Training Manual Finance - Merged AFZ V 1.5 04.09.2023

Training Manual
Product
Microsoft Dynamics 365 Finance & Operations
Finance
V-1.5
Table of Contents
1. General ledger ...............................................................................................................................................................................9
1.1 Create a legal entity.............................................................................................................................................................................................................9
1.2 Create a main account category ..................................................................................................................................................................................
12
Link main accounts to account category .......................................................................................................................................................................... 14
1.3 Create main account ........................................................................................................................................................................................................
15
1.4 Financial dimension creation......................................................................................................................................................................................... 17
1.5 Create an operating unit................................................................................................................................................................................................. 19
1.6 Create and validate journals.......................................................................................................................................................................................... 21
2. Accounts payable ........................................................................................................................................................................24
2.1 Create a vendor account................................................................................................................................................................................................. 24
ADD AN ADDRESS ................................................................................................................................................................................................................................
26
ADD CONTACT INFORMATION ............................................................................................................................................................................................................ 27
2.2 Vendor Invoice journal ....................................................................................................................................................................................................
28
2.3 Vendor payment journal................................................................................................................................................................................................. 30
2.4 Vendor aging report......................................................................................................................................................................................................... 35
2.1 Vendor open transactions report ................................................................................................................................................................................
37
2.1 Vendor account statement ............................................................................................................................................................................................
39
3. Accounts receivable.....................................................................................................................................................................41
3.1 Create a customer account ............................................................................................................................................................................................
41
Doc Version – TM 1.5 Module – General Ledger, Accounts Payable, Accounts Receivable, Fixed Assets Submission Date – 04/09/2023
Microsoft Dynamics 365 DayPop Page 2 of 136

3.2 Free text invoice................................................................................................................................................................................................................. 44
3.3 Free text invoice – Print................................................................................................................................................................................................... 53
3.4 Free text invoice – Print archive ...................................................................................................................................................................................
54
3.5 Free text invoice – Credit note...................................................................................................................................................................................... 55
3.6 Free text invoice – Credit note print........................................................................................................................................................................... 65
3.7 Customer payment journal ............................................................................................................................................................................................
66
3.8 Customer account statement (internal)..................................................................................................................................................................... 70
4. Financial reports ..........................................................................................................................................................................72
4.1 Balance Sheet...................................................................................................................................................................................................................... 72
4.2 Income Statement............................................................................................................................................................................................................. 74
5. AR, AP reports.............................................................................................................................................................................76
5.1 Customer aging.................................................................................................................................................................................................................. 76
5.2 Customer balance list report......................................................................................................................................................................................... 77
5.3 AR - Open transactions report ..................................................................................................................................................................................... 78
5.4 Vendor aging report......................................................................................................................................................................................................... 79
5.5 Vendor balance list report.............................................................................................................................................................................................. 80
5.6 Vendor open transactions report ................................................................................................................................................................................
81
6. Year-end close.............................................................................................................................................................................82
6.1 Prepare to run the year-end close .............................................................................................................................................................................. 82
6.2 Define year-end close templates .................................................................................................................................................................................
85
6.3 Run the year-end close process................................................................................................................................................................................... 88

7. Currency and Exchange rates .....................................................................................................................................................93
7.1 Currency................................................................................................................................................................................................................................ 93
7.2 Currency exchange rates ................................................................................................................................................................................................
94
8. Fixed Assets ................................................................................................................................................................................96
8.1 Depreciation profiles........................................................................................................................................................................................................ 97
8.2 Books .....................................................................................................................................................................................................................................
98
8.3 Fixed asset groups ............................................................................................................................................................................................................ 99
8.4 Fixed asset posting profiles .........................................................................................................................................................................................101
8.5 Create a fixed asset.........................................................................................................................................................................................................105
8.6 Import fixed assets by using the Excel add-in ......................................................................................................................................................107
8.7 Fixed asset journal - Acquisition ................................................................................................................................................................................110
8.8 Fixed asset journal - Depreciation.............................................................................................................................................................................112
8.9 Fixed asset journal – Disposal / Sale ........................................................................................................................................................................115
8.10 Inquiries and reports - Fixed asset transactions...................................................................................................................................................117
8.11 Inquiries and reports - Fixed asset listing report .................................................................................................................................................118
9. Automatically delegate workflow items ......................................................................................................................................119
9.1 Set up automatic delegation.......................................................................................................................................................................................119
10. Unbilled Scenario ...................................................................................................................................................................124
10.1 Unbilled Receivables through General Journals...................................................................................................................................................125
10.2 Print Journals.....................................................................................................................................................................................................................126
10.3 Billed Receivables through Free text invoice.........................................................................................................................................................127
10.4 Free text invoice – Print.................................................................................................................................................................................................136
Document Control
Change History
Version Author Date issued Change reference
V-1.0 Alfazance 01 Feb 2023
V-1.1 Alfazance 10 Feb 2023 Year-end close – Added
V-1.2 Alfazance 22 Mar 2023 AR, AP reports – Added
V-1.3 Alfazance 15 May 2023 3.4 – Free text invoice – Print archive Added
V-1.3 Alfazance 15 May 2023 7 – Currency exchange rates – Added
V-1.3 Alfazance 15 May 2023 8 – Fixed assets – Added
V-1.4 Alfazance 27 Jul 2023 9 – Automatically delegate workflow items – Added
V-1.5 Alfazance 04 Sep 2023 FTI number sequence group, FTI workflow, FTI Credit note Unbilled
scenario – Added
Distribution History
Name


Signatures – Daypop Holding
Name : Name :
Title : Title :
Date : / / Date : / /
Signature : Signature :
(Daypop Seal) (Daypop Seal)
Signature – Alfazance Consulting

Name : Manisha Shahani
Title : Project manager
Date : / /
Signature :
(Alfazance Consulting Seal)

Document
Purpose
This Training Manual Document refers to Alfazance Consulting Project for implementation of Dynamics 365 Finance and Operations
for Daypop and is prepared based on requirements specified by the users during the discussions with Alfazance Consulting
consultants throughout the Classroom Pilot (CRP) and User Acceptance Training (UAT) phases. This Document aims at addressing
DayPop’s functional areas of operation with specific reference to their fitment to Microsoft Dynamics 365.
The solutions provided in this document have been discussed extensively with relevant users and their views have been sought and
incorporated into this document. Alfazance Consulting team has made every effort to fit the requirements of users within the ambit
of Microsoft Dynamics 365 as either standard feature or workarounds. Wherever required, Alfazance Consulting team has provided
multiple options for workarounds and these workarounds were discussed comprehensively with users during the meetings.
However, due to the nature and distinct business functioning that is unique to Daypop there remain certain areas of business
process that could not be mapped directly to Microsoft Dynamics 365 and need to be customized. These customizations are
mentioned at appropriate places.
1. General ledger
1.1 Create a legal entity
A legal entity is an organization that is identified through registration with a legal authority. Legal entities can enter into contracts
and are required to prepare statements that report on their performance. The following procedure explains how to create a legal
entity.
1. Go to Navigation pane > Modules > Organization administration > Organizations > Legal entities.

2. Click New.
3. In the Name field, type a value.
4. In the Company field, type a value.
5. In the Country/region field, enter or select a value.

6. Click OK. In the General section, provide the following general information about the legal entity: Enter a search name,
if a search name is required. A search name is an alternate name that can be used to search for this legal entity. Select
whether this legal entity is being used as a consolidation company. Select whether this legal entity is being used as an
elimination company.
7. Expand the Addresses section. In the Addresses section, click Edit to enter address information, such as the street
name and number, postal code, and city.
8. Expand the Contact information section. In the Contact information section, enter information about methods of
communication, such as email addresses, URLs, and telephone numbers.
9. Click Save.

1.2 Create a main account category
Main account categories are used for the default reports in financial reporting and in Power BI. Main account categories that are
created by default can be renamed but not deleted. Additional account categories can be created and used for reporting and
analysis purposes.
1. In the navigation pane, go to Modules > General Ledger > Chart of accounts > Accounts > Main account
categories.

2. Select New.
3. In the Main account category field, enter a unique name.
4. In the Description field, enter a description for the main account category.
5. In the Main account type field, select the main account type that will be linked to the category.

Link main accounts to account category
1. Click Link main accounts.
2. In the list, select the main accounts to assign to the main account category by checking the boxes in
the Linked column. Assigning main accounts to a main account category will aggregate the balances of the accounts
when that category is used for financial reporting and analysis.
3. Select or clear the Linked option to choose the main accounts.
4. Select OK.
5. Select Yes.

1.3 Create main account
1. Go to Navigation pane > Modules > General ledger > Chart of accounts > Accounts > Main accounts.
2. Click New.
3. In the Main account field, type a value.
5. In the Main account type field, select the type that best represents the accounts balance and location on financial
statements.
6. In the list, select the account category the main account belongs to. Account category is used for default financial
reports and Power BI dashboard content.
7. In the list, click the link in the selected row. Change the default debit or credit balance.
8. In the Default currency field, select a value from the list of currencies.
9. In the list, find and select the desired record.
10. In the list, click the link in the selected row.
11. Toggle the expansion of the Legal entity overrides section.
12. Click Add to select a legal entity.
13. In the list, select the Legal entity.
14. Click Add.
15. In the list, mark the selected row.
16. Check or uncheck the Suspended checkbox.
17. Expand the Financial reporting section.
18. In the Exchange rate type field, click the drop-down button to open the lookup.
19. In the list, select the Exchange rate type for the account.
21. In the Currency translation type field, select the method for calculating exchange rates for the account.
22. Click on Save.


1.4 Financial dimension creation
Use the Financial dimensions page to create financial dimensions that you can use as account segments for charts of accounts.
1. Go to Navigation pane > Modules > General ledger > Chart of accounts > Dimensions > Financial dimensions.
2. Click New.
3. In the User values form field, select a system-defined entity to base the financial dimension on.
4. In the Dimension name field, type a value to describe the financial dimension. The name can be different than the
system-defined entity but cannot contain spaces or special characters.
5. Click Activate. Activating the financial dimension updates the table with the financial dimension name and removes
deleted dimensions. You can enter dimension values before you activate a financial dimension, but a financial
dimension cannot be used until it is activated.
6. Click Close on the activation message.
7. Click Activate. Dimension activation can be scheduled to run by batch at a specific date and time.
8. On Action pane, click Dimension values. Some dimension values are company specific. You can verify if they are
company specific by if the company name is showing in the dimension values list.

Note: Deleting financial dimensions
To help maintain referential integrity of the data, financial dimensions can rarely be deleted. If you try to delete a financial
dimension, the following criteria are evaluated:
Has the financial dimension been used on any posted or unposted transactions, or in any type of dimension value
combination? Is the financial dimension used in any active account structure, advanced rule structure, or financial dimension
set?
Is the financial dimension part of a default financial dimension integration
format? Has the financial dimension been set up as a default dimension?
Has the financial dimension been unselected from the Financial Reporting setup?
If any of the criteria are met, you can't delete the financial dimension.

1.5 Create an operating unit
An operating unit is an organization that is used to divide the control of economic resources and operational processes in a
business. The types of operating units include cost centers, business units, departments, and value streams.
1. Go to Navigation pane > Modules > Organization administration > Organizations > Operating units.
2. Click New to open the drop dialog.
3. In the list, find and select the desired record. Select the type of operating unit you want to create.

o Expand the General section, if necessary.
o Provide general information about the operating unit, such as an identification number, DUNS number, and
manager.
o Expand the Addresses section, if necessary. Enter the address information.
o Expand the Contact information section, if necessary. Enter the contact information.
2. Select Save.

1.6 Create and validate journals
This procedure creates and validates journals and journal lines. You can try this procedure using the USMF demo company.
1. Go to General ledger > Journal entries > General journals.

2. Click New.
3. In the Name field, click the drop-down button to open the lookup.
4. In the list, find and select the desired record.
5. Click Lines.

6. In the Account field enter an appropriate account based on the Account type.
6.1 Select respective financial dimensions, for account type Ledger.
7. In the Description field, type a value.
8. Enter an amount for the account as either a Debit or Credit.
9. In the Offset account field, enter an appropriate account based on the Offset account type.
9.1 Select respective financial dimensions, for Offset account type Ledger.
10. Click Financial dimensions and select respective dimensions for account types other than Ledger.
11. Click Validate.
12. Click Post.
13. Click Voucher, to view the financial postings.

Overview of voucher transactions as below:

2. Accounts payable
2.1 Create a vendor account
1. Go to Accounts payable > Vendors > All vendors.

2. On the Action Pane, select New.
3. In the Vendor account field, enter a value that will uniquely identify the vendor.
o The value may be populated automatically. If so, you can skip this step.
o You can create vendor accounts for a person or organization. This will affect which fields are available. In
this example, we'll create a vendor account for an organization.
4. In the Name field, enter or select a vendor name. If your vendor is an already registered in your system, select it in the
drop-down list and the new vendor account will inherit the address and contact information that's already registered.
5. In the Group field, select a vendor group. The vendor group is used to group vendors that have any of the
following parameters in common: Terms of payment, settle period, inventory posting ledger accounts – including
the sales tax group, default ledger accounts, product filter codes, or supply forecast configuration.
6. In the Number of employees field, enter the number of employees.
7. In the Organization number field, enter the legal organization number of the vendor.
8. In the Registration number field, enter the value mandatory. This will be shown along with Address in Registration IDs.


ADD AN ADDRESS
1. Expand the Addresses section.
2. Select Add.
3. In the Purpose field, select the purpose of the address. You can select one or more purposes. These are used to select
the correct address for a given purpose. For example, if the purpose is Invoice that address will be used when you send
invoices.
4. In the Name or description field, enter the name of the address.
5. In the Country/region field, select a country. Enter the address details. The country/region that you selected will
determine the fields you're presented with, corresponding to the address format for the country/region.
6. Select OK.

ADD CONTACT INFORMATION
1. Expand the Contact information section.
2. Select Add.
3. In the Description field, enter a contact name.
4. In the Type field, select a contact type. For example, if the contact details include the phone number,
select Phone option in the Type field.
5. In the Contact number/address field, type contact information. You can select the Primary check box if this is the
primary contact.
6. Select Save.
7. Close the page.

2.2 Vendor Invoice journal
This task guide will show how to record vendor invoices that are not associated with purchase orders. Examples of this type of
invoice include expenses for supplies or services.
1. Go to Navigation pane > Modules > Accounts payable > Workspaces > Vendor invoice entry.
Or Navigation pane > Modules > Accounts payable > Invoices > Invoice journal.
2. On the Action pane, click New invoice journal.
3. Click New.
4. In the Name field, enter the journal name or click the drop down button to open the lookup.
6. On the Action pane, click Lines. In the Date field, enter the posting date that will update General Ledger.

7. In the Account field, specify the Vendor account.
8. In the Invoice field, enter the invoice number.
10. In the Credit field, enter a number.
11. In the Offset account field, enter the account number or click the drop down button to open the lookup
o The Sales tax group will be default from the vendor account.
o The Item sales tax group will be default from the main account specified in the Offset account field.
o The Due date will be calculated based on the Terms of payment.
o The Cash discount will default from the Vendor account.
12. If you have enabled Vendor invoice journal workflow, click Workflow > Submit.
o When your submission is approved, the date will be advanced to the first day of the next open period, if the
transaction posting date falls within a period that is On hold or Closed for ledger posting.
13. Click Post.

2.3 Vendor payment journal
1. Go to Navigation pane > Modules > Accounts payable > Payments > Payment journal.
2. Click New.
3. Select the payment journal in which to save the vendor payments.
4. Select the journal or manually enter it.
5. Click Lines.

6. Enter Journal posting Date
7. Navigate to Account field and select Vendor
8. Enter meaningful description
9. Click on Settle transactions, this will display window with all open transaction(s) of selected Vendor

10. Select Mark check box to settle the transaction
• Transactions can be settled fully / partially
• Partial settlement can be entered in Amount to settle
11. Click OK

12. Settlement value will be loaded in Journal line
13. Select Offset account type as Ledger
14. Select Offset account with respective financial dimensions
15. Select Financial dimensions for Account
16. Click Validate
17. Click Post
18. After posting, click on Voucher to view postings

Overview of voucher transactions:

2.4 Vendor aging report
The Vendor aging report displays the balances that are due to vendors, sorted by date interval or by aging period definition.
1. Go to Navigation pane > Modules > Accounts payable > Inquiries and reports > Vendor aging report.
2. Enter Vendor aging report – Parameters, use to filter the report.
3. Click OK

Report:

2.1 Vendor open transactions report
This report provides detailed information about the open transactions for each vendor as of a specific date.
1. Go to Navigation pane > Modules > Accounts payable > Inquiries and reports > Vendor open transactions
report.
2. Enter Vendor open transactions report – Parameters, use to filter the report by date, vendor etc.
3. Click OK.

Report:

2.1 Vendor account statement
Use this report to print and view internal account statements for each vendor account. Each statement includes basic vendor
information, such as the vendor name, address, and terms of payment. The statement also includes transaction information, such as
the transaction date, voucher number, invoice number, due date, and amounts.
1. Go to Navigation pane > Modules > Accounts payable > Inquiries and reports > Vendor report > Account
statement.
2. Enter Account statement report – Parameters, use to filter the report by date, vendor etc.
3. Click OK.

Report:

3. Accounts receivable
3.1 Create a customer account
1. Go to Accounts receivable > Customers > All customers.

2. On the Action Pane, select New.

3. A dialog opens on a list page where we can enter basic information. Customer type can be an Organization or Person.
Customer Name, address.
4. Select Customer group from the list.
5. Select Terms of payment.
6. Enter customer Address.
7. Enter Contact information.
8. Click Save.
9. Clicking ‘Save’ button will create customer and will open customer form. The other button ‘Save and open’ will give the
multiple options to open documents along with customer creation.

10. After clicking ‘Save’ button, you will see a customer detail form where you can add further details to the customer in
respective tabs. In the image below, you can see the tabs for these details:

3.2 Free text invoice
A free text invoice is an invoice that is not attached to a sales order and does not require a sales order or packing slip. Free text
invoices are used to sell a quantity of any kind of goods or services that are not in your inventory.
1. Go to Accounts receivable > Invoices > All free text invoices.

2. Click New.
3. In the Customer account field, select a value.
o By default, the account that is selected as the customer account is used as the invoice account.
o If the invoice isn't posted, the accounting status starts with In process.
o The invoice number will be assigned when the invoice is posted.
o If you're using Single Euro Payments Area (SEPA) mandates, the direct debit mandate is automatically
entered when you select the customer account.

4. Click on Header, select Number sequence group from drop-down
o FTI-NT for non-tax invoices and non-tax credit notes
o Monthly series for tax invoices and tax credit notes, ex. FTIT-01 for January, FTIT-02 for February etc.
o Document number will be auto generated on posting, sample format for legal entity CB06 FTI for January month:
a) FTI non-tax invoice: CT-2023/00001
b) FTI non-tax credit note: CT-CN-2023/00001
c) FTI tax invoice: CT-2023/01/000001
d) FTI tax credit note: CT-CN-2023/01/000001
5. Select Bank account LE from the Bank list
o This will be printed on Free Text Invoice print format.

6. Under Invoice lines tab
7. In the Description field, enter a value.
8. In the Main account field, specify an account number that doesn't have dimensions. You will enter dimensions later in
this article.
9. Select Sales tax group and Items sales tax group from drop-down, for taxable invoice.
10. In the Quantity field, enter a number.
11. In the Unit price field, enter a number.
The amount is calculated as the quantity times the unit price. However, you can override that calculation by entering an
amount

12. Select the Line details FastTab to add dimensions to the main account.
13. Select the Financial dimensions line tab.
14. Select Business Unit and Department dimensions.
o The dimensions are for the selected line only.

15. Select Totals to view a summary of the invoice details and totals.
16. Click Close.

17. Click Notes and attachments to attach document(s) mandatory.

18. Click Workflow>Submit to submit FTI for approval.

19. Notification goes to user as per approval matrix, user opens notification from their dashboard (Work items assigned to
me).
20. Approver review and takes the action.

21. Post button will be enabled after approval, Click on Post to post the invoice.

3.3 Free text invoice – Print
1. Go to Invoice
2. Click Document > View
3. Select Original.

3.4 Free text invoice – Print archive
1. Go to Navigation pane > Modules > Organization administration > Inquiries and reports > Print archive.
Document type – Free text invoice can be filter, download and delete from the list.

3.5 Free text invoice – Credit note
When a free text invoice has already been issued, you should use a credit note to correct the original invoice.

2. Click New.
3. In the Customer account field, select a value.
o By default, the account that is selected as the customer account is used as the invoice account.
o If the invoice isn't posted, the accounting status starts with In process.
o The invoice number will be assigned when the invoice is posted.

4. Click on Header, select Number sequence group from drop-down (mandatory)
o FTI-NT for non-tax invoices and non-tax credit notes
o Monthly series for tax invoices and tax credit notes, ex. FTIT-01 for January, FTIT-02 for February etc.
o Document number will be auto generated on posting, sample format for legal entity CB06 FTI for January month:
e) FTI non-tax invoice: CT-2023/00001
f) FTI non-tax credit note: CT-CN-2023/00001
g) FTI tax invoice: CT-2023/01/000001
h) FTI tax credit note: CT-CN-2023/01/000001

o Select the financial dimension Business unit (mandatory)

o Select the original Free text invoice reference for credit note, go to action pane
o Invoice>Functions>Credit invoicing
o Select original invoice from drop-down and enter reason comment

5. Under Invoice lines tab
7. Select the Main account from drop-down,
8. Select Sales tax group and Items sales tax group from drop-down, for taxable invoice / credit note.
10. In the Unit price field, enter a number with negative sign for credit note.
amount

12. Click Close.



me).

17. Post button will be enabled after approval, Click on Post to post the credit note.

3.6 Free text invoice – Credit note print
4. Go to Invoice
6. Select Original.

3.7 Customer payment journal
2. Go to Navigation pane > Modules > Accounts receivable > Payments > Customer payment journal.
3. Click New.
4. Select the payment journal which the customer payments will be saved.
5. Select or manually enter the journal.
6. On Action pane, click Enter customer payments. Enter customer payments is used to record one customer payment
at a time. You enter the payment information at the top, and then you can mark the invoices that were paid by the
payment, all from the same page.

7. Enter customer payments is used to record one customer payment at a time. You enter the payment information at the
top, and then you can mark the invoices that were paid by the payment, all from the same page.
8. In the Payment reference field, enter a payment reference. The payment reference could be the customer's check
number or a reference from the customer's electronic payment. The payment reference is only required if you mark to
include the payment on a deposit slip.
9. In the Deposit slip field, select whether the payment will be included on a deposit slip.
10. In the Amount field, enter the amount of the customer payment. The payment amount will not default. It must
be manually entered.
11. Mark the invoices that were paid by the customer. If the payment is a prepayment, you are not required to mark any
invoices for settlement. The payment can still be saved and posted. Settlement to an invoice can happen at a later time.
12. Enter the amount of the payment that should be settled to the marked invoice. This field can be used when the
payment is for a partial payment. If you don't enter an amount, the amount to settle will automatically be determined
for you.
13. Click Save in journal. Before you save the payment to the journal, make sure that the offset account is defined.
Using Save in journal will save the payment and move it to the journal. You can then continue entering the next
payment.

14. Close the page.

15. On Action pane, click Lines. When opening Lines, you will see any payments you recorded on the Enter customer
payments page and saved into the journal. You can also use this page to enter new customer payments, or edit
existing customer payment before they are posted.
16. On Action pane, click Post to post the customer payments

3.8 Customer account statement (internal)
1. Go to Navigation pane > Modules > Accounts receivable > Inquiries and reports > Customers > Customer
account statement (internal).
2. Enter report – Parameters, use to filter the report by date, customer etc.
3. Click OK.

Report:

4. Financial reports
4.1 Balance Sheet
1. Go to Navigation pane > Modules > General ledger > Inquiries and reports > Financial reports.
2. Select the report, Balance Sheet.
3. Click Generate.
• System will generate report in right hand pane, under Reports
4. Select generated latest report
5. Click on View

Balance Sheet Report:
Report Options:
• Show – Click this option to Header and footer, Summary lines only
• Zoom – Adjust report size in percentage
• Currency – View report in available currencies
• Export – Export report to excel with printing options
• Report Options – Filter report attributes, dimensions. Example (Business Unit / Department)
• Print – Print report in PDF

4.2 Income Statement
1. Go to Navigation pane > Modules > General ledger > Inquiries and reports > Financial reports.
2. Select the report, Income Statement.
3. Click Generate.
• System will generate report in right hand pane, under Reports
4. Select generated latest report
5. Click on View

Income Statement Report:
Report Options:
• Show – Click this option to Header and footer, Summary lines only
• Zoom – Adjust report size in percentage
• Currency – View report in available currencies
• Export – Export report to excel with printing options
• Report Options – Filter report attributes, dimensions. Example (Business Unit / Department)
• Print – Print report in PDF

5. AR, AP reports
5.1 Customer aging
The Customer aging report displays the balances that are due from customers, sorted by date interval, or aging period.
Navigation: Credit and collections>Inquiries and reports>Customers>Customer aging report

5.2 Customer balance list report
The report shows debit totals, which often represent the amounts that were invoiced, and credit totals, which usually are the
amounts that were paid. You can use this report to quickly analyze changes in accounts receivable.
Navigation: Credit and collections>Inquiries and reports>Customers>Customer balance list report

5.3 AR - Open transactions report
Use this report to provide detailed information about the open transactions for each customer as of the date entered in the Open
transactions per field. For each transaction, the report includes the date of the transaction, voucher number, amount in the
transaction currency, balance in the transaction currency, subtotal amount in the accounting currency, due date, and collection
letter code.
Navigation: Accounts receivable>Inquiries and reports>Open transaction report

5.4 Vendor aging report
The Vendor aging report displays the balances that are due to vendors, sorted by date interval or by aging period definition.
Navigation: Accounts payable>Inquiries and reports>Vendor aging report

5.5 Vendor balance list report
The report shows credit totals, which often represent the amounts that were invoiced. The report also shows debit totals, which are
usually the amounts that were paid. You can use this report to quickly analyze accounts payable developments.
Navigation: Accounts payable>Inquiries and reports>Vendor reports>Vendor balance list

5.6 Vendor open transactions report
This report provides detailed information about the open transactions for each vendor as of a specific date. For each transaction,
the report includes the following information:
• Invoice number, Transaction date, Voucher number, Transaction amount in the transaction currency and accounting
currency, Credit balance in the transaction currency and accounting currency, Debit balance in the transaction currency
and accounting currency, Subtotal amount in the accounting currency, Payment due date
• Navigation: Accounts payable>Inquiries and reports>Vendor open transactions report

6. Year-end close
6.1 Prepare to run the year-end close
Before you run the year-end close process, validate the settings for the following:
On the Main account page:
• Verify that the Main account type field is correctly set for each main account. The main account type determines
whether the balance of the main account will be brought forward as an opening balance or closed into retained
earnings in the opening transaction.

On the Fiscal calendar page:
• The next fiscal year must exist before the year-end close is run. Otherwise, the beginning balances can't be created in
the opening period.

On the Ledger calendar page:
• Optional: Each fiscal period for the fiscal year that is being closed can be set to On hold to prevent new transactions
from being entered. When adjusting entries are identified, the on-hold periods can be reopened so that adjusting
entries can be posted, even if the year-end close process has already been run.

6.2 Define year-end close templates
Navigation: General ledger > Ledger setup > Year-end close template setup
After the configuration is complete, the year-end close process can be run. On the Year-end close template setup page, a
template can be defined for the group of legal entities that the year-end close process will be run for. The template will be reused
at each year-end close, but it can be modified if your organization changes.
First, set the Group name field for the template, and select the fiscal calendar. The group name should identify the group of legal
entities that is included. When you're determining the groups of legal entities, remember that legal entities can be included in the
same group only if the same fiscal calendar is selected for them.
Next, the legal entities can be added to the template. Legal entities can be added by selecting an organizational hierarchy or by
selecting the legal entities.
After the legal entities are added, define the retained earnings main accounts for each legal entity.
The Transfer balance sheet dimensions option is used to specify whether the financial dimensions on transactions that are
posted to balance sheet accounts should be maintained on the opening transaction. As a best practice, this option should be set to
Yes. The setting for the balance sheet dimensions doesn't affect existing balances in the retained earnings ledger accounts. Those
balances are determined by the profit and loss dimensions that are defined in the next section. For example, fiscal year 2019 was
the first year that was closed, and the Close all option was used to select the Department and Cost center dimensions for closing.
In this case, a separate retained earnings account was created for each combination of a department and a cost center. When the
year-end close is run for fiscal year 2020, the retained earnings from the previous year remain exactly as they were posted, even if
the Transfer balance sheet dimensions is set to No. Balances that are posted to retained earnings from previous year-end closes
are never changed.

The Transfer profit and loss dimensions section is used to specify which financial dimensions on transactions that are posted to
profit and loss accounts will be transferred to the retained earnings main account. First, identify the financial dimensions that are
relevant to the selected legal entity. These financial dimensions include any financial dimension that was posted against during the
year, even if the financial dimension isn't part of an active account structure. Next, define each dimension as either Close
single or Close all. The default option is Close all. This option maintains the original financial dimension values from posted
transactions and uses them to create the opening balances for the retained earnings account. Separate retained earnings beginning
balances will be created for each unique combination of financial dimension values. If Close single is selected, all posted
transactions that have that financial dimension will be summarized into a retained earnings beginning balance for the dimension
value that is entered in the field that appears after Close single. For example, all transactions for the fiscal year were posted with
the account structure Main account - Department. For the Department financial dimension on the template, Close single is
selected, and 100 is entered as the dimension value. If the total income of all transactions that are posted to departments 200, 300,
and 400 is $100,000, one opening balance will be created for Retained earnings - 100. If you select Close single but leave the
financial dimension value blank, all transactions will be posted to retained earnings, and the dimension value will be blank.


6.3 Run the year-end close process
After the year-end close templates are created, you can initiate the year-end close process on the Year-end close page (General
ledger > Period close > Year-end close). Before you run the year-end close, you can add new year-end close templates or modify
existing templates by selecting Year-end close template setup to open the setup page for the templates.
Select the year-end close template, and then, on the Action Pane, select Run year-end close. Select either all legal entities or a
subset of legal entities from the template that you're running the year-end close for. If you're running the year-end close for the
first time in a fiscal year, you will probably select all the legal entities, so that you create beginning balances for all of them. If
you've previously run the year-end close, you might want to rerun it only for the legal entities that adjusting entries were posted
for.

Next, select the fiscal year to run the year-end close process against. If more than one closing period exists for the last period of the
fiscal year, the Period name field becomes available. You can then select the closing period to use to post the closing transaction, if
the setup is defined to create the closing transaction.
Next, enter a voucher number. The same voucher number will be used for all the legal entities that you've selected for the year-end
close process. The voucher number isn't generated by using a number sequence.
By default, the year-end close process runs in batch mode. Therefore, after you initiate it, you can return to other activities.


After the process is completed, a record is created for each combination of a legal entity and a fiscal year. You will see records only
for legal entities that you have access to. Each record includes the system date and time when the process was run, and a direct link
to the vouchers that were created for the year-end close.

Check the Trial Balance with From date as 1st January, Opening balance column will have the values from previous closing.

7. Currency and Exchange rates
7.1 Currency
It is commonly known that currency is a unit of measure for money.
Finance uses the concept of accounting currency and reporting currency.
• Accounting currency - This is the monetary unit of measure that is used to record the converted monetary value of
economic transactions in ledger accounts. It is also be referred to as the "company" or ledger currency.
• Reporting currency - The reporting currency is a secondary accounting currency, that measures the converted
monetary value of transactions in a secondary currency, often for the purpose of consolidation or reporting to a parent
organization.
Multi-currency functionality is used if your company does business in more than one currency. If your organization has multiple
legal entities and transacts in multiple currencies, then maintaining currencies and their corresponding exchange rate is
essential.

7.2 Currency exchange rates
You must enter the rates for each combination of currencies that your system uses. Each combination is called a currency pair.
When you enter currency exchange rates, the entries apply to all legal entities in your environment. You do not enter exchange
rates for each legal entity separately.
To manually enter exchange rates, follow these steps.
1. Go to General Ledger > Currencies > Currency exchange rates. Some currencies are loaded when your system is
installed but you can add more currencies as needed. Select the Currencies menu item to add a new currency so that you
can enter exchange rates.
2. Select the Currency exchange rates menu item, and then select the Exchange rate type. Each type has different rules for
managing the exchange rate. A type may require a daily entry or use an average for the month.
3. When you have selected the exchange rate type and you know what rate to enter, enter a new currency pair or select a
currency pair to change.
4. Because rates change often, add a new date entry and new rate instead of changing an existing entry. The system only
requests a Start date. It will use the latest date prior to the date of each transaction to choose the correct currency exchange
rate. When you enter and save a new exchange rate, the rate is immediately used for any transactions that fall within the date
range that you entered.

5. The screenshot shows where you enter a currency exchange rate. The Conversion factor field represents the number of units
in the From currency that you are converting to the To currency. Most organizations set the value of this field to 1 or 100.
6. Save and close the page.

8. Fixed Assets
This article provides an overview of the setup of the Fixed assets module.
Parameters control the general behavior in Fixed assets. Fixed asset groups let you group your assets and specify default attributes
for every asset that is assigned to a group. Books are assigned to fixed asset groups. Books track the financial value of a fixed asset
over time by using the depreciation configuration that is defined in the depreciation profile.
Fixed assets are assigned to a group when they are created. By default, the books that are assigned to the fixed asset group are
then assigned to the fixed asset. Books that are configured to post to the general ledger are associated with a posting profile.
Ledger accounts are defined for each book in the posting profile and are used when fixed asset transactions are posted.

8.1 Depreciation profiles
Depreciation profiles determine the type and the frequency of depreciation for an asset.
Create a depreciation profile

7. Go to Fixed assets > Setup > Depreciation profiles.
8. Click New.
9. In the Depreciation profile field, type a value.
11. In the Method field, select an option. If selecting reducing balance, you will need to enter a percentage in
the Percentage field.
12. In the Depreciation year field, select an option.
13. In the Period frequency field, select an option.
14. Close the page.

8.2 Books
Each book tracks an independent financial lifecycle of an asset. Books can be configured to post associated transactions to
the general ledger.
Create a book
1. Go to Fixed assets > Setup > Books.
2. Select New.
3. In the Book field, enter a value.
5. Set the Calculate depreciation option to Yes.
If the Calculate depreciation is option is set to Yes, the associated asset book will be included in depreciation proposals.
If it's set to No, the asset book won't automatically be depreciated.
6. In the Depreciation profile field, enter or select a value.
7. Post to general ledger option to Yes for general ledger posting.
8. Close the page.

8.3 Fixed asset groups
Set up fixed asset groups

1. Go to Fixed assets > Setup > Fixed asset groups.
2. Select New.
3. In the Fixed asset group field, type a value.
4. In the Name field, type a value. Autonumber fixed assets and Number sequence code on the Fixed asset group will
override the settings on the Fixed assets parameters. You can change it here if the assets in this fixed asset group will
have different numbering from other groups.

5. Select Books.
6. In the Book field, enter or select a value. The Calculate depreciation field is set to Yes, so the asset book will be
included in depreciation proposals. If Calculate depreciation is set to No, the asset will not be automatically
depreciated.
7. Set the Service life of the asset, in years. Note that the Depreciation periods field value is calculated after setting the
Service life.
8. In the Depreciation convention field, select an option.
9. Close the page.

8.4 Fixed asset posting profiles
This procedure shows how to set up Fixed asset posting profiles. The examples are for a basic posting profile, though posting
profiles must be created for your specific chart of accounts and financial reporting requirements.
Set up fixed asset groups
1. Go to Fixed assets > Setup > Fixed asset posting profiles.

2. Select New.
3. In the Posting profile field, type a value.

You will need to create a posting profile for each fixed asset transaction type you will be using when working with fixed
assets. This task guide will start with the Acquisition transaction type.
5. In the toolbar, click Add.
6. In the Book field, enter or select a value. The Groupings field allows you to define the posting profile down to the Table (one
account set up for each fixed asset) or Group (one account set up for each fixed asset group). For this task guide, leave the
value set to All to apply to all fixed assets with the specified Book.
7. In the Main account field, specify the desired values. For acquisitions, you can enter an offset account or leave it blank to
be filled in for the specific transaction.

8. In the drop-down menu, on the Ledger accounts FastTab, select Depreciation.
9. Repeat 5-7 for Depreciation with desired values.

10. Expand the Disposal FastTab. You must set up disposal posting profiles for both sale and scrap. We will start with disposal
sale transactions.
11. Click Add.
12. In the Book field, enter or select a value.
13. In the Post value field, select desired value.
14. The Sales value type will be set to All/Loss/Gain to use the respective accounts for all types of disposals.
15. In the Main account field, specify the desired values.
16. In the Offset account field, specify the desired values.

8.5 Create a fixed asset
To manually create an asset record, follow these steps.
1. Go to Fixed assets > Fixed assets > Fixed assets.

2. On the Action pane, select New.
3. In the Fixed asset group field, enter or select a value. The Number field will default if you have enabled Autonumber
fixed assets functionality in the Fixed assets parameters and the Fixed asset group. If not, you must enter a unique
number to identify the fixed asset.
4. In the Name field, enter a value. Enter the additional information that your business needs for this asset.

5. On the Action pane, select Books.
6. In the Acquisition date field, enter a date.
7. In the Acquisition price field, enter a number.
o Enter the additional information that your business needs for this book.
o Enter the additional information that your business needs for the remaining books.
8. Close the page.

8.6 Import fixed assets by using the Excel add-in
To import fixed assets through Excel add-in, follow these steps.
1. Go to Fixed assets > Fixed assets > Fixed assets.

2. On the Action pane, select Open in Microsoft Office icon.
3. Under OPEN IN EXCEL select Fixed assets V2 entity.
4. Click on Download, to download and open Excel file.
5. Enable editing, Login with Microsoft Dynamics credentials.
6. Existing fixed asset records if any will be loaded in excel.
7. Add new fixed asset records and Publish from Data Connector window.
8. System will upload new records, update existing records.
9. System will prompt for errors in case of data discrepancy.
10. Go to the error, correct data and Publish again.


Fixed assets imported through Excel add-in, updated in application.
Update acquisition details from Books menu and save.

8.7 Fixed asset journal - Acquisition
Acquisition proposal
Create journal lines for fixed assets that have a Not yet acquired status, and where an acquisition date and an acquisition price
have been set up for the fixed asset or value model. The suggested transaction type is Acquisition.
1. Go to Fixed assets > Journal entries > Fixed assets journal.

2. Click New.
3. Select Name from list based on the type of entry for acquisition – FAA
4. Click Lines.
5. Under action pane, select Proposal > Acquisition proposal

6. Filter if any, or click OK (this will load fixed asset which need to acquire and status of not yet acquired)
7. Select offset account, financial dimension.
8. Validate and Post.

8.8 Fixed asset journal - Depreciation
Depreciation proposal
Create journal lines for the periodic depreciation calculation, based on the setup of the depreciation profile for each value
model, and the date in the To date field.
Depreciation proposals are the most important proposals for periodic financial statements. They save time because depreciation
for all fixed assets can be calculated and posted in a single operation.
Depreciation proposals consider only fixed assets that have an Open status and that are depreciable. As for time intervals,
depreciation proposals calculate depreciation for depreciation periods in which the depreciation has not yet been posted.

2. Click New.
3. Select Name from list based on the type of entry for depreciation – FAD.
4. Under action pane, select Proposal > Depreciation proposal.

5. To date - enter to date value for depreciation.
6. Summarize depreciation - enable to summarize monthly depreciations into one journal line.
7. Filter - can be filtered by asset, group, books
8. Click OK - will load depreciation entries

9. Review lines, validate and post.

8.9 Fixed asset journal – Disposal / Sale
Depreciation proposal
Create journal lines for the disposal of scrap assets (assets that are no longer considered usable) based on the setup of the
disposal - scrap profile for each value model, and the filters applied. You can use Disposal - scrap proposals to dispose of
multiple assets at the same time, based on filter criteria. The sales of the assets are entered individually as journals or free text
invoices. Disposal - scrap proposals consider only fixed assets that have a status of Open.

2. Click New.
3. Select Name from list based on the type of entry for disposal - FAP, sale - FAS
4. Under action pane, select Proposal > Disposal - scrap
5. Enter disposal date, filter if any
6. Click OK
OR
7. In line select Transaction Type - (Disposal - sale / Disposal - scrap)

8. Values if any for sale or scrap / Leave blank for full disposal with net value
9. Review lines, validate and post.

8.10 Inquiries and reports - Fixed asset transactions
The report shows all fixed assets transactions.
1. Go to Fixed assets > Inquiries and reports > Fixed asset transactions.

8.11 Inquiries and reports - Fixed asset listing report
This report shows the fixed asset list together with the net book value on the report date.
1. Go to Fixed assets > Inquiries and reports > Fixed asset listing report.

9. Automatically delegate workflow items
If you plan to be out of the office or otherwise unavailable to act on work items for a period of time, you can automatically delegate
new work items to other users using the User options page.
9.1 Set up automatic delegation
1. Go to User options, as shown below

2. Click the Workflow tab. Make sure the Delegation section is expanded. To configure the system to automatically
delegate your work items to other users, you must create delegation rules, which specify when certain types of work
items are delegated. Follow these steps to create a delegation rule.
3. Click Add.

4. In the Scope field, select an option:
o All – Delegate all work items that are assigned to you.
o Module – Delegate only the work items that are related to a specific type of workflow. If you select this
option, you must select the type of workflow in the Name field.
o Workflow – Delegate only the work items that are related to a specific workflow. If you select this option,
you must select the workflow in the Name field.

5. In the Name field:
o For Module scope, select the target module.
o For Workflow scope, select the target workflow. Example for Ledger daily journal workflow

6. In the Delegate field, select the user to delegate the work items to.
7. In the Start date/time field, enter a date and time.
8. In the End date/time field, enter a date and time.
9. Select the Enabled check box to activate the delegation rule.
10. In the Comment field, enter a comment that explains why you're delegating the work items.
11. Save and close the form, Now during the entered start and end date, the workflow work items will automatically be
delegated to another user.

10. Unbilled Scenario
Daypop want to capture the Unbilled receivable and later adjust and record the Billed receivable upon invoicing.
Unbilled receivable will be recorded through General Journals in General ledger module and Billed receivable adjustments will be
recorded through Free text invoice in Accounts receivable module.
Below are the financial impact of Unbilled receivable and Billed receivable with example
To record unbilled receivable

(Dr) Unbilled Receivable
(Cr) Revenue / Income / Costs
To record billing / Upon Invoicing

(Dr) Billed Receivable
(Cr) Unbilled Receivable
(Cr) Output VAT
Unbilled Receivables through General Journals

Account No. Account Name Debit Credit
138021 Unbilled Receivables - Related Parties 1400.00
410030 Third Party Revenue - Services 1400.00
Billed Receivables through Free text invoice

138020 Receivables - Related Parties 1470.00
138021 Unbilled Receivables - Related Parties 1400.00
255104 Output VAT-CHN 70.00

10.1 Unbilled Receivables through General Journals
1. Go to module General ledger>Journal entries>General journals

2. Create New Journal of Name UNBILLED.
3. Click Lines.
4. Select Account type as Ledger from drop-down.
5. Select Account from drop-down example [410030 - Third Party Revenue - Services] with financial dimensions
7. Enter Credit amount for the account.
8. Select Offset account type as Ledger from drop-down
9. Select Offset account from drop-down example [138021 - Unbilled Receivables - Related Parties] with financial
dimensions
10. Click Validate.
11. Click Save and Submit for workflow approval.

12. Post the journal after approval.

10.2 Print Journals
1. Go to action pane, Print>Journal.

10.3 Billed Receivables through Free text invoice

2. Click New.
3. In the Customer account field, select a value example [CB06-000001 - G42 CONSUMER AI HOLDING RSC LTD]

7. Click on Header, select Number sequence group from drop-down
• FTI-NT for Non-tax invoices
• Monthly series for tax invoices, ex. FTIT-01 for January, FTIT-02 for February etc.
• Document number will be auto generated on posting, sample format for legal entity CB06 FTI for January month:
a) FTI non-tax invoice: CT-2023/00001
b) FTI non-tax credit note: CT-CN-2023/00001
c) FTI tax invoice: CT-2023/01/000001
d) FTI tax credit note: CT-CN-2023/01/000001
8. Select Bank account LE from the Bank list (This will be printed on Free Text Invoice print format)

9. Select mandatory financial dimension Business Unit under Financial dimensions tab

10. Go to Lines tab, Invoice lines
12. In the Main account field, specify an account example [138021 - Unbilled Receivables - Related Parties]
13. Select Sales tax group and Items sales tax group from drop-down, for taxable invoice.
15. In the Unit price field, enter a number.
amount

17. Click Close.



me).

22. Post button will be enabled after approval, Click on Post to post the invoice.
23. Click Accounting>View accounting, to view accounting entries.

10.4 Free text invoice – Print
1. Go to Invoice
3. Select Original.
10.5 Fixed Asset Disposal &

Sale Entries
Dispose of a fixed asset as scrap

The article describes the process of eliminating transactions for a fixed asset that was disposed of as scrap. The transaction types that can be eliminated include an asset's acquisition
and accumulated depreciation transactions and other fixed asset transactions. Elimination of these transactions affects balance sheet accounts, such as acquisition adjustment,
depreciation adjustment, revaluation, write-up, and write- down accounts.
Transaction Debit (Dr.) Credit (Cr.)
Dr. Accumulated depreciation X
Cr. Fixed assets gain/loss X Dr. Fixed assets gain/loss
X
Cr. Fixed asset acquisition account X Dr. Fixed assets gain/loss (net book value [NBV])
X
Cr. Fixed assets gain/loss (NBV) X
Note
Before you dispose of a fixed asset as scrap, you must create ledger accounts that are associated with:
• the asset's acquisition value
• depreciation or adjustments for the current year
• depreciation or adjustments for previous years
• the asset's NBV
The fixed asset transaction types are listed on the Fixed assets posting profile page.
Configure Postings for Fixed Asset Disposal

Go to Fixed assets > Setup > Fixed asset posting profiles, and then, on the Disposal FastTab, select Scrap in the field above the grid. The following illustration shows the list of fixed
asset transaction types on the Fixed asset posting profiles page.
The disposal posting profile has two ways to account for the acquisition values during the disposal process:
• The lump sum of all acquisitions that has a Acquisition value posting type
• Differentiate between acquisitions this or prior years that have the Acquisitions this and Acquisition prior years posting types
• Acquisition value combines all acquisition transactions in all times in one transaction line and disposal transaction post it to the corresponding account to acquisition value in
the posting profile. This could be used if you don't want to break down the acquisitions of this year and prior years. In this case, set the Post disposal transactions in detail
option on the Fixed assets parameters page to No.
• Acquisition this year and Acquisition prior years break down the acquisition values when there are different acquisitions posted to the disposed asset this year or prior years. Set
the Post disposal transactions in detail option on the Fixed assets parameters page to Yes, to validate against detailed posting types in the posting profile.
Note
You can’t define the both options of posting types Acquisition value and Acquisition this year or Acquisition prior year in the disposal sale/scrap at the same time to ensure
accurate disposal posting.
For the following example, a fixed asset was acquired on January 1, 2018, and it will be scrapped on March 31, 2019.
• Acquisition price: 24,000.00 US dollars (USD)
• Service life: Two years
• Depreciation method: Straight line service life
• Depreciation amount: 1,000.00 USD per month
The NBV of a fixed asset is calculated by using the following formula:
Net book value = Acquisition price – Depreciation
In this example, the fixed asset was acquired and was depreciated for 15 months, from January 2018 through March 2019. Therefore, the asset's NBV is 9,000.00 USD (24,000.00 USD –
15,000.00 USD).
To create a disposal journal, go to Fixed assets > Journal entries > Fixed assets journal, on the Action Pane, select Lines.
Select Disposal – scrap, and select a fixed asset ID. To fully dispose of the asset, don't enter a value in either the Debit field or the Credit field.
The fixed asset disposal scrap transaction changes the field values for the fixed asset book in the following ways:
• In the Balance section, the Status field is updated to Scrapped.
• In the Issue section, the Disposal date field is set to the date when the asset was scrapped.
Asset Disposal by Sale
Dispose of a fixed asset using a free text invoice
This article explains how to dispose of a fixed asset using the free text invoice.
2. Select New.
3. In the Customer account field, enter or select a value.
4. Validate the Invoice date and edit if applicable.
5. Validate the remaining header fields, such as Currency and edit if applicable.
6. In the Invoice lines section, validate the Description and Main account fields.
7. Validate the default Sales tax group and Item sales tax group fields.
8. Enter the Unit price or the Amount of the sale of the fixed asset.
9. Select the Line details section.
10. Enter or select a value in the Fixed asset field.
11. Select Post

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(Daypop Seal) (Daypop Seal)

Signature – Alfazance Consulting

(Alfazance Consulting Seal)

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1.1 Create a legal entity

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1. Go to General ledger > Journal entries > General journals.

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2.1 Create a vendor account

1. Go to Accounts payable > Vendors > All vendors.

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3.1 Create a customer account

1. Go to Accounts receivable > Customers > All customers.

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1. Go to Accounts receivable > Invoices > All free text invoices.

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20. Approver review and takes the action.

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1. Go to Accounts receivable > Invoices > All free text invoices.