AX 2012 | Add invoices to invoice groups

Dynamics AX give us the functionality to add invoices to an invoice group so that you can find and update invoices that are grouped together, without using a query. for example we can classify our expenses invoices per department. all what we need to do is add the invoice to custom group code which represent the department.

also we can setup AX to default group code for new invoices: User name, Date, or Custom. For example, select User name to automatically group new invoices by the name of the user who created them. Users can change the code on individual invoices.

the following steps illustrate how to configure and use the Invoice group functionality:


1- To set up the accounts payable to allow invoice groups go to Accounts payable > Setup > Accounts payable parameters. Click Invoice and select Use invoice groups for this company.

2- In the Default code for invoice groups field, select the value to use as the default group code for new invoices: User name, Date, or Custom. For example, select User name to automatically group new invoices by the name of the user who created them. Users can change the code on individual invoices.

3- In the Custom code for invoice groups field, enter a custom group code to use for new invoices. The code can be up to 10 alphanumeric characters long, and it can also include symbols and spaces. This field is available only if Custom is selected in the Default code for invoice groups field.

4- In the Custom code for web service invoices field, enter a custom code to use for new invoices that are created by the web service. The code can be up to 10 alphanumeric characters long.

5- Now to add invoices to an invoice group  go to Accounts payable > Common > Vendor invoices > Pending vendor invoices. On the Action Pane, click Invoice to create an invoice.

6- In the Invoice group field on the Vendor invoice header FastTab, select the invoice group code for the invoice. For example, you might create two invoices that have the invoice group code of HR which represent the department of HR and two invoices that have the invoice group code of Finance  which represent the department of Finance . The four invoices are divided among the two groups, HR and Finance.

7- now you can find to invoices that grouped together using the invoice group field.

AX 2012 | Main account & Dimension value mask

Most likely that you notice the Dimension value mask and Main account mask fields during the setup of financial dimension and the chart of account. These fields give you the ability to enter a format mask to use for creating financial dimension values and main accounts. A format mask limits the amount and type of information that you can enter for dimension values.

the following steps illustrate how to setup and use this functionality :

1- Go to General ledger > Setup > Financial dimension > Create new dimension >  select Custom dimension in the Use values from field.

2- in the Dimension value mask field, enter a format mask to use when financial dimension values are created. A format mask limits the amount and type of information that you can enter for dimension values.You can also enter number signs (#)  and (&) signs  for letters  for example To limit the dimension value to the letters PRO and four numbers, you enter PRO-### as the format mask.

3- now click the  Dimension value button and try to add new Dimension value different from the mask format. AX will throw error message to inform you that The dimension value does not match the dimension mask PRO-###

4- To do the same with the main accounts go to general ledger > setup > chart of accounts > chart of accounts > Select chart of account then enter the main account mask. for example To limit the main account to six letters , you enter &&&&&& as the format mask.

5- Go to  general ledger > Main accounts > create new account and try to add new main account different from the mask format. AX will throw error message to inform you that The main account does not match the dimension mask &&&&&&.

Withholding Sales Tax AX 2012

In this post we will discuss how to set up and calculate the withholding tax in Dynamics AX. Withholding tax is due on non-inventory deliveries (services), that a supplier delivers.

Buyer is legally responsible for paying withholding tax therefore The buyer is responsible for withholding a certain percentage of the invoice amount at the time of payment. (Net amount = invoice amount - withholding tax) is paid to the supplier. 

The tax withheld posts to a ledger account for withholding tax, and periodically is paid to the TAX authorities.

To to set up withholding tax perform the following steps:



1- Go To General Ledger > Setup > Withholding tax > Withholding tax codes. Click New, Enter Enter withholding tax codes and Description, Select the withholding main account (withholding Is a liability therefore only balance sheet accounts or liability accounts are valid accounts for posting withholding tax). click Values.

2- Enter The Tax percentage. Close the form

3- Go To General Ledger > Setup > Withholding tax > Withholding tax Groups. Click New Enter withholding tax group name. Click Add in the setup tab to attach the relevant withholding tax code that we created in step 1.

4- Go To Accounts Payable > Common > Vendors > Select vendor then click Edit > Go to Invoice and delivery Tab select the Calculate
withholding tax check box and a Withholding tax group to activate the calculation when a payment is entered in a journal for this Vendor.

6- Go To Accounts Payable > Journals > Invoices > Invoice Journal > Create Invoice journal, select the vendor account that is set up to calculate withholding tax. for the purpose of this example i will create 1000 USD invoice journal, post the invoice.

7-To Calculate and post withholding tax in the payment journal go to Accounts Payable > Journals > payments > payment journal. Create new payment select the vendor account that is set up to calculate withholding tax. Click Functions > Settlement.

8- Select the invoice which we had created in step 6. Verify the Infolog information about the calculated withholding tax and close the Infolog. Then Close the form.

10- The payment amount on the journal line is reduced by the withholding tax amount (Net Amount = 1000 - 100 ).

11- Post.

12- Click Inquiry > Voucher. to Verify the Voucher information about the calculated withholding tax. Click Related Voucher then click Voucher.

13- Note that Withholding tax was posted to the main account that we set up in step 1.

Shortcut keys to find and filter data in AX 2012

You,me and everyone likes shortcut keys. MS Dynamics AX come with around 100 shortcut keys.

Seven of them designed to find and filter data. Today we are going to discuss The most important three in my opinion at least.

1. ALT+F3                     Filter data by the current field value.
2. CTRL+SHIFT+F3       Clear all filters.
3. CTRL+UP ARROW    Move to the filter field of the column that the cursor is in.

In the following section we will use the "Main Account List" to demonstrate the previous shortcuts key.

1. Go to General Ledger ----> Common ----> Main Account
   
2. Select any value under the "Main account type" in my case i will chose Reporting.
   
3. Press ALT+F3 The list will filter the data by the current field value.
   
4. To remove All Filters press CTRL+SHIFT+F3 To Clear all filters.
   
5. press CTRL + G To open the grid filter bar
   
6. press CTRL+UP ARROW and the courser will move to the filter field of the column that the cursor is in.
   

Payments in advance ( prepayment ) from a customer | AX 2012

This Article discuss Payments in advance ( prepayment ) from a customer. This article divided into three parts

• Introduction
• Setup (Step by step with screenshots )
• Implementation (Step by step with screenshots )

Introduction:                                                                            

Accounting practices in many countries/regions require that prepayment journal vouchers, or payments in advance, from a customer or to a vendor not be posted to the usual summary accounts for the customer or vendor. Instead, these prepayment journal vouchers must be posted to special ledger accounts for prepayment journal vouchers. When a sales order or purchase order is made, an invoice is issued to the customer or vendor. When the invoice is paid, the prepayment journal voucher and sales tax prepayment journal voucher on the ledger accounts for the prepayment journal vouchers are reversed. The invoice amounts are then automatically posted to the usual summary accounts.


  

Setup:                                                                                        

• Create Prepayment Posting Profile

1. Click Accounts receivable > Setup > Customer Posting Profiles.
2. Click New to Create New Posting Profile
   
   
3. Write the posting profile name in the Posting Profile Field for example "PRE".
   
   
4. Write the posting profile description in the Description Field for example "Prepayments".
5. Go to the Setup Section.
   
   
6. Click the Add Button and select All form the Account Code Filed to apply the setup for All Customer in the legal entities
   
   
7. Select the prepayment summary account from the summary Account filed.
   
   
8. (if required) Select the prepayments sales tax Account from Sales Tax prepayments Filed. 
   
   
9. Press the Close Button.
   
   

• Setup Account Receivable parameters to use prepayment posting profile 

1. Click Accounts receivable > Setup > Accounts receivable parameters.
   
   
2. Click Ledger and sales tax from the left pane then open the Payment Section .
   
   
3. If sales tax is calculated and posted when you post a prepayment journal voucher, select the Sales tax on prepayment journal voucher check box. 
   
   
4. In the Posting profile with prepayment journal voucher field, select a posting profile to indicate the accounts to which the prepayment journal voucher and sales tax prepayment journal vouchers are posted. (Select the Posting profile was created in the previous setup)
   
   
5. Press the Close Button
   
   

Implementation:                                                                      

• Create a prepayment journal voucher

1. Click Accounts receivable > Journals > Payments > Payment journal.   
   
   
   
   
2. Create a journal.  
   
3. On the Setup tab, select the Amounts include sales tax check box if you want to post the prepayment journal voucher together with sales tax amounts.
   
4. Click Lines, and then create the payment line.
   
5. On the Payment tab, select the Prepayment journal voucher check box. The posting profile changes automatically to the posting profile for the prepayment journal voucher.
   
6. Post the prepayment journal voucher.
   

• Settle Customer invoice with the prepayment.

1. Click Accounts receivable > Common > Customer Invoices> Open Customer Invoices.
   
   
2. Select Invoice and Click the Settle Open Invoice Button.
   
   
3. In the Settle open transactions form, settle the invoice with the prepayment journal voucher