Axapta/eCTRL Training Manual

2

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

3

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.

4

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.

5

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.

.

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.

6

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.

7

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.

8

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.

9

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.

10

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

11

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.

12

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.

13

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.

14

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.

15

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.

16

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.

17

Create a new journal with CTRL + N and select Daily journal.

Press the Lines button.

18

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.

19

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.

20

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.

21

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.

22

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.

23

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

24

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.

25

Select the wanted balance in Balance field.

26

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, e-mail).

27

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.

28

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.

29

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 to skip a tab forward (tab key is the button to the left of the letter "Q" on most keyboards) Ctrl + Shift + Tab to skip a tab back Tab to skip a field forward Shift + Tab 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: The cursor is moved:

Left arrow One character to the left

Right arrow One character to the right

Up arrow One line up

Down arrow One line down

Home To the beginning of the line

End To the end of the line

PgUp To the previous page / previous item

PgDn To the next page / next post

Ctrl + Home To the first entry in the directory

Ctrl + End To the last entry in the directory

Tab Jump forward between fields

Shift + Tab Jump back between fields

Book items:

Alt + F9 Delete entry / line

Ctrl + N Create new entry/line (* next to the entry = not updated)

Ctrl+ F3 Filter items

Ctrl + Shift + F3 Remove filter items

Ctrl + C Copy

Ctrl + V Paste

Ctrl + X Cut

Ctrl + S Save / update

Ctrl + F Search / find entry

Ctrl + P Print / create report

Menu functions:

Ctrl + F4 Close down a screen display

Ctrl + Alt + F4 Jump to mail index

Ctrl + Tab Jump forward between tabs

Ctrl + Shift + Tab Jump back between tabs

Ctrl + O Open the menu

Ctrl + D Open the development menu

Alt + F4 Exit the program

Alt + Enter Features

Alt + down arrow Load the pick list to reference index

Ctrl + F6 Switch between open activities

Ctrl + PgDn Switch block (e.g. contracting headlines)

30

11. Key Word Translations Application/Apply Entry............. Udligning Batch Name.............................. Kladdenavn Credit Note................................ Kreditnota Due Date................................... Forfaldsdato Fixed Assets.............................. Anlægsaktiver General Ledger.......................... Finans, hovedbog Invoice....................................... Faktura Journal Templates..................... Kladdetyper Payment Terms......................... Betalingsbetingelser Register..................................... Journal Vendor....................................... Leverandør, kreditor Customer................................... Kunde, debitor Accounts Receivables………….. Tilgodehavender Accounts Payables……………… Forpligtelser