Shipment on Invoice Field in Sales & Receivables Setup

Shipment on Invoice Field in Sales & Receivables Setup

Shipment on Invoice Field in Sales & Receivables Setup Table

If you place a check mark in this field, the program will automatically create a posted shipment, in addition to a posted invoice, when you post an invoice.
If you leave the field blank, the program will create only a posted invoice when you post.

What does it mean in simple user-friendly terms? Well, have you ever seen a posted sales shipment for manually posted invoices like:
Sales on Invoice Field - Posted Sales Shipment

This sales shipment has been generated automatically, when user went to Sales & Marketing > Order Processing > Invoices, created new invoice for travel expenses, and invoiced it directly from Sales Invoice screen.

If Shipment on Invoice field is unchecked, sales invoice would still be posted, however posted sales invoice would not be generated.

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Writing about Dynamics NAV

Dynamics NAV @navision

It’s very easy to write about Dynamics NAV. Especially, when you breathe it (live with it, work with it, and love it) everyday. You encounter issues you have seen already. You create solutions (or optimize ones) that someone else has already created. You get asked questions that have been asked previously. You work in your own way, and you see other people working in their own way. And all of us arrive at the same destination (hint: go live), even though we might have followed different routes. There is no a good way (well, there might be) or a bad way (well, there obviously is!), but every way is a learning experience which can be shared.

On the other hand, it’s very easy to stop writing about Dynamics NAV. Even too easy (just take a holiday for a week or so). And once you stop, you find so many excuses not to start writing again. Or… to leave it for tomorrow. Or day after tomorrow. Even when your colleague (thanks, by the way!) says “it has been thirteen days now… not good… not good“, you nod in agreement and think “tomorrow!“. But there is no tomorrow. There is only next 15 minutes and what you make out of it.

My original inspiration after coming home from NAV TechDays conference in Antwerp was to write about Dynamics NAV for 365 days. Yes, that’s writing daily about Dynamics NAV. That is the only way of living up to my own proclaimed title – Dynamics NAV Enthusiast.

So, let’s see how far we can get!

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Credit Warnings Field in The Sales & Receivables Setup Table in Dynamics NAV

In Credit Warnings Field in the Sales & Receivables Setup you can specify whether you want the program to give a warning about the customer’s status when you create a sales order or invoice, or not. I have seen to many times, end-users being blind to warnings (even with written instructions), just clicking OK, to get rid of the form, without actually making a decision (which needs to be made, according the the option selected in the setup).
Credit Warnings Field in Sales n Receivables Setup Table

In the Credit Warnings field, you have following options:

Credit Warnings – Both Warnings

When you use this option, the program checks both the Credit Limit and the Balance Due fields on the customer’s card and gives a warning if the customer has exceeded its credit limit or if the customer has an overdue balance (check below options for more specific details).

Note: It would start with the Overdue Balance check, and then would move to Credit Limit check.

Credit Warnings – Credit Limit

When you use this option, the program compares the value in the Credit Limit (LCY) field on the customer’s card with the customer’s balance and gives a warning if the customer’s balance exceeds this amount.

For example, if we would check Credit Limit (LCY) and Balance (LCY) fields for customer:Check Credit Limit for Customer

We could see, that Credit Limit is almost reached. So, the next time, we create a new sales order, we might get Credit Limit warning:
Credit Limit Warning

Note: Credit Limit (LCY) set to 0, means that customer does not have a limit at all, therefore, a warning message would not be displayed.

Credit Warnings – Overdue Balance

When you use this option, the program checks the Balance Due field on the customer’s card and gives a warning if the customer has an overdue balance.

For example, if we would look at customer 50000. We can see, that Customer Limit is not set at all:
Customer - No Credit Limit

But, if we would click on Customer > Statistics (or F9), we would see that Overdue Balance (LCY) is more than 0:
Customer - Balance Due (LCY)

Which means, that when creating a new sales document for this customer, we would get Overdue Balance warning:
Customer - Overdue Balance Check

Credit Warnings – No Warning

When you use this option, the program gives no warning about the customer’s status. Which means, you can create new sales documents without checking the customer credit limit, not customer overdue balance.

From business perspective, these warnings could be invaluable – each time you create a new sales document, you get an actual view of your customer’s credit standing, and based on warnings you can make instant decisions on how to proceed. However, I have seen so many times, people just ignoring these warning messages (automatically clicking Yes, without understanding the value (or the meaning) of the warning message). In this scenario, if you really do not care about the warning message, it’s better to change setup of Credit Warnings to No Warning. At least then you will be more efficient in entering new sales documents.

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How to Disable Tools > Zoom Function in Dynamics NAV

We can quite easily disable ShortCutKeys in Dynamics NAV by creating hidden Menus (with keyboard shortcuts assigned to them). However, how do we disable Tools > Zoom Function in Dynamics NAV? How do we hide sensitive data from SUPER users? Of course, we could encrypt the data, so it would not make sense for a person viewing it, however there must be a way, of disabling Tools > Zoom function for SUPER users. There must be a way…

And, in fact, there is (thank you Peter for sharing this information)! Quite an ugly way (involves a little bit of coding), but it does the trick. Not only, it can disable the Tools > Zoom function, but it can also prevent SUPER user from opening the table directly in Object Designer!

How to Disable Tools > Zoom Function in Dynamics NAV
1. Go to Object Designer, and design Codeunit 1 ApplicationManagement:
Disable Tools Zoom - Design Codeunit 1
Click Tools > Object Designer (or SHIFT+F12). Click on “Codeunit“. Click on Codeunit 1 ApplicationManagement and click Design.

1.1. Create a new function call DisableZoom:
Disable Tools Zoom - Create New Function DisableZoom
Here, if we will use only ERROR(”), this will disable the Tools > Zoom function for all users. However, we could incorporate more meaningful logic behind this function, with which we could allow or restrict specific users from using Tools > Zoom function.

1.2. Modify existing function CaptionClassTranslate:
Disable Tools Zoom - Modify Existing Function CaptionClassTranslate

2. For the form, for which you want to disable Tools > Zoom function, modify underlying table:
2.1. Find which table needs to be modified:
Disable Tools Zoom - Form Properties - SourceTable
Open form, click Tools > Designer (or CTRL + F2), click View > Properties (or SHIFT+F4), find SourceTable property.

2.2. Design table in Object Designer:
Disable Tools Zoom - Design Table

2.3. Add new field of Text type (I have called it “Disable Tools > Zoom”):
Disable Tools Zoom - Create New Field Disable Tools Zoom

2.4. Define CaptionClass as ‘9999,5050’ (click View > Properties (or SHIFT+F4) and find a Property CaptionClass, enter ‘99999,5050’):Disable Tools Zoom - Define CaptionClass in Field Properties
Here, 99999 will be CaptionArea, and 5050 will be CaptionRef in Codeunit 1. This will allow to distinguish for which table Tools > Zoom function should be disabled.

3. Run form in question again, and click Tools > Zoom.

Result! It seems, as if nothing happens when you click Tools > Zoom. In fact, the Zoom form, is being opened, but it errors because of our new function in Codeunit 1. In fact, you would get similar result (of “nothing happens”), if you would try to open table directly in Object Designer.

That’s one of the things… that is really good to know, but I doubt, I will use it in the future. Not the nicest way of modifying Dynamics NAV, is it?

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How to disable CTRL+F8 on Dynamics NAV Form?

I have written about how to enable Tools > Zoom function in Dynamics NAV. I have also pointed out the weakness of using Tools > Zoom function (for example, when hiding passwords). However, there is a way to disable keyboard shortcut CTRL+F8 on a specific form.

How to disable CTRL+F8 on Dynamics NAV Form?
Add new MenuButton to the form (click on Toolbox button, then click on Menu Button, then click on the form, where you want to add Menu Button):
Disable Tools Zoom - Add new MenuButton

Create new Menu Item and define the ShortCutKey to Ctrl+F8 (right-click on new Menu Button, select Menu Items, create a new entry by defining Caption (Disable Zoom Function) and ShortCutKey (CTRL+F8) properties, but leaving Action and RunObject properties blank):
Disable Tools Zoom - Define Name for Menu Button

Resize Menu Button to a very small size (so, you could hide it behind one of the other existing buttons on the form)
Disable Tools Zoom - Resize Menu Button

Drag new Menu Button on one of existing button on the form, and click Format > Send to Back (this will position your new MenuButton under the button):
Disable Tools Zoom - Format Send to Back

Now, if you would run the form again, and try to click CTRL + F8, nothing will happen. Result!

Unfortunately, user will still be able to click Tools > Zoom… (which I was hoping would not work either, but it does!) I wonder, if there is a way to disable Tools > Zoom functionality for a specific form…

Edited on 06/12/2011 21:45 (as per Peter’s request) – WARNING:
Disabling keyboard shortcut CTRL+F8 does not remove the ability to run Tools > Zoom function directly. Therefore, this wokaround should not be used for controlling security. Instead, this post should be taken as example, of how to control ShortCutKey property.

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Check G/L Account Usage Field The General Ledger Setup Table

There are a few places in Dynamics NAV, where you set them up once, and then forget. Unless,  you do a new installation, you don’t really need to go through these setup fields again. One, of these fields is Check G/L Account Usage Field in The General Ledger Setup Table.

Check GL Account Usage Field in General Ledger Setup Table

Firstly, you need to know, that it is possible to delete G/L Accounts in Dynamics NAV. Obviously, if you have any outstanding balance, you will not be able to delete G/L Account. Instead, you will get error message saying: Balance must be 0 in G/L Account No.=’ACCOUNT’. However, if you have a balance of 0 (even if you had General Ledger Entries posted), you will be able to delete G/L Account.

That’s where it might be useful to know (and use) the field Check G/L Account Usage:

Check G/L Account Usage Field The General Ledger Setup Table
A check mark in this field indicates that you want the program to protect G/L accounts that are used in setup tables from being deleted. If there is a check mark in this field and you try to delete a G/L account, the program will check if the account is used in one of the following tables:

  • Currency
  • Customer Posting Group
  • Vendor Posting Group
  • Job Posting Group
  • General Posting Setup
  • Bank Account Posting Group
  • VAT Posting Setup
  • FA Posting Group
  • Inventory Posting Setup
  • Service Contract Account Group
  • Gen. Journal Template
  • Gen. Journal Batch
  • Gen. Jnl. Allocation
  • FA Allocation

If you have a checkmark in Check G/L Account Usage field, when deleting G/L Account which has been used in setups, you will get error message: You cannot delete a G/L Account that is used in one or more setup windows.
Error When Deleting GL Account

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