Navision Training

Axapta/eCTRL
Training Manual
Table of contents
1. Introduction .................................................................................................................................................... 3
2. Managing company account .......................................................................................................................... 4
3. General ledger ............................................................................................................................................... 5
3.1 Chart of accounts .................................................................................................................................... 5
3.2 G/L Account ............................................................................................................................................. 6
3.3 Creating new general ledger accounts .................................................................................................... 6
4. Bank accounts ............................................................................................................................................... 8
4.1 Creating new bank accounts ................................................................................................................... 8
5. Accounts receivable ....................................................................................................................................... 9
5.1 Create a new customer ........................................................................................................................... 9
5.2 Posting of Customer .............................................................................................................................. 10
5.2.1 Entering the journal ............................................................................................................................ 10
5.2.2 Posting a journal entry........................................................................................................................ 12
5.2.3 Customer settlement .......................................................................................................................... 13
5.3 Reports in the customer module ........................................................................................................... 14
6. Accounts payable ........................................................................................................................................ 15
6.1. Vendor a new vendor ........................................................................................................................... 15
6.2 Posting of a vendor ............................................................................................................................... 16
6.2.1 Entering the journal ............................................................................................................................ 16
6.2.2 Posting a journal entry........................................................................................................................ 18
6.2.3 Vendor settlement .............................................................................................................................. 19
6.3 Reports in the vendor module ............................................................................................................... 20
7. Financial accounting .................................................................................................................................... 21
7.1 Entering the journal ............................................................................................................................... 21
7.2 Posting a journal entry........................................................................................................................... 22
7.3 Printing a journal ................................................................................................................................... 23
8. Reports ........................................................................................................................................................ 24
8.1 In general .............................................................................................................................................. 24
8.2 Reports of balances .............................................................................................................................. 24
9. Copying data from Navision to Excel ........................................................................................................... 28
10. Shortcuts overview .................................................................................................................................... 29
11. Key Word Translations .............................................................................................................................. 30
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1. Introduction
The material is designed for Microsoft Dynamics AX 3.0 sp3.
Note: Not everything is described in this manual. You might get some help by tapping on the right mouse tap
and selecting What’s This?
Or you can place the cursor in a field, and a description will pop up in the lower left corner of the screen.
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2. Managing company account
When opening Axapta (also known as eCTRL), the first thing that happens is that your startup company
opens automatically. Make sure that this company is the correct one. If you wish to switch to another
company, then press Tools\Company accounts.
Place the cursor on the company you want to access, and press the Change company accounts button
and then Enter.
When working in Axapta, the data will be stored on a server and not on your Deloitte computer. This process
will take place automatically.
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3. General ledger
The general ledger is a central element of any ERP system. The general ledger menu is found at the top of
the main menu.
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3.1 Chart of accounts
The core of a company’s financial management is the chart of accounts. The chart of accounts provides an
overview of all ledger accounts and the balance of the accounts.
The chart of accounts is accessed in the General ledger\Chart of accounts.
By default, the Chart of accounts window contains the information provided below. New accounts can be
created directly from this window, and existing accounts can be modified.
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3.2 G/L Account
When modifying and managing G/L Accounts you just have to place the cursor on the account and choose
from among the options: General, Setup, Financial statement or Dimension.
3.3 Creating new general ledger accounts
Create a new account by placing the cursor in the chart of account and pressing Ctrl+N.
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Go to General and fill out Ledger Account, Account name and Account type.
Go to Setup and fill out VAT Group, Item VAT Group and VAT direction if necessary, otherwise choose
no vat in the VAT field by pressing on the field.
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4. Bank accounts
You can use Bank accounts in the program to keep track of your banking transactions. Accounts can be
denominated in your local currency or in a foreign currency.
4.1 Creating new bank accounts
First you have to create a bank account in the charter of accounts. Remember to tick off Locked in journal.
Next, go to Bank, Bank account. Press Ctrl+N.
Fill in Bank account, Name, Bank account number, Ledger account and Currency.
Fill in the relevant information under General, Setup, Address and Contact Info.
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5. Accounts receivable
5.1 Create a new customer
This section describes how to create a customer in eCTRL.
Select Sales ledger\Customers
Press Ctrl+N to create a new customer.
Next, fill in the fields Customer account, Name, Customer group and Currency.
Next, go to the Setup tab.
VAT group regarding Danish customers must be filled in.
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You can also fill in the other tab options Address, Contact info, etc.
5.2 Posting of Customer
5.2.1 Entering the journal
This section describes how you post a customer in the journal.
Go to the AccountPlus+\Journals\General journal
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Select the journal and press the Lines button (create journal = Ctrl+N).
Under the Overview tab you have to fill in the fields Date, Voucher, Account type and Account,
Transaction text and amount.
In the Offset account type field, you select Finance.
In the Offset account field, you select the Account where the postings are placed.
In the Invoice field, you enter the invoice number. This ensures that VAT is deducted and the due date is
calculated.
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Press down arrow or Ctrl+N to create a new journal line.
5.2.2 Posting a journal entry
Once all the documents have been entered in the journal, they are ready for posting.
Press the Post button and select Post and transfer. Using this function any errors will be transferred to the
new journal.
Select Post. The journal will only be posted if there are no errors.
Press the Validate button and select Validate.
If there are errors in a transaction, an infolog will pop up with a description.
Go back to the automatically created journal entry and correct the error.
Select All at the top of the screen, and select the new journal and press the Lines button.
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Now you can correct the error. Next, press Validate and the new journal is posted as described above.
If the journal is OK, an infolog pops up telling you that the document is posted in the system.
5.2.3 Customer settlement
Create a new journal in AccountPlus+
Press Ctrl+N and press the Lines button.
Insert Date, Voucher, Account Type = Customer, Account = choose the customer who has to be settled.
Next, press the Functions button in the journal and select Settlements.
Next, select the documents to be settled by putting a checkmark in the column Mark to the left of the screen.
Press Esc.
Write a Transaction text and select Offset account type and Offset account or create a new line. Next,
post the journal by pressing Post.
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5.3 Reports in the customer module
The customer module allows you to print various customer standard reports.
The reports are divided into groups (yellow folders), see e.g. Ageing report in The Status folder.
For a detailed description of Reports we refer to the section regarding Reports.
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6. Accounts payable
6.1. Vendor a new vendor
This section describes how new vendors are created in eCTRL.
Purchase ledger\Vendors
Press CTRL+N to create a new vendor.
Fill in Name, Search Name, Invoice account, Group and Currency. The Group field must be filled in.
Then go to the tab Setup.
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VAT group must be completed if the vendor is Danish.
If the supplier is European, both the VAT group and VAT number are required.
You can also fill in the other tab options, e.g. Address and Contact Info.
In the Payment tab you can enter the Terms of Payment and Settlement discount.
If payments are made automatically by the vendor’s banker, the Method of payment, Bank account and
Payment specification have to be set up.
6.2 Posting of a vendor
6.2.1 Entering the journal
This section describes how you post a vendor invoice in Axapta.
AccountPlus+\Journals\General journal.
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Create a new journal with CTRL + N and select Daily journal.
Press the Lines button.
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Under the Overview tab you have to fill in the fields Date, Voucher, Account type = Vendor, Account,
Transaction text and VAT amount.
In the Offset account type field, you select Ledger.
In the Offset account type field, you select the Ledger Account where the postings are placed.
In the tab called Invoice, you enter the invoice number. This ensures that VAT is deducted and the due date
is calculated.
Go back to Overview tab and press the down arrow to create a new journal line.
6.2.2 Posting a journal entry
Once all the documents have been entered in the journal, they are ready for posting.
Press the Validate button and select Validate.
Once the draft has been validated, it is ready for posting. Press the Post button and select Post.
When the journal is posted, an infolog appears – press the Close button.
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6.2.3 Vendor settlement
Create a new journal in AccountPlus+\Journals\General journal.
Press CTRL + N and press the Lines button.
Insert Date, Voucher Account type = Vendor, Account = find the vendor to be settled.
Next, press the Functions button and select Settlements.
Then select the documents to be settled by leaving a checkmark in the column to the left of the screen
entitled Mark.
Then close the screen display by pressing Esc, and the amount is automatically posted in Amount.
Then write in the Transaction text field and select Offset account type and Offset account or create a
new line.
Post the journal.
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6.3 Reports in the vendor module
The vendor module allows you to print various vendor standard reports.
Select Purchase ledger\ Reports\Transactions\Vendor and select e.g. Account statement.
For a detailed description of Reports, we refer to the Reports section.
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7. Financial accounting
7.1 Entering the journal
To open a journal entry, please do as follows:
Press AccountPlus+\Journals\General journal.
Press Ctrl+N to create a new journal.
Select your type of journal. In the Description field, you can write e.g. Daily journal.
Then press the Lines button.
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Press Ctrl+N for a new line.
In the journal, enter the Date, Voucher and Account type = Ledger, Customer, Vendor, project, debtor or
creditor.
Under Account, enter the account number.
Select the Transaction text, type the amount in Debit. Then use the offset account=ledger, customer,
vendor, bank or create a new line Ctrl + N.
If you want to erase the line, press Alt + F9.
7.2 Posting a journal entry
Once all documents have been entered in the journal, the journal entry is ready to be posted.
Press the Post button and select Post and transfer. By using this function, the error will be transferred to
the new journal.
If you select Post, the journal will only be posted if there are no errors. If you want to check the journal field,
press the Validate button.
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If an error occurs in an entry, an infolog will pop up. Then go back to the automatically created journal entry
and correct the error.
If no infolog pops up, there are no errors, and the documents are posted by the system.
7.3 Printing a journal
A journal can be printed before as well as after it has been posted. It is not necessary to print before posting.
The journal can be printed as a journal, balance or a cash report.
Brugervejledning
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8. Reports
8.1 In general
From the modules General Ledger, Sales Ledger and Purchase Ledger it is possible
to make queries and to print various reports.
You can find the reports under Report in the General Ledger, Sales Ledger and Purchase Ledger
modules.
You can find special reports prepared by Deloitte under Account Plus+\Reports and under
ServiceHosting+\Layout Designer\Report.
8.2 Reports of balances
Below are instructions for printing a standard balance in eCTRL.
Go to General Ledger\Report\Transaction\Periodic and select Financial Statements.
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Select the wanted balance in Balance field.
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Under the Columns tab, add From date and To date for the period to be printed if the period differs from
what is stated in the Date interval code field. Typically the Date Interval code is correct, so you do not have
to specify the period.
Press the Options button to choose where and how the report should be printed (printer, monitor, file, email).
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Select the report you want to print and press OK.
At first your print will be displayed on the screen.
Make sure that the balance is correct, and then press
to print to a printer.
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9. Copying data from Navision to Excel
Copying data from Axapta to Excel is a quick and efficient way to analyze and manipulate date in case of
needs that are not available in the application.
Place the cursor in the data area on the Copying data from Axapta to Excel.
All data displayed in tables (Customers, Vendors, General Ledger), you can copy to Excel.
If you e.g. want to Copy all Customers, belonging to Customer Group Denmark, then go to Sales
Ledger\Customer, right click on Customer Group Denmark, choose Filter – and now you only see customers
from the Customer Group Denmark.
Press the box in the upper left corner, shown below:
All of the selected items in the screenshot are hereby marked. Press Ctrl+C to copy the data (note that this
may take some time if there is a lot of data in the table). Open a blank Excel sheet and press Ctrl+V for
inserting the data.
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10. Shortcuts overview
When navigating from one window to another in Axapta, or when typing in data or viewing data already typed
in, Axapta offers many possibilities of gaining easy access.
Ctrl + Tab
Ctrl + Shift + Tab
Tab
Shift + Tab
to skip a tab forward (tab key is the button to the left of the letter "Q" on most
keyboards)
to skip a tab back
to skip a field forward
to jump one space
In the menu you can use the up arrow and down arrow keys to navigate between menu items. A directory
menu is accessed by pressing the right arrow key – the folder is closed by pressing the left arrow key.
A menu item is opened by using the Enter key.
Shortcut keys:
If you type:
Left arrow
Right arrow
Up arrow
Down arrow
Home
End
PgUp
PgDn
Ctrl + Home
Ctrl + End
Tab
Shift + Tab
Book items:
Alt + F9
Ctrl + N
Ctrl+ F3
Ctrl + Shift + F3
Ctrl + C
Ctrl + V
Ctrl + X
Ctrl + S
Ctrl + F
Ctrl + P
Menu functions:
Ctrl + F4
Ctrl + Alt + F4
Ctrl + Tab
Ctrl + Shift + Tab
Ctrl + O
Ctrl + D
Alt + F4
Alt + Enter
Alt + down arrow
Ctrl + F6
Ctrl + PgDn
The cursor is moved:
One character to the left
One character to the right
One line up
One line down
To the beginning of the line
To the end of the line
To the previous page / previous item
To the next page / next post
To the first entry in the directory
To the last entry in the directory
Jump forward between fields
Jump back between fields
Delete entry / line
Create new entry/line (* next to the entry = not updated)
Filter items
Remove filter items
Copy
Paste
Cut
Save / update
Search / find entry
Print / create report
Close down a screen display
Jump to mail index
Jump forward between tabs
Jump back between tabs
Open the menu
Open the development menu
Exit the program
Features
Load the pick list to reference index
Switch between open activities
Switch block (e.g. contracting headlines)
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11. Key Word Translations
Application/Apply Entry.............
Batch Name..............................
Credit Note................................
Due Date...................................
Fixed Assets..............................
General Ledger..........................
Invoice.......................................
Journal Templates.....................
Payment Terms.........................
Register.....................................
Vendor.......................................
Customer...................................
Accounts Receivables…………..
Accounts Payables………………
Udligning
Kladdenavn
Kreditnota
Forfaldsdato
Anlægsaktiver
Finans, hovedbog
Faktura
Kladdetyper
Betalingsbetingelser
Journal
Leverandør, kreditor
Kunde, debitor
Tilgodehavender
Forpligtelser
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