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Microsoft Dynamics AX

®

Fiscal books integration with Microsoft Dynamics AX 2009
White Paper This white paper describes how to configure and use the Fiscal books integration between Microsoft Dynamics AX 2009 SP1 RU8 and Microsoft Dynamics AX 2012 R2 to perform fiscal books analysis and reporting. The integration is available as a hotfix from KB 2839295. You can manage your business in Microsoft Dynamics AX 2009, and then transfer fiscal documents and inventory transactions to Microsoft Dynamics AX 2012, where you can perform fiscal books reporting tasks.

May 2013

.................................................................................................................................................................................10 View the fiscal book integration log reader ................................................ 8 Set up a chart of accounts ........................................................14 Z Reports................ KB 2850595 and KB 2839295 ...................................... 9 Fiscal books integration parameters ............................................................................................................................................................................................................... 8 Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298............................................................................. 7 Set up accountant information ................................................................................................................ 7 Set up fiscal establishments ...................................................................................................................................................................................................................................................................................................... 4 Install Microsoft Dynamics AX 2012 R2........................................................Table of Contents Introduction ........................................................................12 Staged inventory on hand ..... 9 Set up fiscal book integration by using the job manager .........................................................................................13 Fiscal receipts.......................................... 11 Maintain ................................................................... 3 Configure Microsoft Dynamics AX 2012 R2........................... 12 View ................................................................... 5 Set up fiscal establishment groups ........................................ 9 Install KB 2839298 for Microsoft Dynamics AX 2009 .......................................................................... 7 Set up General ledger information................................................................................................................................................................................................................................................................................... 8 Set up fiscal calendars ........................ 5 Create number sequences ................................................................................................................................. 12 Actions ............................................................... 4 Create a Brazilian legal entity ..................... 12 Process staging area ......................................................................... 8 Set up currencies ....11 Manage the integration in Microsoft Dynamics AX2012 R2 KB 2850595 and KB 2839295 .............................14 2 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 ........................ 8 Set up a ledger ................................. KB 2850595 and KB 2839295 ................................................................................................................................................. 9 Activate the fiscal book integration.................................................... 3 Process overview ....................................................................................................................................................................................................

As transactions are processed. transfer fiscal documents and inventory transactions to Microsoft Dynamics AX 2012 R2.  The following illustration shows how fiscal documents and inventory transactions flow from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2. When you transfer the fiscal documents and inventory transactions. they go into a staging area. Periodically. When you are satisfied that all errors have been corrected. You must download and install the hotfix for both versions. The integration functionality is included in the hotfix that is available from Knowledge Base article 2839295. Process overview The Fiscal books integration lets you do the following things:   Manage your business in Microsoft Dynamics AX 2009. You can review them and correct any errors that you find while the fiscal documents and inventory transactions are in this staging area. fiscal documents and inventory transactions are created. This paper describes how to set up the integration in both versions and how to interpret the fiscal books information after it is transferred to Microsoft Dynamics AX 2012 R2. 3 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . validate the fiscal documents and inventory transactions.Introduction This white paper provides information about the integration between Fiscal books for Microsoft Dynamics® AX 2012 R2 and Microsoft Dynamics® AX 2009. This integration lets users generate the SPED Fiscal and SPED EFD contribution obligation for transactions coming from Microsoft Dynamics AX 2009. Then you can create booking periods and perform other fiscal books and tax reporting tasks in Microsoft Dynamics AX 2012 R2.

you must configure Microsoft Dynamics® AX 2012 R2. KB 2850595 and KB 2839295 Before you can transfer fiscal documents and inventory transactions from Microsoft Dynamics AX 2009. the user can transfer the fiscal documents to the Fiscal books module in Microsoft Dynamics® AX 2012 R2. Fiscal documents and inventory transactions are exported from Microsoft Dynamics AX 2009 to Microsoft Dynamics® AX 2012 R2 with KB 2850595 and KB 2839295 staging by using a job manager. series. Configure Microsoft Dynamics AX 2012 R2. 4 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 .1. After the fiscal documents have been validated. All fiscal documents are taken from the fiscal document model and displayed in the staging area. 2. and model for a fiscal document. A user cannot modify the direction. and install the hotfix that is available from KB 2850595 first and then install the hotfix that is available from KB 2839295. Install Microsoft Dynamics AX 2012 R2. A user can validate and edit information about fiscal documents with the following exceptions:   Outgoing fiscal documents can’t be edited by a user. KB 2850595 and KB 2839295 Install and configure the Microsoft Dynamics AX 2012 R2 software. number.

The primary audience of the legal entity must be in Brazil.com/fwlink/?LinkId=306723 KB 2839295: http://go. Vendor account Account receivable. see the following resources:   About organizations and organizational hierarchies: http://technet. To get started.microsoft. click Organization administration > Setup > Organization > Legal entities > New.aspx Create or modify a legal entity: http://technet. For more information.aspx KB 2850595: http://go. The company address must be exactly the same that you have configured in Microsoft Dynamics AX 2009.com/fwlink/?LinkId=306724 Create a Brazilian legal entity In Microsoft Dynamics AX 2012. create number sequences for the following areas and references:   Accounts payable.For more information.microsoft.com/library/gg731797.microsoft.aspx Create number sequences In Microsoft Dynamics AX 2012. create a legal entity to represent your company.microsoft.com/library/hh242184.microsoft.com/library/hh242144. Customer account 5 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . see the following resources:    Instructions for system administrators: http://technet.

microsoft. see the following resources:   6 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 Number sequence overview: http://technet.com/library/hh242127. On the Segments FastTab. select the Continuous check box.microsoft. a constant line is automatically added.aspx .com/library/hh209457.To get started. modify each entry that was created for the Brazilian legal entity. click Organization administration > Common > Number sequences > Number sequences. In the Number allocation field group on the General FastTab. Then click Generate. After number sequences are created. Remove the constant line that was automatically added. For more information.aspx Set up number sequences: http://technet.

see the following resources:   (BRA) About fiscal establishments: http://technet.microsoft.aspx Set up fiscal establishments A fiscal establishment is a physical location of a legal entity. click Organization administration > Setup > Brazil > Fiscal establishment. click Organization administration > Setup > Brazil > Accountant details. warehouse. set up information about each accountant who is responsible for SPED reporting. You must create a fiscal establishment for each company that you have in the Microsoft Dynamics AX 2009 installation. To get started. 7 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . For more information.com/library/jj910982. click Organization administration > Setup > Brazil > Fiscal establishment groups. but this is not required for the integration. such as a subsidiary. branch. You can group fiscal establishments and set up tax groups for each fiscal establishment group in the Taxes matrix form. For more information.com/library/jj911269.microsoft. you can create legal entity in Microsoft Dynamics® AX 2012 R2 for each company that you have in Microsoft Dynamics AX2009 (legal entities).aspx Note: Only one legal entity is required in Microsoft Dynamics AX 2012 R2 for the integration to work. In this case. or store that requires a Cadastro Nacional da Pessoa Jurídica (CNPJ) or Inscrição Estadual (IE) tax registration number.Set up fiscal establishment groups In Microsoft Dynamics AX 2012. you must complete all steps described in this section for each legal entity.microsoft. create a fiscal establishment group.microsoft.com/library/jj923400. However. click Organization administration > Setup > Brazil > Fiscal establishment. To get started. After you set up information for your accountants.com/library/jj911269. To get started. specify the accountant who is responsible for each fiscal establishment. plant.aspx (BRA) Create a fiscal establishment group: http://technet. This information is used to generate SPED fiscal and SPED EFD contributions. see the following resources:   (BRA) About fiscal establishments: http://technet. Set up accountant information In Microsoft Dynamics AX 2012. distribution center.aspx (BRA) Create a fiscal establishment: http://technet. To get started.

com/library/hh242146. click General ledger > Setup > Ledger. and periods: http://technet.com/fwlink/?LinkId=304128 Set up General ledger information For each legal entity in Microsoft Dynamics AX 2012 R2.microsoft. For more information. see the following resources:  Set up a ledger: http://technet. To get started. and periods: http://technet. enter a name for the chart of accounts and the description. Click New and then. currencies. To get started. For more information. Create fiscal calendars that correspond to the fiscal documents that will be transferred.com/library/aa496941. Set up fiscal calendars Fiscal calendars provide a framework for the financial activity of an organization.microsoft.aspx Key tasks: Fiscal calendars. To get started. click General ledger > Setup > Chart of accounts > Chart of accounts. see the following resources:   About fiscal calendars. fiscal years.aspx Set up a chart of accounts: http://technet.microsoft. fiscal calendar.For more information. To get started.aspx Set up currencies Set up the currencies that are used by the Brazilian legal entity.aspx 8 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . click General ledger > Setup > Fiscal calendars.com/library/hh416704. see the following resources:  Create a currency code: http://technet.aspx Set up a chart of accounts Use the Chart of accounts form to set up a chart of accounts. fiscal years.com/library/hh227530.com/library/hh351822.microsoft. and currencies to the ledger.com/library/hh242909. see the following resources: Fiscal books on TechNet: http://go. You must assign a chart of accounts. you must create a ledger for that legal entity. click General ledger > Setup > Currency > Currencies. You can have only one ledger for each legal entity. For more information.microsoft. you must set up a ledger. fiscal calendar and chart of accounts. For more information.microsoft. Note: You don’t need to create any main accounts because they aren’t needed for the fiscal books integration. in the Chart of accounts field.microsoft.aspx Set up a ledger After you have created a Brazilian legal entity. see the following resources:   About the chart of accounts: http://technet.

Fiscal books integration parameters 1. Click Basic > Setup > Brazil > Brazilian parameters to open the Brazilian parameters form. 2.microsoft. Press CTRL+S or close the form. For more information. Click Administration > Periodic > Fiscal books > Fiscal books integration parameters. install the hotfix that is available from KB 2839298. 2. Then. Click the General tab and select the Enable Brazilian features and Enable Fiscal Book Integration check boxes to activate the integration process. Enter information for the following parameters:      Microsoft Dynamics AX 2012 R2 database server name Microsoft Dynamics AX 2012 R2 database name Microsoft Dynamics AX 2012 R2 partition ID Microsoft Dynamics AX 2012 R2 company ID Microsoft Dynamics AX 2012 R2 fiscal establishment ID 9 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 .com/fwlink/?LinkId=306725 Activate the fiscal book integration 1.Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298 Install KB 2839298 for Microsoft Dynamics AX 2009 Before you begin. be sure that you are using Microsoft Dynamics AX 2009 with SP1 and RU8. see the following resource:  KB 2839298: http://go. 3.

Set up fiscal book integration by using the job manager 1. 7. Click the Execute now button to start a new job run in the Job Manager form. Click Log to open the Log reader form. 6. Note: This button is available only when a job run is selected in the Job Runs pane. 10 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . 2. Click the Fiscal files tab to view the fiscal files that are associated with the job. Click the Job runs tab to view information about the job run. 5. where you can verify the log for the job run. Select the fiscal group that is named Fiscal data to Microsoft Dynamics AX2012 R2. 4. Click Administration > Periodic > Fiscal books > Job manager. 3. and the current status of the job run is Timeout. Click Refresh statuses to query the external system for all the exported fiscal files with a Finished status. Click New to open the FBI Job Wizard and then create a new job. Note: This button is available only when a job run is selected in the Job Runs pane.

Refer to the following descriptions of each field. Context – Detailed information about the event that was logged. the relevant values of the record fields are displayed in this field. Manage the integration in Microsoft Dynamics AX2012 R2 KB 2850595 and KB 2839295 After the job is run successfully in Microsoft Dynamics AX 2009. Click Refresh statuses to query the external system for all of the pending exported fiscal files with a Finished status. 11 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . View the fiscal book integration log reader You can use the Log reader form to verify the events that occurred when data was exported. click Fiscal books > Periodic > Staging > All staged fiscal documents. Description – The event description.    Fiscal file type – The exported fiscal files of the event that was logged. Note: This button is available only when an exported fiscal file is selected in the Exported fiscal files pane. 9. If the external system does not accept inconsistent record data. Note: This button is available only when the status of at least one exported fiscal file is Timeout in the Exported fiscal files pane. click Administration > Periodic > Fiscal Books > Job manager > Log. To get started. To get started. You might do this if you need to verify the detail of a specific event. Click the Exported fiscal files tab to view information about the exported fiscal files that are associated with the job run. all fiscal documents are transferred automatically into the staging area located in Microsoft Dynamics AX 2012 R2.8.

To get started. The form shows the code and description of the fiscal legal text. Valid: The fiscal document has been successfully validated. View Referenced fiscal documents: This button allows you to view the fiscal references that are attached to the fiscal document. you can start to use the Fiscal books module. Delete: You can delete a select fiscal document or all fiscal documents that were transferred into the staging area. When a user modifies information for the fiscal document and saves the changes. After that. Validations are used to verify that everything from the fiscal point of view is OK. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations. the form displays the original fiscal documents that complement. Invalid: The fiscal document is invalid for fiscal purposes. For example. if you select a complementary fiscal documents document and then select the action referenced fiscal document. Actions Validate: You can validate a specific fiscal document or for all fiscal documents in the list. Errors: This button displays the errors found during the fiscal validation process. Process staging area The process staging area lets you post the fiscal documents that have a validation status of Valid into the Microsoft Dynamics AX2012 R2 fiscal document framework. Modified: This is a temporary status of fiscal validation.Refer to the following sections for information about the buttons on the Action Pane. click Fiscal books > Periodic > Staging > Process staging data 12 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . the status of validation is updated to Modified. Maintain Edit: You can edit and change some information for a fiscal document to fix an error. The following validation statuses are available:     Pending: The fiscal validation has not been performed yet. Complementary information: This button allows you to view the fiscal legal text that is attached to the fiscal document. The errors are detailed by fiscal document at the header level or line level. You can run the batch process manually or to schedule the batch by a specific period.

the integration process executes the transfer of inventory position as well and all the transactions related are kept in a specific staging area. 13 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . To get started.microsoft. To get started.com/library/jj663949. For more information see the following resources:  (BRA) About fiscal documents and the fiscal document framework: http://technet. click Fiscal books > Periodic > Staged inventory on hand.aspx Staged inventory on hand As part of the transferring process from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2. click General ledger > Inquires > Fiscal documents > All fiscal documents. you can view them on the All fiscal documents list page.After the process is finished and the fiscal documents are posted into the fiscal document framework. The Inventory on hand form displays the inventory position per fiscal establishment and the related fiscal information for an item. You can change the validation status.

the status is changed to Modified. Modified: This is a temporary status of fiscal validation. You can validate the Z Reports that are transferred and fix the errors that occur. To get started.You can validate a specific fiscal document or all fiscal documents that are available in the list. Z Reports The integration process also transfers the Z reports that were generated in the Retail module in Microsoft Dynamics AX 2009. Validations are used to verify that everything from the fiscal point of view is OK. Delete: You can delete the transaction selected or all of them. The following validation statuses are available:       Pending: The fiscal validation has not been performed yet. Staging validation log: You can view the log of validations. When the user modifies some information for the fiscal document and saves the changes. Fiscal receipts The integration process also transfers the fiscal receipts that were generated in the Retail module in Microsoft Dynamics AX 2009. Valid: The fiscal document has been successfully validated. The process of staging data will pick up these transactions with a validation status of Valid to post into the Fiscal document framework data source. You can validate the fiscal receipts that are transferred and fix any errors that occur. 14 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 . click Fiscal books > Periodic > Staging > All staged fiscal receipts. Invalid: The fiscal document is invalid for fiscal purposes. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations.

The process of staging data will pick up the transactions that have a validation status of Valid. and the transactions will be updated in the Fiscal document framework data source. 15 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009 .

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