Tag Archives: MS Dynamics AX

Enabling multi-legal entity selection on ‘All Project’ list page to view details of projects across multiple legal entities in MS DAX365 for Operations (AX7)

Hi everyone, I have been exploring new features introduced in Microsoft Dynamics 365 for Operations and getting familiar with the look and feel of new UI. Today, I came across another comprehensive and wonderful feature within project accounting and management module.

In Microsoft Dynamics 365 for Operations, a new feature is introduced where a user can select multiple legal entities, where he/she can mark more than one legal entities to get the list of projects details based on whichever legal entities are selected (was not feasible in previous standard versions of AX)

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Question 1: How is it possible?
Answer: This requires a less amount of effort to achieve this particular objective.

Question 2: How we will do it?
Answer: I will take you to the examples to understand it completely.

Let me clear the doubts on how it is possible and how we will achieve it.

Navigate to: Organization administration > Organizations > Organization hierarchies.

  • Click New to add a new hierarchy i.e. Contoso Consulting Head-office (USA)
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  • Click on Assign purpose, the form will redirect you to the Organization hierarchy purpose
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    Note: This is an out of the box form where purposes for every modules are pre-configured and they are all standard as well as non-customizable purposes.
  • Select Project management hierarchy purpose and click on Add under assigned hierarchies’ grid and assign an organization hierarchy i.e. Contoso Consulting Head-office (USA)
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  • Click Set as default to make it a default hierarchy
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  • Click on View hierarchy to not only view the hierarchy but to design it
  • Click on Edit and then on Insert to add legal entity i.e. USSI and then click on Insert again to add other legal entities to be added within this hierarchy
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  • For instance, I am currently logged into USSI legal entity, I consider to declare USSI (USA) legal entity as my Head-office and I will add other legal entities such as JPMF (Japan), DEMF (Germany), MXMF (Mexico), SAMF (Saudi Arabia), MYMF (Malaysia) and RUMF (Russia)

 

  • Once the hierarchy is designed, Save the record and click on Publish, provide effective date and publish the hierarchy.
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    Note: This selection will enable a hierarchy view of all these specified legal entities within the legal entity drop dialogue on the ‘All project’ list page i.e. legal entities such as JPMF, DEFM, MXMF, SAMF, MYMF and RUMF meaning that the details of projects from of all these legal entities can be viewed at the same time without the hassle of changing legal entities again and again.
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INVENTORY OWNERSHIP CHANGE _ DAX 365 for Operations (AX7)

Consignment inventory represents a common practice in many industries specifically in Retail industry but has been adopted by number of manufacturing companies.

Consignment inventory refers to the stock that is owned by a Vendor but stored at your company’s Inventory dimension e.g. Site, warehouse, location, Aisle and then the payment of such inventory takes place when the inventory ownership is shifted to the company.

The concept of the vendor consigned inventory has been newly introduced in DAX365;

Before we start exploring this functionality and do some transactions, we will start with the mandatory setups that are required to perform such transactions.

Mandatory Setup

  • Creation of Inventory owner (Create the record for the inventory owner i.e. provide legal entity name who is supposed to take the ownership of the inventory and list down the vendors who you declare to be responsible for consigned inventory)
    Navigate to : Inventory management > Setup > Inventory owner

  • Configure Tracking dimension group and activating owner dimension.
    Note: In current AX version, the owner cannot be activated along with batch and serial tracking, a customization may be required if an inventory item is associated with batch and serial number)
    Navigate to: Product and information management > Setup > Dimension and variant groups > Tracking dimension group

  • Configure Inventory model group _ only standard cost and moving average inventory models are supported, so only the released products associated with such models can be used in such transactions.
    Navigate to: Inventory management > Setup > Inventory > Item model group 
  • Configure Inventory ownership change journal
    Navigate to: Inventory management > Setup > Journal names > Inventory

  • Configuring consignment warehouse separately (the logic of having different warehouse is to differentiate consignment inventory and to better manage the stock)
    Navigate to: Inventory management > Setup > Inventory breakdown > Warehouses

    (Note : Do not consider to provide vendor account while configuring warehouse as it has nothing to do with consignment warehouse, this vendor account insertion is for Sub-contract production process in which user specify where they need to deliver to subcontracts vendors so it is used for default warehouse delivery address)

Step by Step process 

  • Create Inventory owner i.e. enter vendor 1006 and create a record for USRT _ Why we do this? Because we need to create a link between our vendor and the owner inventory dimension.
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  • Create tracking dimension group for type Owner.
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  • Setup/configure Item model group (if there isn’t any existing one for Standard or moving average)
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  • Use an existing product that is associated with inventory model of type standard cost/moving average or create a new released product and associate it with inventory model of type standard cost/moving average.
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Note: If released product belongs to standard cost inventory model, you must                     activate a purchase and cost price for the site that will later be used for storing                   consignment inventory.

  • Configure a consignment warehouse and associate with the site that is supposed to be used for consignment inventory.
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  • Configure journal name for Inventory ownership change and associate a voucher series to it.
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  • To create consignment inventory transaction.
    Navigate to: to Procurement and sourcing > Consignment > Consignment replenishment orders.

  1. Create new consignment replenishment order by clicking New > select Vendor i.e. 1006 (the one we configured within inventory owner)
  2. Add line, select the Product i.e. CoProd-01, enter the QTY, enter Requested delivery date and enter the warehouse i.e. CONSWAR (or the consignment warehouse)
  3. Click Generate product receipt to physically update the consignment inventory.
  4. The Order status will be change to Completed.
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  5. Visit the inventory transaction to see the impact of this consignment replenishment order.
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  6. If the ownership is required to be shifted to the legal entity meaning that the current legal entity would like to take the ownership of the inventory, go to Inventory management > Journal entries > Items > Inventory ownership change or go to Procurement and sourcing > Consignment > Inventory ownership change to do so.

    1- Click New to create new Journal.
    2- In the line details> click New to create a record for the item i.e. CoProd-01, enter       the QTY (if the entire QTY needs to be shifted one can enter it but if user wants to     split the QTY it can be achieved as well).
    3- Change the warehouse to CONSWAR.
    4- Click Post to post the journal.
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    5- Visit the inventory transaction to see the impacts
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    Note: One can notice that a purchase order has been created and the physical inventory has been updated i.e. Receipt status = Received. At this point, the ownership of the inventory is changed from Vendor 1006 to USRT (legal entity) and Invoice now can be raised to create liability, as soon as the order is invoiced inventory status will also be updated i.e Receipt status will be = Purchased.
    Moreover, as a reference, the PO header will reflect the Origin of the PO as Consginment.
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Error message “Unable to save the customer” at the time of selecting the customer on POS

There is a common error message that a user may face at the time of selecting a customer when he/she search for a customer and select it on the Retail POS (AX 2012 R3)  the error is prompted as “Unable to save the customer
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Reason: A common mistake user do is that they forget to tag the address book or a wrong address book is tagged.

Solution: Go to Account receivable > All customers > Search for your customer > under General tab > Other information > look for the address book that is tagged.

Once the address book is defined, go back to your POS > Search Customer > search customer by account name or number and then click select, the customer will surely be selected.

De-receipting of Purchase orders created through Project Module _ AX 2012

MS Dynamics AX offers the de-receipting and return order functionality in AX 2012 as well with some enhanced interface. However, as carried from the previous version we need to keep two things in mind;

  • When the order is “Received” the products needs to be de-receipted.

When the order is “Invoiced” we need to create the return order to reverse the entries before we cancel the purchase order.

DE receipting

  • Create a Purchase requisition from a project
  • Approve the purchase requisition workflow.
  • Go to Procurement and Sourcing Module and go to Released approved purchase requisitions.
  • Confirm the purchase requisition by creating a purchase order from it.
  • Go back to Project management and accounting module and select your project for which the purchase order has been created.
  • Select the Project and go to Manage
  • Click on Item task in the related information section and click on Purchase order.
  • Go to Purchase tab and click on Confirm in order to confirm the PO.
  • Go to Receive Tab and click on “Product Receipt”.
  • Post the Receipt of the product..
  • Check the committed cost against the project.
  • Now go back to the purchase order.
  • Click on “Receive” tab.
  • Go to Receipt journal.
  • Select the line in the journal and click “Correct”.
  • In the QTY column, enter the QTY enter 0 or whatever the QTY that needs to be reversed.
    (e.g. if we have 50 QTY and only 25 QTY needs to be reversed (de-receipted) then enter 25 in the QTY column and the Reversed QTY column will be updated automatically with the remaining 25 QTY.
  • Posting the correction (de-receipting) QTY will change the PO status back to “Open”.
  • Now go to purchase order tab and click “cancel”.
  • Check the status after cancelling, workflow status will be “Draft” and Purchase order status will become “Cancelled”.
  • No go back to the project and check the committed cost, it should have been reverted that was generated due to this PO.

Project Expense Journal _ Workflow, User CAL level issue.

Hi all,

There is a common but very weird issue that most of AX users gets puzzled with and that is the workflow type for standard project expense journals.

Question is “What is the workflow type that Project Expense are or can be associated with”?  is it “LedgerDailyTemplate“, is it configured through “Project module” or through “General Ledger“?

Answer is:  we DO NOT have any standard workflow type for Project expenses journal to be used, instead we need customization to cover up the requirements to create one workflow type “ProjExpWFTemplate” to be triggered for Project Expense journal and these can be configured through Project Module.

We recently had an issue which I would like to share, that will clear more about what I am hinting at;

One of my client bought users licenses,  he had enterprise, functional, task and server level users.

By default the Project Manager role comes under “Functional user” but my client ended up customizing the workflow wrongly.

What he did, is that he re-directed the “Daily” workflow that uses the workflow type “LedgerDailyTemplate“. These type of workflow are configured through GL module and for these type of journal workflow approval you have to have enterprise license.

Therefore, after spending time and researching it, we came to know that we have two type of menu items that are being called up when the workflow is triggered;

LedgerJournalTable3 and LedgerjournalTable7 both have the same object LedgerJournalTable” that mostly causes the confusion, but if you take the properties of these menu item then “Label” and “Viewuserlicense” gives you the clear picture that which menu item belongs to which type and what needs to be configured against what type of workflow types.

C.f. the screenshot below for more understanding;

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So, the correct menu item to be utilized under the customized workflow is going to be “LedgerjournalTable7″ and a customized workflow needs to be created for project expense journal workflow approval.
These type of workflows are configured through Project module, and workflow type for these journal name can also be selected once they are customized.

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However, in order to approve the workflow, there are some customized menu items;
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for which you need to create one customized privilege and then associate that privilege with one customized duty and then drop that duty under a customized role, later you assign that role to your Project Manager who can then approve the project expense workflow.

By doing so, the user will fall under functional user, you can validate it by running the batch job for user license information.
System administration –> Reports –> Licensing –> Named user license count. 

How to Adjust posted transaction of Project in AX 2012.

In Dynamics AX 2012, we have a significant feature called “Adjust transactions”. Through this feature one can adjust the posted/invoiced Expense, Hours etc. In order to do so, let just take an example of adjusting an Hour transaction for a project.
For example, I have a project _ 0004 which I need to adjust the posted hour transaction for.

 Select the Project 0004 –>  Click on the Posted transaction.

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  Verify the Vouchers:

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 Click on Adjust transaction.

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 Select the Type of transaction that needs to be adjusted, Project ID, Project type (In our case it is fixed price), the posted/invoiced period (to – from date range), Transaction Status, Line property and last but not least, the Ledger date _ it is the date that will be appeared as an adjustment date.

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 Select the Hour line (in my example I used Hour type which you want to adjust  click Adjust.

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 Change the Project ID, WBS (work break down structure) activity and the cost price to book the time sheet to a different project. ( In my case I have change the project from 0004 to 0005).

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 Click “Check” to verify if everything is fine, a reference number will be populated.

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 Once the transaction is checked, click on Post to post the adjusted transaction, As soon as you post the transaction, you will get an info log _ updating the confirmation of the adjustment made.

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 Now, we will go and check the Project 005 for which we have posted a transaction (took the hour transactions from Project 004 and shifted to Project 005 in order to adjust it). We can see the line.

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 One can see the adjusted hour transaction line under posted transactions;

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 In order to verify its impact on finance side, let’s just verify the vouchers as well.

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  Click on View transactions –> on the Transaction form –> click General tab.

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 System is showing the adjustment reference number which appeared in the info log. Moreover, the updated cost price and activity number got updated as well.

Please note: In adjustment, the system do not bring the old transaction lines, instead, it just replace it with the new adjusted lines, though the reference remains available.