How to Copy a General Posting Setup Line

It’s not something that you do everyday, however, once in a while, you do need to create a new General Posting Setup Line. Usually, I see people going into Financial Management > Setup > Posting Groups > Posting Setup, creating a new entry, defining Gen. Bus. Posting Group and Gen. Prod. Posting Group, and then copying the “Account” values from existing setup (one column at a time). Or, if person is more familiar with the system, I have seen users applying a filter on one of the field (Gen. Bus. Posting Group, or Gen. Prod. Posting Group), and then clicking on the right-arrow on the keyboard and clicking F8 (to copy a value from above entry), right-arrow and F8 again (click click click). It gets the job done, but…

Instead, you could save lots of time (and ensure that you do not make any errors by copying values) by using default Copy – General Posting Setup Batch Job. According to Dynamics NAV help files:

With this batch job you can copy a record with selected fields or all fields from the general posting setup to a new record. Before you start to copy you have to create the new record.

How to Copy a General Posting Setup Line
1. Go to Financial Management > Setup > Posting Group > Posting Setup.
Copy General Ledger Setup - On Menu

2. Select new Gen. Prod. Posting Group and Gen. Bus. Posting Group combination. Click “Copy…“.
Copy General Ledger Setup - Create New Combination

3. And on the request form, select a combination of “Gen. Bus. Posting Group” and “Gen. Prod. Posting Group” from which you want to copy the details (you can copy either all fields, or select only some of them).
Copy General Ledger Setup - Copy Funnction

4. Click OK and then click Yes to confirm the Copy function.
Copy General Ledger Setup - Confirm Copy Function

5. Check copied values.
Copy General Ledger Setup - Result

Result!

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How to Manually Create New No. Series in Dynamics NAV

No. Series
No. Series is used in Dynamics NAV to set up all the number series that you will use in your company for various records (like Item, Customer, Vendor, etc.), various documents (like quotes, orders, invoices, etc.), and journals (templates, batches, lines).

How to Manually Create New No. Series in Dynamics NAV
1. Go to Administration > Application Setup > General > No. Series
2. Create a new record, by defining fields:
No. Series - Create New - Click Series - Lines

Code – In the Code field, type a unique identifier for this number series.
Description – In the Description field, type a short description of the number series.
Default Nos. – Place a check mark in the Default Nos. check box if this number series uses automatic numbering. If the Default Nos. field is unchecked, users must manually look up from the No. field and select from number series.
Manual Nos. – Place a check mak in the Manual Nos. check box if this number series allows manual numbering instead of always using automatic numbering.
Date Order – Place a checkark in the Date Order check box, if the numbers from this range are assigned chronologically.

You might have noticed more fields on No. Series records ,which you cannot update. These are automaticaly updated in the No. Series after No. Series Line information is entered:
Starting No. –
Ending No. –
Last Date Used –
Last No. Used –

3. Click on button Series > Lines and define fields:
No. Series - Create No. Series Lines

Starting Date – Enter the date when this number series can be used.
Starting No. – Enter the first number in the series
Ending No. – Enter the last number in the series
Warning No. – Enter the number which, once reached, will generate a warning that number series is coming to an end.
Increment-by No. – Enter the size of the interval the numbering should increase.

Last Date Used – Field is updated automatically when the number series is used and shows the last date that was No. Series was used.
Last No. Used – Field is updated automatically when number series is used and shows the last umber in the series used
Open – This field is non-editable and is unchecked automatically when the last number in the number series is used

4. Assign numbers series on your Setup tables (for example, on “Sales & Receivables” setup, Numbering tab, you can define “Customer Nos” – number series for customers).

Note: When creating new No. Series I tend to use a lenght of 10 characters for Starting No. and Ending No. (even though, you are allowed to use up to 20 characters). However, I go for 10 characters only, because then it fits nicely in default Dynamics NAV form fields.

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How to Import Setup Questionnaire Answers to a New Company in Dynamics NAV

Once you have created Setup Questionnaire in Dynamics NAV (and exported questions to Excel file),  you can send these questions to your customer. Customer will need to answer these questions and then the file will become the foundation for your initial set ups for the new company in Dynamics NAV.

How to Import Setup Questionnaire Answers to a New Company in Dynamics NAV?

1. Complete the Setup Questionnaire with the Customer.
The idea behing the Setup Questionnaire is to enable your customer to fill in the details themselves. All you need to do is to export setup questionnaire to Excel file and send that file to customer.Then, after filling the details, customer would send back the file to consultant (to apply setups on a new company).

2. Create a new company.
While your customer is trying to answer all the questions from Setup Questionnaire, you can proceed with creating a new company.
2.1. Click File > Company > New.
2.2. Enter Company Name and click OK.
2.3. Select Company Type field in the Company Setup Window and click OK.
2.4. Once the company has been successfully created, click OK.

3. Import the setup questionnaire.
 3.1. In Dynamics NAV click Administration > Application Setup > Company Setup > Setup Questionnaire, then click Questionnaire > Import from Excel.
3.2. Select the file (that customer has sent to you) and click Open.
3.3. Once the quetionnaire has been successfully imported click OK.

4. Validate the setup questionnaire.
As a consultant, you still need to manually review the data, to ensrue that the fields have been entered in the correct Dynamics NAV format (for example, to check that strings are not entered into date fields, etc).
4.1. Click Questionnaire > Show Questions.
4.2. For each question, review the value in Answer column (checking the value in Answer Option column and the value in Answer column).
4.3. You can click Tools > Zoom to get more specific field information.

5. Apply answers from the setup questionnaire.
If you have skipped step number 4, go back. The Apply Answers process does not validated the format of the answer in the questionnaire! Once, you have validated data on all Setup questions, you can either apply answers for whole Setup Questionnaire:
5.1. Click Questionnaire > Apply Answers.

Or, you can do it for one setup at a time:
5.1. Click Questionnaire > Show Question.
5.2. Click F5 to open a list of Setup Tables. Click on a table name, and click OK.
5.3. For each Setup Table in Question Are window click Question > Apply Answers.

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How to Create Setup Questionnaire in Dynamics NAV?

If you would restore a CRONUS database (with intention to check out the Setup Questionnaire which I have mentioned yesterday), you might be a little bit disappointed when you go into Administration > Application Setup > Company Setup > Setup Questionnaire – you can’t find any data!

That is because you need to create (or initiliaze) Setup Questionnaire in the first place.

How to Create Setup Questionnaire in Dynamics NAV?
1. Select a company setup (industry-specific) XML file.
1.1. In Dynamics NAV, click Tools > Object Designer. Click Form and find form ID 8622 Company Setup. Click Run.
How to create Setup Questionnaire - Object Designer

1.2. Look up in the Company Type field and select the Industry Type. Click OK to confirm. Then click OK in Company Setup window.
How to create Setup Questionnaire - Company Setup

1.3. Click OK when the import is complete.
How to create Setup Questionnaire - Import Completed

Note: During the import process, by default 67 tables are populated with industry-specific data.

2. Review Setup Questionnaire Questions.
2.1. Go to Administration > Application Setup > Company Setup > Setup Questionnaire and click Questionnaire > Show Questions.
How to create Setup Questionnaire - Show Questions

2.2. You can click F5 to go to the list of Setup Tables.
How to create Setup Questionnaire - List of Setups

2.3. Select the relevant area (setup table) and click OK to review questions.
How to create Setup Questionnaire - Questions for Selected Setup

Note: You can add new questions, or change default questions to match customizations on your database.

3. Export Setup Questionnaire to a file (usually, Excel).
3.1. Go to Go to Administration > Application Setup > Company Setup > Setup Questionnaire and click Questionnaire > Export to Excel.
How to create Setup Questionnaire -  Questionnaire - Export To Excel

3.2. Enter the File Name and click Save.
How to create Setup Questionnaire - Save as Excel

3.3. Click OK when export process is completed.
How to create Setup Questionnaire - File Exported

3.4. Open Excel file you just created and review various tabs on the spreadsheet.
How to create Setup Questionnaire -  Review in Excel

Note: You shouldn’t change questions on the file directly. If you notice, that a question needs to be changed, do that in Dynamics NAV and export Setup Questionnaire again.

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What is Setup Questionnaire in Dynamics NAV?

If you are working for end-user company, most likely you have never seen Administration > Application Setup > Company Setup > Setup Questionnaire in Dynamics NAV (and most likely, you will never need to see it). However, if you are Dynamics NAV consultant constantly working with new implementations (or at least, if you are preparing for Dynamics NAV Financials exam), you might have encountered this tool.
Setup Questionnaire

To say it in one sentence (as per Microsoft training materials):

The setup questionnaire help reduce the implementation workload by streamlining the task of setting up the new system.

But what does this mean for normal Dynamics NAV users? Well, instead of talking in Dynamics NAV jargon (and instead of having deep knowledge of Dynamics NAV), end-users can answer a set of simple questions, and in doing so, newly implemented Dynamics NAV system will be set up.

There is one questionnaire for each (default Dynamics NAV) industry segment.
Setup Questionnaire - Industry Segments

And each questionnaire covers the same 10 setup tables, but questions may be different for various industry types.
Setup Questionnaire - Setup Tables

The setup questionnaire is generated in Dynamics NAV by a consultant (in Excel or XML format), and then it is up to a user to answer the question (to setup their system). Once user has finished, the questionnaire file is imported to Dynamics NAV, and (after a few hours) job’s done – the system is set up without the user even connecting to Dynamics NAV database!

And the best thing about Setup Questionnaire in Dynamics NAV – it is not limited to the predefined number of tables (or questions). Therefore, if you are working with addons (or bigger customizations), you can create your own Setup Questionnaire.

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Stockout Warning Field in Sales & Receivables Setup Table in Dynamics NAV

Stockout Warning Field in Sales n Receivables Setup

In Stockout Warning field you can specify whether you want the program to warn you when a sale will result in a negative inventory for an inventory item. Dynamics NAV will base its warning on a calculation that includes all posted item entries plus sales order lines that have not yet been posted.

Stockout Warning
The Stockout Warning check box, when selected, specifies that
the program warns the user when there are not enough items on
inventory to fulfill a sales order. The warning is based on a
calculation that sums quantity amounts on all posted item ledger
entries and unposted sales order lines, including reserved
quantities.

To have the program warn you that the inventory will become negative, place a check mark in the check box. However, please note that:

  • Stockout Warning does not work for “Drop Shipment” lines.
  • Stockout Warning does not check “incomming” stock from purchase orders.

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Cost is Adjusted Field in Item Table

Cost is Adjusted Field in Item Table

Cost is Adjusted field contains a check mark if the item’s unit cost has been adusted, either automatically or manually.

By saying “automatically“, I actually refer to Warehouse > Setup > Inventory Setup, fields “Automatic Cost Posting” and “Automatic Cost Adjustment”. Depending on this setup, your item costs might get updated with every transaction posted.
Cost is Adjusted Field - Inventory Setup

And by “manually“, I refer to running the batch job Financial Manageent > Inventory > Costing > Adjust Cst – Item Entries. It is possible to run this on the Job Queue, hence automatically, however in the context of “Cost is Adjusted” field usage, even if report is executed as a Job Queue task, it is still considered as running the batch job “manually”.

Basically, if “Cost is Adjusted” has a check mark, it means that “Adjust Cost – Item Entries” has been executed recently. If “Cost is Adjusted” field does not have a check mark, it doesn’t mean, that cost for item has never been adjusted. Instead, it means, that there are some new entries, that will need to be adjusted.
Cost is Adjusted - Adjust Cost Item Entries Batch Job

Once you execute “Adjust Cost – Item Entries”  batch job (and hopefully, you have done it without any filters), all your items should have a checkmark on “Cost is Adjusted” field.

To summarize, the field “Cost is Adjusted” can be used either by user trying to identify if costs for items have been adjusted, or by the system:

  • when running report 1004 Close Inventory Period – Test, system will check if cost has been adjusted for item and warn a user if it hasn’t been done.
  • Cost is Adjusted” field is set to No, whenever system creates a new records that affect Value Entries
  • Cost is Adjusted” field is set to Yes, when running “Adjust Cost – Item Entries” batch job.

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