AX Functional

Thursday, 8 October 2015

AX 2012 Cash flow forecast Part I: Sales Cash flow forecast

Purpose: The purpose of this article is to illustrate how to use Cash flow forecast functionality for sales orders .

Use the following procedures to work with Cash flow forecast:

1. Click General ledger > Setup > Posting > Liquidity.

2. Click New to create a line for a liquidity account.

3. In the Main account field, select a ledger account that is a cash or cash-equivalent account then close the form

4. Click Accounts receivable > Setup > Customer posting profiles.

5. On the Setup tab, in the Settle account field, select the account to use as the liquidity ledger account for customer payments then close the form

6. Click General ledger > Setup > Chart of accounts > Chart of accounts.

7. Select a chart of accounts. Select the Account receivable summary account and then click Edit on the Main accounts tab.

8. Select Companies in the Select the level of main account to display field and select a legal entity. On the Setup tab, click Cash flow forecast.

9. In the Percent field, enter 100.

10. In the Terms of payment field, select the terms of payment.

11. In the Main account field, select the cash account to which the sales account is linked for the cash flow forecast.

12. Close the Set up cash flow forecasts form.

13. Click Accounts receivable > Common > Sales orders > All sales orders.

14. Create a sales order of 10,000 for a customer whose Terms of payment field value is the same as in step 10

15. Calculate the cash flow forecast. (Click General ledger > Periodic > Currency requirement > Calculate cash flow forecasts.

16. Select New in the Calculate the cash flow forecast then click ok Button.

17. Close the info message box

18. Click General ledger > Common > Main accounts.

19. Select the cash account that you selected in step 11 then On the Action Pane, in the related information group, click Cash flow forecasts.

20. As you can see the system show the Cash flow forecasts for the test bank account. Note that the date is equal (Shipping date + Term of payment (30 working days days in my case)

21. Note: if you create new sales orders the system will create a new record for each sales order. So if you need to know the Cash in for a specific date you need to filter the data in the Cash flow forecasts then do manual summation.

Note 2: please note that all cash flow forecast transaction will be moved to the newsettlement account which was selected in the Customer Profile when you Calculate the cash flow forecast

AX 2012 ِAlert Management Part I : Change based alerts

Purpose: The purpose of this article is to illustrate how to configure and use the change based alerts functionality in MS Dynamics Axapta 2012

Scenario: In this article we are going to send alert to specific user if the value in the "Report as ready" field has been changed in General Journal Voucher. To do that we need to do the following :

First : Configure the Server configuration

Go to System administration --> Setup --> System --> Server configuration.

Make sure that one of AOS in selected as batch server. if there is no AOS was defined as batch server.
Close the form

second: Configure the Batch group

Go to System administration --> Setup --> Batch group.
Click the New button to create a new record in the Batch group form by entering proper name and description.
Switch to the Batch servers tab on the Batch group form then from the right side select the Batch server how is responsible to run this batch group and moving it to the left side.
Close the form

third: Configure Change based alerts

Go to System administration --> Periodic --> Alerts --> Change based alerts.
in the change based alert form select the "Batch Processing" check box.
From the "Batch Group" dropdown list select the batch group that we create early.
Click the "Recurrence" Button.
From the recurrence form select "No end Date" radio button then from the "Recurring pattern" select "Minutes" Radio Button then write "1" in the "Count" Field.
click close button to go back to the "Change based alerts" form.
Click the "Alerts" Button.
From the Alerts form unchecked "Ended", "Error" and "Canceled" Check boxes to prevent popup each time the batch is ended, Canceled or have an error. you can leave them checked if your business required that kind of alert.
click close button to go back to the "Change based alerts" form.
in the "Change based alerts" form click "OK" Button to create the Batch Job.
Click Close to close the Massage Box.

fourth: Create the alert rule

Go to General ledger --> Journals --> General journal

Switch to the History tab on the General journal form.
Click Right click and select Create alert rule.
From the Create alert rule do the following:

select "Report as ready by" from the dropdown list.
select "Has Changed" from the Event dropdown list.
Select All record in Ledger Journal Table Radio Button.
Write the Message Subject
Write the Message Body
Select the user who will receive the alert from the User Id dropdown list.
Select to show the alert as pop-ups from the "Show pop-ups" check box
Click "Ok" Button to close the form.

Close the Manage alert rules form.

fifth: Setup notification options for user

Go to file menu -->Tools-->Options-->Notifications.
Change the Receive notification every (Minutes) field and change the the value to "1"

Sixth: Create New Journal

Go to General Ledger --> Journals --> General Journal.

Click the New button and create a new Journal Batch then Click the Lines button and Create New Voucher.
Click the Approval --> "Report as ready" then close the form. if Approval Menu dose note exist I your form do the following:

Go to General Ledger --> Setup --> Journal --> Journal Name

Select the Journal Name that you will use with alert

Click Active Check Box

Select the User Group form the Drop down list

Close the form

go back to the to the general journal form

the Approval Menu should be exisit.

4. Wait for one minute and the pop-up will appear in the screen corner.

5. Click on the pop-up and the notification screen will open. check the details then Press "Go to origin" to open the Journal that Couse this alert .

Thursday, 1 October 2015

Setup Ledger allocation rule

This article describes how to setup and use ledger allocation rules in Dynamics AX 2012. This functionnality can be use to allocate a global amount in several combinations of account/financial dimension. The key of the repartition can be fixed or linked to an other account. In an allocation rule, there are several components:

the source: select the account/dimension you want to allocate. The total of the amount from all the journals will be the base of the allocation.
the destination: select all the combinations of account/dimensions that will receive an amount.
the rule: select the way of calculation of the allocation. It can be fixed (enter directly a pourcentage) or variable (with a linked to an other account for example).

The allocation rule, can be setup with several methods:

Option A: Basis allocation method
Option B: Fixed percentage method
Option C: Fixed weight
Option D: Distribute the source document amount equally.

To illustrate this Dynamics AX functionality, I will use an example: the accountant want to allocate the amount of the insurance of the budget “004” into 3 different budgets. The amount of the insurance to allocate is in the account 616000-004.

Option A: the allocation rule is based on the amount of the property rental (account 613200) for each budget.
Option B: the allocation rule is based on a fixe percentage: 10%for budget 001, 35% for budget 002 and 55% for budget 003.

Prerequisites

Before using allocation rule, you need to create a new Journal name with the journal type “Allocation”

Access: GL > Setup > Journals > Journals names

Create a new journal
Select the journal type “Allocation”
Select a voucher series.

Option A: Basis allocation method

You need to use a basis when you want to allocate an amount in several combination of main accounts and dimensions based on another main account/dimension amount. In the case of a basis method, you need to setup a “Ledger allocation basis”.

With the example, I have an amount of insurance charge from a budget (account 61600 with budget 004) that I want to allocate in 3 others budgets. The allocation is based on the amount of the property rental (account 613200) for each budget:

Insurance charge to allocate : account 616000 – 004 = $12000
Destination of my allocation : 616000 – 001 / 616000 – 002 / 616000 – 003
Base of the repartition : Amount of the account 613200 for each budget (001, 002 and 003).
Amount in the accounting :
- 613200 – 001 = 10000
- 613200 – 002 = 15000
- 613200 – 003 = 25000

Step 1 : Create ledger allocation basis

Access: GL > Setup > Posting > Ledger allocation basis

Create one basis rule for each combination of account/dimension. In the example we need to create 3 rules.
Enter a description
Click on Basis

Create a first line and select “Main account” in “Field setting”,
In “Source criteria”, select the main account. In the example, the value 613200,
Create a second line and select “Financial Dimension” in “Field setting”,
In financial dimension filed, select the dimension you need. In the example, it is “budget”,
In “Source criteria”, select the main account. For the first rule, it is “001”.

Create two other rules with the 2 other budget values.
Click on active of each ledger allocation basis.

Step 2: Create ledger allocation rules

Access: GL > Setup > Posting > Ledger allocation rules

Create a new ledger allocation rule
Enter a description

Go to the “General” tab,
Select the allocation method “Basis”,
Select a journal name .

Go to the Offset tab,
Select the offset account. In the example, I want to credit the same account used in the source (61600-004) to have a zero balance after the allocation.

Click on “Source”
Select the main account. In the example, the value is the main account 616000.
You can create an other line to add a financial dimension. In the example, I add a second line with the dimension Budget.

Click on “Destination”
Create a first line with the first Basis rule. Select the Basis rule, the ledger account and financial dimension of the destination (616000-001)
Create a second line with the second basis rule and the ledger account and financial dimension of the destination (616000-002).
Create a third line with the third basis rule and the ledger account and financial dimension of the destination (616000-003).

Go back to the first form and active the rule.

Step 3: Execute allocation rule

In the example, we want to have this results:

Access: GL > Periodic > Process allocation request

Select the allocation rule,
Select the start date to retreive amount for the allocation,
In proposal option, select “Proposal only” to be able to check the journal or “Post anly” to directly post the journal.

Access: GL > Journals > Allocation

Open the new allocation journal created by Dynamics AX.
Post the journal if all is OK.
In the example, I have the amount of the account 616000-004 is allocate into the 3 other budgets according to the amount of the account 613200 for each budget.

Option B: Fixed percentage method

With the example, I have an amount of insurance charge from a budget (account 61600 with budget 004) that I want to allocate in 3 others budgets. The allocation is based on fixed percentage:

Insurance charge to allocate : account 616000 – 004 = $12000
Destination of my allocation : 616000 – 001 / 616000 – 002 / 616000 – 003
Base of the repartition : 10% for budget 001, 35% for budget 002 and 55% for budget 003

Step 1: Create ledger allocation rule

Access: GL > Setup > Posting > Ledger allocation rules

Create a new ledger allocation rule
Enter a description
When the rule is created, don’t forget to click on “Active” to be able to use it.

Go to the tab “General”
Select the allocation method “Fixed percentage”
Select a journal name.

Go to the tab “Offset”
In this example, I want to reversing the initial account/dimension, so I select Source. But you can specifed an other account.

Click on “Source”
Create a new line and select the main account. in the example the value is 616000.
Create a second line and select the financial dimension “Budget” with the value 004 for this example.

Click on “Destination”
Create a first line for the first destination : account 616000-001 with the fixed percentage 10%
Create a second line for the second dimension 002: account 616000-002 with fixed percentage 35%
Create a third line for the the third dimension 003: account 616000-003 with fixed percentage 55%
Check that the total percentage is equal to 100.

Step 2: Execute allocation rule

Access: GL > Periodic > Process allocation request

Select the allocation rule,
Select the start date to retreive amount for the basis of the allocation,
In proposal option, select “Proposal only” to be able to check the journal or “Post anly” to directly post the journal.

Access: GL > Journals > Allocation

Open the new allocation journal.
Post the journal if all is OK.
In the example, I have the amount of the account 616000-004 is allocate into the 3 other budgets according to the percentage of the rule.