution
4.1 Business Processes in Sales and Distribution
4.1.1 Basic Approach
4.1.2 At a Glance: Sales Order Processing
4.2 Customer Management
4.2.1 Core Data in the Customer Records
4.2.2 Case Study Exercise
4.3 Product Management in Sales
4.3.1 Product Data and Sales Categories
4.3.2 Sales Price and Discount Setup
4.3.3 Case Study Exercises
4.4 Sales Order Management
4.4.1 Basics of Sales Order Processing
4.4.2 Sales Quotations
4.4.3 Sales Order Registration
4.4.4 Order Prices and Discounts
4.4.5 Surcharge Management
4.4.6 Sales Order Confirmations
4.4.7 Case Study Exercises
4.5 Delivery Management
4.5.1 Basics of Picking and Shipping
4.5.2 Pick Form and Picking Lists
4.5.3 Picking Workbench
4.5.4 Packing Slips
4.5.5 Case Study Exercises
4.6 Sales Invoices
4.6.1 Sales Order Invoices
4.6.2 Collective Invoices
4.6.3 Free Text Invoices
4.6.4 Case Study Exercises
4.7 Sales Credit Notes and Item Returns
4.7.1 Return Order Management
4.7.2 Simple Credit Notes
4.7.3 Case Study Exercise
4.8 Direct Deliveries
4.8.1 Processing Direct Deliveries
4.8.2 Case Study Exercise
4.9 Trade Allowances and Incentive Management
4.9.1 Trade Allowances
4.9.2 Broker Contracts
4.9.3 Royalty Agreements
4.9.4 Vendor Rebates
5 Production Control
5.1 Business Processes in Manufacturing
5.1.1 Basic Approach
5.1.2 At a Glance: Production Order Processing
5.2 Product Management and Bills of Materials
5.2.1 Product Data in Manufacturing
5.2.2 Bills of Materials (BOM)
5.2.3 Case Study Exercises
5.3 Resource and Route Management
5.3.1 Working Time Calendars and Templates
5.3.2 Resource Groups and Resource Management
5.3.3 Routes and Operations
5.3.4 Case Study Exercises
5.4 Production Order Management
5.4.1 Basics of Production Order Processing
5.4.2 Production Order Registration
5.4.3 Processing Production Orders
5.4.4 Case Study Exercises
5.5 Consumption of Material and Resource Capacity
5.5.1 Journal Setup and Ledger Integration
5.5.2 Picking Lists
5.5.3 Resource Usage
5.5.4 Case Study Exercises
5.6 Reporting as Finished and Ending Production
5.6.1 Reporting as Finished
5.6.2 Ending and Costing
5.6.3 Case Study Exercise
5.7 Subcontracting
5.7.1 External Resources
5.7.2 Purchased Services
5.8 Formulas and Batch Production Orders
5.8.1 Formula Management
5.8.2 Batch Production Orders
6 Operations Planning
6.1 Business Processes in Operations Planning
6.1.1 Basic Approach
6.1.2 At a Glance: Master Planning
6.2 Forecasting
6.2.1 Basics of Forecasting
6.2.2 Forecast Settings
6.2.3 Forecasts and Forecast Planning
6.2.4 Case Study Exercises
6.3 Master Planning
6.3.1 Basics of Master Planning
6.3.2 Master Planning Setup
6.3.3 Item Coverage and Item Settings
6.3.4 Master Planning and Planned Orders
6.3.5 Case Study Exercises
7 Inventory and Product Management
7.1 Principles of Inventory Transactions
7.1.1 Basic Approach
7.1.2 At a Glance: Inventory Journal Transactions
7.2 Product Information Management
7.2.1 General Product Data
7.2.2 Inventory Dimension Groups
7.2.3 Item Model Groups
7.2.4 Transactions and Inventory Quantity
7.2.5 Case Study Exercises
7.3 Inventory Valuation and Cost Management
7.3.1 Valuation and Cost Flow
7.3.2 Inventory Closing and Adjustment
7.3.3 Product Cost Management
7.3.4 Case Study Exercises
7.4 Business Processes in Inventory
7.4.1 Inventory Structures and Parameters
7.4.2 Inventory Journals
7.4.3 Inventory Counting
7.4.4 Transfer Orders
7.4.5 Item Reservation
7.4.6 Quarantine and Inventory Blocking
7.4.7 Quality Management
7.4.8 Consignment Inventory
7.4.9 Case Study Exercises
8 Warehouse and Transportation Management
8.1 Advanced Warehouse Management
8.1.1 Core Setup for Warehouse Management
8.1.2 Core Warehouse Processes
8.1.3 Advanced Options for Inbound and Outbound Processes
8.1.4 Tasks within the Warehouse
8.1.5 Case Study Exercises
8.2 Transportation Management
8.2.1 Core Setup for Transportation Management
8.2.2 Managing Transportation Processes
9 Financial Management
9.1 Business Processes in Finance
9.1.1 Basic Approach
9.1.2 At a Glance: Ledger Journal Transactions
9.2 Core Setup for Finance
9.2.1 Fiscal and Ledger Calendars
9.2.2 Currencies and Exchange Rates
9.2.3 Financial Dimensions
9.2.4 Account Structures and Chart of Accounts
9.2.5 Customers, Vendors, and Bank Accounts
9.2.6 Sales Tax / VAT Settings
9.2.7 Basic Setup for Journal Transactions
9.2.8 Case Study Exercises
9.3 Transactions in Finance
9.3.1 General Journals
9.3.2 Invoice Posting
9.3.3 Payments
9.3.4 Transaction Reversal
9.3.5 Case Study Exercises
9.4 Ledger Integration
9.4.1 Basics of Ledger Integration
9.4.2 Ledger Integration in Inventory
9.4.3 Ledger Integration in Production
10 Core Setup and Essential Features
10.1 Organizational Structures
10.1.1 Organization Model Architecture
10.1.2 Organization Units
10.1.3 Organization Hierarchy Structures
10.1.4 Legal Entities (Company Accounts)
10.1.5 Cross-Company Data Sharing
10.1.6 Sites
10.2 User and Security Management
10.2.1 Access Control
10.2.2 Users and Employees
10.2.3 Role-Based Security
10.3 Common Settings
10.3.1 Number Sequences
10.3.2 Calendars
10.3.3 Address Setup
10.3.4 Parameters
10.4 Alerts and Workflow Management
10.4.1 Alert Rules and Notifications
10.4.2 Configuring Workflows
10.4.3 Working with Workflows
10.5 Other Features
10.5.1 Document Management
10.5.2 Case Management
10.5.3 Task Recorder and Task Guide
10.5.4 Mobile App
Appendix
Setup Checklist
Basic Setup
Other Key Settings and Master Data
Commands and Shortcut Keys
Bibliography
Literature
Other Sources
Index
Andreas Luszczak
Using Microsoft
Dynamics 365
for Finance and
Operations
Learn and understand the functionality
of Microsoft’s enterprise solution
Using Microsoft Dynamics 365 for Finance and
Operations
Andreas Luszczak
Using Microsoft Dynamics
365 for Finance and
Operations
Learn and understand the functionality
of Microsoft’s enterprise solution
Andreas Luszczak
Wien, Austria
ISBN 978-3-658-24106-3
https://doi.org/10.1007/978-3-658-24107-0
ISBN 978-3-658-24107-0
(eBook)
Library of Congress Control Number: 2018965573
Springer Vieweg
© Springer Fachmedien Wiesbaden GmbH, part of Springer Nature 2019
This work is subject to copyright. All rights are reserved by the Publisher, whether the whole or part of the
material is concerned, specifically the rights of translation, reprinting, reuse of illustrations, recitation,
broadcasting, reproduction on microfilms or in any other physical way, and transmission or information storage
and retrieval, electronic adaptation, computer software, or by similar or dissimilar methodology now known or
hereafter developed.
The use of general descriptive names, registered names, trademarks, service marks, etc. in this publication does
not imply, even in the absence of a specific statement, that such names are exempt from the relevant protective
laws and regulations and therefore free for general use.
The publisher, the authors and the editors are safe to assume that the advice and information in this book are
believed to be true and accurate at the date of publication. Neither the publisher nor the authors or the editors
give a warranty, express or implied, with respect to the material contained herein or for any errors or omissions
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and institutional affiliations.
This Springer Vieweg imprint is published by the registered company Springer Fachmedien Wiesbaden GmbH
part of Springer Nature
The registered company address is: Abraham-Lincoln-Str. 46, 65189 Wiesbaden, Germany
Preface
Reading this Book
The primary purpose of this book is to provide you with a good knowledge of the
concept and functionality of Microsoft Dynamics 365 for Finance and Operations.
As a result, you should be able you to execute business processes in the application
on your own. It is primarily designed for users, students, and consultants who are
interested in learning how to use the application.
Going beyond the operations on the user interface, you learn how the different
parts of the application work together. For this reason, also system administrators,
developers, IT executives, or consultants who do not know all the details of the
application take advantage of getting to know the end-to-end concept.
The best way to learn an application is to use it. For that reason, this book includes
exercises that build up on each other in a comprehensive case study. If you need
support with the exercises, download the illustrated sample solutions.
Microsoft Dynamics 365 for Finance and Operations is a very comprehensive
business solution, which makes it impossible to explain all parts of the application
in a single book. In order to provide a profound understanding of the core
application, this book addresses the core functionality in the supply chain
(including trade and logistics, and production control) and finance management. It
covers the application but does not cover tasks in system administration and
development.
Microsoft Dynamics 365 Version
This book is based on version 8.1 of Microsoft Dynamics 365 for Finance and
Operations (released in October 2018). It is an update of my previous book editions
on Dynamics AX. In order to avoid repeating the current long name, the short
name “Dynamics 365” is used for the application in most parts of this book.
Applicable Settings
In Dynamics 365, you can individually select the language of your user interface.
Descriptions and illustrations in this book refer to the language “EN-US” (United
States English). Whereas it is obvious that the Dynamics 365 client shows different
labels when you select languages like Spanish or Russian, there are also differences
when you select British English. For example, the label for the field “Sales tax” is
“VAT” in British English. Other differences between your application and the
VI
Preface
descriptions in the book are possibly caused by permission settings, by local
features, by later updates, or by modifications and add-ons in your application.
In order to benefit from the explanations, it is recommended to practice with
Dynamics 365. A separate test application, which you can use to execute the
exercises, is required to avoid an impact on actual company data.
The illustrations and the exercises in this book refer to the Microsoft standard
demo environment with the company “Contoso Entertainment System USA”
(“USMF”). For the screenshots, the color theme “High contrast” and a small
element size has been selected in the visual preferences of the user options. In
order to grant a flexible choice of your training environment, the tasks in the
exercises are specified in a way that you can use any Dynamics 365 test
environment of your choice.
Available Support
You can download the exercise guide for the exercises in this book and other
applicable resources from the online service of the publisher, or from my website:
http://D365book.addyn.com
If you have comments or questions regarding the book or the exercises, please
contact me via this website or e-mail to lua@addyn.com.
Acknowledgments
Many people have been involved in finalizing this book, directly and indirectly,
from the first to the current edition. Thank you to all of them. In particular, I would
like to mention Matthias Gimbel (STZ IT Business Consulting), Ingo Maresch
(Solutions Factory Consulting), and Finn Nielsen-Friis (AXcademy).
Thank you also to the editor, Sabine Kathke, and to my family – Sonja, Felix, and
Caroline.
Andreas Luszczak
Table of Contents
1 What is Microsoft Dynamics 365/AX? ..................................................................... 1
1.1 Dynamics 365, Dynamics AX and Axapta .................................................... 1
1.2 Dynamics 365 for Finance and Operations at a Glance .............................. 2
1.2.1 Functional Capabilities ........................................................................ 2
1.2.2 Implementation ..................................................................................... 3
1.2.3 Data Structure ....................................................................................... 4
1.2.4 Voucher Principle ................................................................................. 4
2 Getting Started: Navigation and General Options ................................................ 5
2.1 User Interface and Common Tasks ............................................................... 5
2.1.1 Login and Authentication .................................................................... 5
2.1.2 Navigation ............................................................................................. 5
2.1.3 Elements of the User Interface ............................................................ 9
2.1.4 Working with Records ....................................................................... 17
2.1.5 Filtering and Sorting ........................................................................... 23
2.1.6 Help System ......................................................................................... 28
2.1.7 Case Study Exercises .......................................................................... 29
2.2 Printing and Reporting.................................................................................. 30
2.2.1 Printing Documents ............................................................................ 30
2.2.2 Microsoft Office Integration .............................................................. 35
2.2.3 Case Study Exercise ............................................................................ 37
2.3 Advanced Options ......................................................................................... 37
2.3.1 User Options and Personalization .................................................... 37
2.3.2 Record Information and Templates ................................................. 41
2.3.3 Case Study Exercises .......................................................................... 44
2.4 Global Address Book ..................................................................................... 44
2.4.1 Parties and Addresses ........................................................................ 44
2.4.2 Address Books ..................................................................................... 46
2.4.3 Case Study Exercise ............................................................................ 47
3
Purchase Management ............................................................................................ 49
3.1 Business Processes in Purchasing ................................................................ 49
3.1.1 Basic Approach ................................................................................... 49
3.1.2 At a Glance: Purchase Order Processing ......................................... 52
VIII
Table of Contents
3.5
3.2 Vendor Management .................................................................................... 54
3.2.1 Vendor Records .................................................................................. 54
3.2.2 Payment Terms and Cash Discounts ............................................... 59
3.2.3 Ledger Integration ............................................................................. 62
3.2.4 Case Study Exercises ......................................................................... 63
3.3 Product Management in Purchasing .......................................................... 64
3.3.1 Product Categories and Procurement Categories ......................... 64
3.3.2 Basic Product Data ............................................................................. 66
3.3.3 Purchase Price Setup ......................................................................... 71
3.3.4 Case Study Exercises ......................................................................... 76
3.4 Purchase Order Management ...................................................................... 76
3.4.1 Basics of Purchase Order Processing ............................................... 76
3.4.2 Purchase Order Registration ............................................................ 79
3.4.3 Change Management and Purchase Order Approval .................. 86
3.4.4 Canceling and Deleting Purchase Orders ....................................... 88
3.4.5 Purchase Inquiries and Order Confirmations ................................ 89
3.4.6 Case Study Exercises ......................................................................... 92
Item Receipts .................................................................................................. 93
3.5.1 Basics of Item Receipts ...................................................................... 93
3.5.2 Receipts Lists ...................................................................................... 94
3.5.3 Inventory Registration ....................................................................... 94
3.5.4 Product Receipts ................................................................................. 98
3.5.5 Partial Delivery, Underdelivery, and Overdelivery .................... 100
3.5.6 Order Status and Inquiries .............................................................. 102
3.5.7 Case Study Exercises ....................................................................... 105
Invoice Receipts ........................................................................................... 106
3.6.1 Processing Vendor Invoices ............................................................ 106
3.6.2 Order Status and Inquiries .............................................................. 111
3.6.3 Case Study Exercises ....................................................................... 113
3.7 Vendor Credit Notes and Item Returns ................................................... 114
3.7.1 Crediting and Returning ................................................................. 114
3.7.2 Credit Notes without Item Return ................................................. 116
3.7.3 Case Study Exercise ......................................................................... 117
3.8 Purchase Agreements, Requisitions, and Quotation Requests ............. 118
3.8.1 Purchase Agreements ...................................................................... 118
3.8.2 Purchase Requisitions ..................................................................... 119
3.8.3 Requests for Quotation .................................................................... 121
3.8.4 Case Study Exercise ......................................................................... 124
3.6
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