Microsoft Dynamics
®
AX
Intrastat in Microsoft
Dynamics AX 2012 R2
White Paper
This white paper explains where information comes from for each box of the German Intrastat arrival and dispatch forms, how to set up Intrastat, and how to transfer transactions and
generate Intrastat forms for arrivals and dispatches. Intrastat reporting is the system that is used to record information and
generate statistics on the compulsory declaration of movements of goods to or from other member states of the European Union
(EU).
September 2013
2 INTRASTAT IN MICROSOFT DYNAMICS AX 2012 R2
Table of Contents
Executive summary ..................................................................................... 3
Intrastat overview ...................................................................................... 3
Intrastat form reference: Dispatches .......................................................... 4
Intrastat form reference: Arrivals ............................................................... 6
Set up Intrastat .......................................................................................... 9 Set up countries/regions ........................................................................................................ 9 Set up legal entities .............................................................................................................. 9 Set up commodity codes .......................................................................................................11 Set up transaction codes .......................................................................................................11 Set up foreign trade parameters for Intrastat ..........................................................................12 Set up products for Intrastat .................................................................................................15
Examples: Compression and minimum limit .............................................. 16 Minimum limit example .........................................................................................................18 Compression example ..........................................................................................................19 Both minimum limit and compression example ........................................................................19
Example: Dispatch .................................................................................... 20 Create a free text invoice ......................................................................................................20 Create a sales order .............................................................................................................22 Create an Intrastat declaration ..............................................................................................23
Example: Arrival ....................................................................................... 25 Create a purchase order .......................................................................................................25 Create a vendor invoice ........................................................................................................27 Create an Intrastat declaration ..............................................................................................29
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Executive summary
This white paper explains where information comes from for each box of the German Intrastat arrival and dispatch forms, how to set up Intrastat, and how to transfer transactions and generate Intrastat forms for arrivals and dispatches.
This paper uses the German Intrastat reports as examples. For more information about these forms, see https://www.destatis.de/EN/Homepage.html.
For information about Intrastat reports in other countries/regions, see the local tax authority.
Intrastat overview
Intrastat reporting is the system that is used to record information and generate statistics on the compulsory declaration of movements of goods to or from other member states of the European Union
(EU). Intrastat reporting is required whenever a transaction crosses the border of another EU country/region.
The scope of an Intrastat declaration is the trade of goods inside all EU member states. This affects dispatches and arrivals. An Intrastat declaration has to be submitted only within EU member states when goods are physically dispatched or physically received. Two declarations must be transferred: one for dispatches of goods and one for arrivals of goods.
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Intrastat form reference: Dispatches
This section explains where information for each box in the dispatch form comes from.
Figure 1 Intrastat dispatch form (Germany)
The following table describes each box in the dispatch form.
Box Description Source of data
1 Value-added tax (VAT) number, as
stated in the advanced turnover tax return.
Additional number allocated from the Federal Statistical Office. This number is used to distinguish individual businesses that submit separate statistical declarations within a group that is integrated for VAT purposes.
Seat of the local tax office for VAT declaration.
VAT number: Organization administration > Setup
> Organization > Legal entities: Tax registration field.
Additional number: Organization administration > Setup > Organization > Legal entities > Foreign trade and logistics FastTab > Intrastat code field.
Seat: Organization administration > Setup > Addresses > Address setup > State/province area > Intrastat code field for the country/region of the legal entity.
2 Date
3 No designation Leave this box blank.
4 Name and address
5
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Box Description Source of data
6 Description of the goods Product information management > Common >
Released products > Edit > Foreign trade FastTab > Commodity field. This field is used to determine the commodity code that applies to the product that is included in the Intrastat declaration.
Organization administration > Setup > Foreign trade > Commodity codes field. This field contains the description that is printed in the Intrastat arrival form.
7 Item number Allocated automatically from the system. This is an incrementing activity number that starts at 1 for the first activity.
8a Member state of destination. The country/region code of the member state where the goods are sent to be used, consumed, treated, or processed.
Accounts receivable > Common > Customers > All customers > Select a customer > Edit > Address FastTab > Country/region for the address that has the Primary check box selected.
8b Region of destination (Land). The region within Germany where the goods are produced.
Usually: Organization administration > Setup > Addresses > Address setup > State/province area > Intrastat code field for the country/region of the legal entity. To find the Intrastat code for the state in Germany, see the Intra-Community Trade Statistics General Guide (https://www-idev.destatis.de/download/intra/IntratradeInstructions.pdf).
For goods of foreign origin, enter code 99 in the State/province > Intrastat code field.
9 No designation Leave this box blank.
10 Nature of the transaction Organization administration > Setup > Foreign trade > Transaction codes > Transaction code field. This field contains the number that is printed in the Intrastat arrival form.
Organization administration > Setup > Foreign trade > Foreign trade parameters > Intrastat > General FastTab > Transaction code field for sales orders and free text invoices.
11 No designation Leave this box blank.
12 No designation Leave this box blank.
13 Eight-digit commodity code of the current version of the commodity classification
Organization administration > Setup > Foreign trade > Commodity codes > Commodity field.
Product information management > Common > Released products > Select or create an item > Foreign trade FastTab > Commodity field.
14 No designation Leave this box blank.
15 No designation Leave this box blank.
16 Net mass in whole kilograms Calculated as the number of units on a purchase order multiplied by the net weight of the item.
Product information management > Common > Released products > Select or create an item > Manage inventory FastTab > Net weight field.
17 Quantity in supplementary units, as indicated in the Commodity Classification for Foreign Trade Statistics
Product information management > Item setup > Foreign trade FastTab > Additional units field.
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Box Description Source of data
18 Invoiced amount in whole euros The net amount of the sales order line or free text invoice.
Accounts receivable > Common > Free text invoices > All free text invoices.
–or–
Accounts receivable > Common > Sales orders > All sales orders.
19 Statistical value in whole euros Calculated based on the charges percentage entered for the item. If the goods transaction is a sales transaction (code 11 in box 10), this box is generally left blank. For more information about the use of this field in Germany, see the Intra-Community Trade Statistics General Guide (https://www-idev.destatis.de/download/intra/IntratradeInstructions.pdf).
Product information management > Common > Released products > Select or create an item > Foreign trade FastTab > Charges percentage field.
Intrastat form reference: Arrivals
This section explains where information for each box in the arrivals form comes from.
Figure 2 Intrastat form for arrivals (Germany)
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The following table describes each box in the arrivals form.
Box Description Source of data
1 VAT number, as stated in the advanced turnover tax return.
Additional number allocated from the Federal Statistical Office. This number is used to distinguish individual businesses that submit separate statistical declarations within a group that is integrated for VAT purposes.
Seat of the local tax office for VAT declaration.
VAT number: Organization administration > Setup > Organization > Legal entities: Tax registration
field.
Additional number: Organization administration > Setup > Organization > Legal entities > Foreign trade and logistics FastTab > Intrastat code field.
Seat: Organization administration > Setup > Addresses > Address setup > State/province area > Intrastat code field for the country/region of the legal entity.
2 Date
3 No designation Leave this box blank.
4 Name and address
5
6 Description of the goods Product information management > Common > Released products > Edit > Foreign trade FastTab > Commodity field. This field is used to determine the commodity code that applies to the product that is included in the Intrastat declaration.
Organization administration > Setup > Foreign trade > Commodity codes field. This field contains the description that is printed in the Intrastat arrival form.
7 Item number Allocated automatically from the system. This is an incrementing activity number that starts at 1 for the first activity.
8a Member state of consignment. The country/region code of the member state from which the goods were sent to Germany.
Accounts payable > Common > Vendors > All vendors > Select a vendor > Edit > Address FastTab > Country/region for the address that has the Primary check box selected.
8b Region of destination (Land). The region within Germany where the arriving goods are intended to remain.
Usually: Organization administration > Setup > Addresses > Address setup > State/province area > Intrastat code field for the country/region of the legal
entity.
If goods are destined for a foreign country, enter code 25 in the State/province > Intrastat code field.
9 No designation Leave this box blank.
10 Nature of the transaction Organization administration > Setup > Foreign trade > Transaction codes > Transaction code field. This field contains the number that is printed in the Intrastat arrival form.
Organization administration > Setup > Foreign trade > Foreign trade parameters > Intrastat > General FastTab > Transaction code field for purchase orders and sales orders.
11 No designation Leave this box blank.
12 No designation Leave this box blank.
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Box Description Source of data
13 Eight-digit commodity code of the current
version of the commodity classification
Organization administration > Setup > Foreign trade
> Commodity codes > Commodity field.
Product information management > Common > Released products > Select or create an item > Foreign trade FastTab > Commodity field.
14 Country of origin Product information management > Common > Released products > Select or create an item > Foreign trade FastTab > Commodity field. Enter the country/region if it is known. If it is not known, enter the member state of consignment. If the goods are of German origin (that is, if they are reimported), enter DE.
This information is automatically transferred from the item record to the Intrastat declaration. If the field is blank for an item, the country of origin is transferred from the vendor’s address.
15 No designation Leave this box blank.
16 Net mass in full kilograms Calculated as the number of units on a purchase order multiplied by the net weight of the item.
Product information management > Common > Released products > Select or create an item > Manage inventory FastTab > Net weight field.
17 Quantity in supplementary units, as indicated in the Commodity Classification for Foreign Trade Statistics
Product information management > Item setup > Foreign trade FastTab > Additional units field.
18 Invoiced amount in whole euros The net amount of the purchase order line.
Accounts payable > Common > Purchase Orders > All purchase orders.
–or–
Accounts payable > Journals > Invoices > Invoice journal.
19 Statistical value in whole euros Calculated based on the charges percentage entered for the item. If the goods transaction is a purchase transaction (code 11 in box 10), this box is generally left blank. For more information about the use of this field in Germany, see the Intra-Community Trade Statistics General Guide (https://www-idev.destatis.de/download/intra/IntratradeInstructions.pdf).
Product information management > Common > Released products > Select or create an item > Foreign trade FastTab > Charges percentage field.
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Set up Intrastat
For an overview of the setup process, see “About Intrastat” (http://technet.microsoft.com/en-us/library/aa548435.aspx). For detailed information, see the following sections.
Set up countries/regions
Set up each country/region in the Address setup form.
1. Click Organization administration > Setup > Addresses > Address setup.
2. In the left pane, click the Country/region link, and then enter the name and International Organization for Standardization (ISO) code for each country/region that your organization does business with.
3. Click the State/province link, and then enter the two-digit Intrastat code for each state within
the countries/regions, for those countries/regions that have states.
Figure 3 State setup in the Address setup form
Set up legal entities
Set up each legal entity in the Legal entities form.
1. Click Organization administration > Setup > Organization > Legal entities.
2. On the Addresses FastTab, enter the country/region code. The legal entity must be located in an
EU member state.
3. On the Tax registration FastTab, enter a tax registration number. This registration number is assigned by tax authorities and is needed for all tax declarations.
10 INTRASTAT IN MICROSOFT DYNAMICS AX 2012 R2
4. On the Foreign trade and logistics FastTab, enter the following information:
VAT exempt number export and VAT exempt number import: Enter the VAT number.
Branch number extension export and Branch number extension import: Enter the branch number that is used in association with the number that is entered in the VAT exempt
number export and VAT exempt number import fields.
Intrastat code: Enter the three-digit Intrastat code for the appropriate country/region.
Figure 4 Legal entities form
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Set up commodity codes
Set up commodity codes in the Commodity codes form.
1. Click Organization administration > Setup > Foreign trade > Commodity codes.
2. Enter the commodity codes that are relevant for your organization. For a list of commodity codes, see the tax authority publications. Later, you will assign these commodity codes to products in the Released product details form.
Figure 5 Commodity codes form
Set up transaction codes
Set up transaction codes in the Transaction codes form.
1. Click Organization administration > Setup > Foreign trade > Transaction codes.
2. Enter a transaction code. For example, for purchases and sales, enter 11.
Figure 6 Transaction codes form
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Set up foreign trade parameters for Intrastat
Set up foreign trade parameters for Intrastat in the Foreign trade parameters form. These parameters include transaction codes, compression options, minimum limits, transfer options, and check setup options.
1. Click Organization administration > Setup > Foreign trade > Foreign trade parameters.
2. On the General FastTab, select a transaction code for sales orders and purchase orders, and then select a transaction code for credit notes.
Figure 7 Foreign trade parameters form
3. Click Compress, select the fields to compare when summarizing Intrastat information, and then click OK. For example, in the following illustration, all Intrastat transactions with the same State/province, Country/region of origin, State of origin, Commodity, and Transaction
code values will be summarized to a single Intrastat transaction. For more information, see the Examples: Compression and minimum limit section.
Figure 8 Compression of Intrastat form
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4. In the Foreign trade parameters form, on the Minimum limit FastTab, enter a weight, amount, and commodity. This information is used to summarize Intrastat transactions for the Intrastat declaration. For example, in the following illustration, all Intrastat transactions where the weight is less than 50.00 (kg) or the amount is less than 100.00 (euros) will be summarized to
commodity 9990 99 25.
Figure 9 Minimum limit FastTab in the Foreign trade parameters form
The summarization occurs when you create the Intrastat declaration in the Intrastat form. (Click Organization management > Periodic > Foreign trade > Intrastat. Then click Update > Minimum limit.) For more information, see the Examples: Compression and minimum limit section.
Figure 10 Intrastat form
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5. On the Transfer FastTab, select the criteria for transferring transactions to the Intrastat declaration. The following criteria are available:
Nonservice items
Items with commodity code
Items with weight
Items with additional units
Figure 11 Transfer FastTab in the Foreign trade parameters form
6. On the Check setup FastTab, select the options that are used to check Intrastat transactions.
Figure 12 Check setup FastTab in the Foreign trade parameters form
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7. In the left pane, click the Country/region properties link, and then enter all countries/regions that your organization does business with. For each country/region in the EU, enter the Intrastat code, and select the country/region type.
Figure 13 Country/region properties link in the Foreign trade parameters form
Set up products for Intrastat
Set up products for use with Intrastat in the Released product details form.
1. Click Product information management > Common > Released products. Select a product,
and then click Edit.
2. On the Foreign trade FastTab, enter a commodity code, additional unit, charges percentage, country/region, and state/province (if applicable).
Figure 14 Released product details form
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3. On the Manage inventory FastTab, enter a value in the Net weight field.
Figure 15 Manage inventory FastTab in the Released product details form
Examples: Compression and minimum limit
In the Foreign trade parameters form, on the Minimum limit FastTab, you can enter a weight, amount, and commodity, and then click Compress to select the fields to summarize on Intrastat declarations. The summarization occurs when you create the Intrastat declaration in the Intrastat form. (Click Organization management > Periodic > Foreign trade > Intrastat. Then click Update > Minimum limit.)
This section shows the result of three possible configurations for compression and minimum limits:
Minimum limit example
Compression example
Minimum limit and compression example
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All these examples are based on the following setup:
In the Compression of Intrastat form, the following fields are selected.
Figure 16 Compression of Intrastat form
In the Foreign trade parameters form, the following information is set on the Minimum limit FastTab.
Figure 17 Foreign trade parameters form
In the Intrastat form, the following transactions for dispatches of goods are available.
Figure 18 Intrastat form with dispatch transactions
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To demonstrate the functionality of compression and minimum limit, all transactions as of 1/29/2013 (January 29, 2013) will be considered.
Minimum limit example
1. In the Intrastat form, click Update > Minimum limit, and then enter 1/29/2013 as both the start date and the end date. Do not select the Compress check box.
Figure 19 Minimum limit update of Intrastat form
Figure 20 Intrastat form with transactions selected
2. In the Intrastat form, click Output > List DE. All transactions with a net weight under 50 kg or an amount under 100.00 EUR will be summarized to commodity 9990 99 25.
Figure 21 Intrastat transactions report
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Compression example
1. In the Intrastat form, click Update > Compress. All transactions that have the same country/region, state/province, commodity, and transaction code are summarized to one Intrastat transaction.
Figure 22 Intrastat form with compressed transactions
2. In the Intrastat form, click Output > List DE.
Figure 23 Intrastat transactions report
Both minimum limit and compression example
1. In the Intrastat form, click Update > Minimum limit, and then enter 1/29/2013 as both the start date and the end date. Select the Compress check box.
Figure 24 Minimum limit update of Intrastat form
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Figure 25 Intrastat form
2. In the Intrastat form, click Output > List DE. The summarization of Intrastat transactions occurs in two steps. First, the parameters that were entered on the Minimum limit FastTab are
considered. Second, the transactions are summarized by using the settings from the Compression of Intrastat form.
Figure 26 Intrastat transactions report
If transactions should be summarized by transaction code and commodity, but the country/region is different, the country/region will not be displayed for the summarization commodity. If you want to get all necessary data into the Intrastat declaration, all parameters needed for the declaration should be selected in the compression.
Example: Dispatch
This example shows how a free text invoice and a sales order work with the setup that was specified in the Set up Intrastat section.
Create a free text invoice
Use the Free text invoice form to enter a free text invoice.
1. Click Accounts receivable > Common > Free text invoices > All free text invoices.
2. Enter a free text invoice for a customer that is located in Denmark. Use the information in the
following table.
Field Entry
Customer account 1100 – Test Intrastat
Invoice date 3/1/2013
Main account Sales speakers – 4026
Sales tax group AR-EU
Item sales tax group FULL
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Field Entry
Quantity 1
Unit price 2,000.00
Amount 2,000.00
Foreign trade: Total weight 43.00
Foreign trade: Country/region DEU
Foreign trade: State/province BE
Foreign trade: Commodity 8518 21 22
Foreign trade: Transaction code 11
3. Post the free text invoice.
Figure 27 Free text invoice form
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Create a sales order
Use the Create sales order form to create a sales order.
1. Click Accounts receivable > Common > Sales orders > All sales orders.
2. Create a sales order for a customer that is located in Italy. Use the information in the following table.
Field Entry
Customer account 1102
Item 1000
Quantity 1
Unit price 1,500.00
Net amount 1,500.00
Setup: Sales tax group AR-EU
Setup: Item sales tax group FULL
Foreign trade: Transaction code 11
Foreign trade: Country/region of origin This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
Foreign trade: State of origin This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
Foreign trade: Commodity This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
3. Create an invoice for the sales order.
Figure 28 Posting invoice form
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4. On the Setup tab, enter an invoice date.
Figure 29 Setup tab in the Posting invoice form
5. Click OK to post the invoice.
Create an Intrastat declaration
Use the Intrastat form to create an Intrastat declaration.
1. Click Organization administration > Periodic > Foreign trade > Intrastat.
2. Click Transfer DE.
3. Select the Free text invoice, Customer invoice, and Customer packing slips check boxes.
Figure 30 Transfer DE form
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4. Click OK to transfer the transactions. The free text invoice and sales order are shown in the Intrastat form.
Figure 31 Intrastat form
5. In the Intrastat form, click Output > Form DE.
6. Enter a date range from 3/1/2013 to 3/1/2013.
Figure 32 Intrastat transactions form
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7. Click OK to generate the form.
Figure 33 Intrastat transactions form report
Example: Arrival
This example shows how a purchase order and a vendor invoice work with the setup that was specified in the Set up Intrastat section of this paper.
Create a purchase order
Use the Create purchase order form to create a purchase order.
1. Click Accounts payable > Common > Purchase Orders > All purchase orders.
2. Enter a purchase order for a vendor that is located in Spain. Use the information in the following table.
Field Entry
Vendor 300033_036
Accounting date 2/1/2013
Delivery date 2/1/2013
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Figure 34 Create purchase order form
3. Enter a purchase order line. Use the information in the following table.
Field Entry
Item number 1000
Quantity 100
Unit price 400.00
Net amount 40,000.00
Setup: Sales tax group AP-EU
Setup: Item sales tax group FULL
4. On the Foreign trade tab, enter the following information for the purchase order line.
Field Entry
Foreign trade: Transaction code 11
Foreign trade: Country/region of origin This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
Foreign trade: State of origin This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
Foreign trade: Commodity This field is not available, because the value will be automatically determined based on the primary address of the legal entity.
5. On the Action Pane, click Purchase, and then click Confirm to confirm the purchase order.
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6. On the Action Pane, click Receive, and then click Product receipt to create a product receipt for the purchase order.
Figure 35 Posting product receipt form
7. On the Setup tab, enter 2/1/2013 as the product receipt date.
Figure 36 Setup tab in the Posting product receipt form
8. Click OK.
Create a vendor invoice
Use the Invoice journal form to create a vendor invoice.
1. Click Accounts payable > Journals > Invoices > Invoice journal.
2. Create a journal. Use the information in the following table.
Field Entry
Date 2/2/2013
Account type Vendor
Account 3002 (a vendor that is located in Italy)
Invoice Test Intrastat IJa
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Field Entry
Credit 12,000.00
Offset account type Ledger
Offset account 1108
Figure 37 Journal voucher form
3. On the Invoice tab, enter the following information.
Field Entry
Transaction code 11
Commodity 8528 41 49 monitors
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Figure 38 Invoice tab in the Journal voucher form
4. Click Post > Post.
Create an Intrastat declaration
Use the Intrastat form to create an Intrastat declaration.
1. Click Organization administration > Periodic > Foreign trade > Intrastat.
2. In the Intrastat form, click Transfer DE.
3. Select the Vendor invoice, Vendor product receipts, and Project invoice check boxes.
Figure 39 Transfer DE form
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4. Click OK to transfer the transactions.
The Intrastat form displays the purchase order and vendor invoice.
Figure 40 Intrastat form
5. In the Intrastat form, click Output > Form DE.
6. Enter a date range from 2/1/2013 to 2/28/2013.
7. In the Direction field, select Arrivals.
Figure 41 Intrastat transactions form
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8. Click OK to generate the form.
Figure 42 Intrastat transactions form report
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