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Chapter 2: Intercompany Postings

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CHAPTER 2: INTERCOMPANY POSTINGS

Objectives

The objectives are:

• Review the IC feature and prepare the database to completeIntercompany Postings.

• Explain the IC Partner Card and the process of setting up anintercompany partner.

• Assign an IC partner to a customer and/or vendor.• Set up the centralized IC Chart of Accounts to be used for IC

transactions.• Set up the centralized IC dimensions to be used for IC transactions.

• Explain the IC Outbox and IC Inbox used to transfer IC transactions.• Demonstrate the process of creating an IC document.• Explain the process of sending an IC transaction to an IC partner.• Explain the process of receiving and accepting an IC transaction

from an IC partner.• Review handled incoming and outgoing IC transactions.• Explain the process of rejecting an IC transaction from an IC partner.• Explain the process of returning and canceling a rejected IC

transaction from an IC partner.• Process IC transactions using the IC General Journal.

Introduction

The Intercompany (IC) Posting feature in Microsoft Dynamics ® NAV 2009 helpscompanies that control more than one legal business entity.

When companies use Intercompany Postings, it simplifies the process of doing business with subsidiary and internal partner organizations.

Users enter Intercompany Posting transaction information once in the appropriatedocuments, and using that data, Microsoft Dynamics NAV 2009 creates

transactions in the appropriate companies. Mapping between the companies,charts of accounts, and dimensions facilitates the creation of these transactions.

Intercompany in Microsoft Dynamics NAV 2009 describes the steps required to perform Intercompany Postings, beginning with setting up the companies asintercompany partners, called IC partners, and the central Chart of Accounts andDimensions. Once setup is complete, IC users can process documents and

journals.



Multisite Operations in Microsoft Dynamics ® NAV 2009

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Intercompany Overview and Database Preparation

Intercompany Postings uses a number of entries and documents for the relevanttransactions:

• General Journal entries• Purchase and sales orders

• Purchase and sales invoices• Credit memos• Return orders

To set up Intercompany Postings, the company must create a list of IC partnersand an IC chart of accounts. This allows users to also create General Journaltransactions; dimensions, if needed, must be set up separately.

Set up customers and vendors as business partners, and assign them IC partner

codes; this permits exchange of IC purchase and sales documents, includingitems and item charges. Because the receivables and payables functionalities inMicrosoft Dynamics NAV 2009 facilitate handling different currencies, ICtransactions can proceed in any currency.

Database Preparation

Before you can complete this course, it is required to have two companies inyour.

The two Intercompanies are set up exactly like other companies. The twocompanies used in this lesson:

• CRONUS Consultancy Ltd.• CRONUS International Ltd.

NOTE : A clean Microsoft Dynamics NAV 2009 database must be used.

Therefore, you must set up CRONUS Consoltancy Ltd. To set up CRONUSConsultancy in Microsoft Dynamics NAV 2009, you must open the classic client.

1. Click File , point to Company and then select New .

2. Name the New Company CRONUS Consultancy Ltd.

3. Set up the Chart of Accounts for CRONUS Consultancy Ltd. bycopying the Chart of Account from CRONUS International Ltd.

4. In the Navigation Pane, click Administration , click ITAdministration , click General Setup and then select SetupChecklist .




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5. Click the Function button and then select Copy Data .

6. In the Copy from field click the drop-down list and select CRONUSInternational Ltd.

7. Select all G/L and Sales & Receivables lines

8. Click OK to ‘Copy Data cannot’ message box.

9. Click Yes to copy the data from CRONUS International Ltd.

10. Click OK to the data has been copied successfully.

11. Close the Checklist.

12. Close Microsoft Dynamics NAV Classic client and open MicrosoftDynamics NAV in the Role tailored client.

Set Up the Intercompany PartnerThe first step in setting up Intercompany Postings is to create the IC partners foreach company involved in intercompany transactions.

IC partners are set up on the IC Partner Card page, accessed from the NavigationPane by clicking Departments , clicking Administration , clicking ApplicationSetup , clicking Financial Management , clicking Intercompany Postings, andthen selecting IC Partners .

FIGURE 2.1 IC PARTNER CARD




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The code specified in the IC Partner Card is assigned to IC customers andvendors. Later, when sending and receiving IC transactions with partners, youwill use this code to identify each company. Therefore, IC partners must all agreeon one set of codes to use. For example, if one company is identified as IC

partner 30, the other companies must have that company set up as IC partner 30.

IC Partner Card - General FastTab

The General FastTab of the IC Partner Card contains the following fields:

• Code - a unique identifier, assigned to IC customers and vendors.• Name - name of the IC partner.• Currency Code - the IC partner's currency code.• Inbox Type - indicates how data is transferred to the IC partner's IC

Inbox.The options are:o

File Location : Used if a file containing IC transactions is sent toIC partners.o Database : Used if the IC partner is set up as another company in

the same database.o E-mail : Used if the transactions are sent by e-mail to the IC

partner.o No IC Transfer : Used when other transmission formats are

used, such as printed invoices, manual data entry, or Microsoft®BizTalk ®.

• Inbox Details - identifies the details of the IC partner's Inbox. Theoptions depend on the selection in the Inbox Type field:o If File Location is selected, this field contains the name

andlocation of the file to send to the IC partner.o If Database is selected, this field contains the name of the partner

company.o If E-mail is selected, this field contains the e-mail address of the

IC partner.o If No IC Transfer is selected, nothing is specified in this field.

• Blocked - if selected, IC postings are prevented with this IC partner.




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IC Partner Card - Posting FastTab

The Posting FastTab contains the following fields:

• Receivables Account - identifies the default receivables account

used as the balancing account for the IC partner in General Journals.When a line is posted from the IC Inbox, this account is used if theAccount No. field contains an IC Partner Code. However, if theSource Type on the line is Sales Document, the receivables accountis retrieved from the Customer Posting Group.

• Payables Account - identifies the default payables account used asthe balancing account for the IC partner in General Journals. When aline is posted from the IC Inbox, this account is used if the Account

No. field contains an IC Partner Code. However, if the Source Typeon the line is Purchase Document, the payables account is retrievedfrom the Vendor Posting Group.

• Outbound Sales Item No. Type - indicates what type of itemnumber is entered in the IC Partner Reference for items on sales lines

sent to this IC partner.The options are:o Internal No. : The item number is copied from the No. field on

the sales line.o Common Item No. : The content of the Common Item No. field

on the item card is copied for the item on the sales line.o Cross Reference : If there is an entry in the Item Cross

Reference table for the partner and the item on the sales line, thecontent of the Cross-Reference No. field in that table is copied.

• Outbound Purchase Item No. Type - indicates what type of itemnumber is entered in the IC Partner Reference field for items on

purchase lines sent to this IC partner.The options are:o Internal No. : The item number is copied from the No. field on

the purchase line.o Common Item No. : The content of the Common Item No. field

on the item card is copied for the item on the purchase line.o Cross Reference : If there is an entry in the Item Cross

Reference table for the partner and the item on the purchase line,the content of the Cross-Reference No. field in that table is

copied.o Vendor Item No. : If there is an entry in the Vendor Item table

for the partner and the item on the purchase line, the content ofthe Vendor Item No. in that table is copied.

To assign Dimensions to the IC partner, click Related Information , point to ICPartner, and then select Dimensions .




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Set Up an IC Partner

To set up an IC partner, follow these steps:

1. On the Navigation Pane, click Departments , click Administration ,click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Partners .

2. Click New to insert a new record.3. In the Code field, enter the identifier agreed upon with the IC

partner.4. In the Name field, enter the IC partner's name.5. In the Currency Code field, click the drop-down list and select the

IC partner's currency.6. In the Inbox Type field, click the drop-down list and select the inbox

used by the IC partner.7. In the Inbox Details field:

o If File Location was selected as Inbox Type, click the drop-downlist and select the file location.o If Database was selected as Inbox Type, click the drop-down list

and select the IC partner's company name.o If E-mail was selected as Inbox Type, enter the IC partner's e-

mail address.

8. Insert a check mark in the Blocked check box if this IC partner is notyet available for use.

9. On the Posting FastTab, in the Receivables Account field, click thedrop-down and select the default account.

10. In the Payables Account field, click the drop-down list and selectthe default account.11. In the Outbound Sales Item No. Type field, click the drop-down

list and select the item number type used by this IC partner.12. In the Outbound Purchase Item No. Type field, click the drop-

down list and select the item number type used by this IC partner.

Set Up an IC Partner with Dimensions

To assign dimensions to the IC partner, follow these steps:

1. On the IC Partner Card, click Related Information , point to ICPartner, and then select Dimensions .

2. In the Dimension Code field, click the drop-down list and select therelevant dimension.

3. In the Dimension Value Code field, click the drop-down list andselect the relevant dimension value from the list.

4. If there are dimension posting requirements, in the Value Posting field, click the drop-down list and select the appropriate option.

5. Close the Default Dimension page.




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Lab 2.1 - Set Up an IC Partner

Scenario

CRONUS International Ltd. has acquired a new subsidiary, CRONUS BikingLtd. As the accountant, it is your responsibility to set up the new IC partner.

The IC partner code is ICP40, and the partner uses the local currency. CRONUSInternational Ltd. will be sending their IC transactions by file in a directory ontheir hard disk. For the purpose of this lab, when you are setting up the filelocation, create a new folder on the desktop called IC Inbox and save file nameICP40 in the folder.

The accounting manager has decided that the receivables and payable GLaccounts are 2325 and 5425, respectively.

Finally, CRONUS Biking Ltd. will use their internal numbers for sales and purchasing on documents. Dimensions are not set up for this IC partner.

Challenge Yourself!

Set up the new IC partner as specified in the scenario.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the IC Partner Card.3. Set up the new IC partner as specified in the scenario.

Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company, select CRONUS International Ltd., and then

click OK .3. In the Navigation Pane, click Departments , click Administration ,

click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Partners .

4. Click New to insert a new record.

5. In the Code field, enter ICP40.6. In the Name field, enter CRONUS Biking Ltd.7. Ensure that the Inbox Type is set to File Location.8. In the Inbox Details field, click the drop-down list and click Allow

to run Microsoft Common Dialog Control.9. In the File Location for IC files, select Desktop.10. Click the Create New Folder icon.




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Lab 2.2 - Create an IC Partner Vendor

Scenario

In Lab 2.1, CRONUS Biking Ltd. was set up as an IC Partner. Currently, this partner will only sell to CRONUS International Ltd.; therefore, you must create avendor for CRONUS Biking Ltd.

As the accounts payable coordinator, you are responsible for setting up the IC partner as a vendor, using the following criteria:

• To keep IC vendors grouped, use IC1040 as the Vendor No.• Assign the corresponding IC Partner Code.• General Business Posting Group is Intercompany and the Vendor

Posting group is Domestic.

Challenge Yourself!

Create the CRONUS Biking Ltd. vendor using the criteria specified in thescenario.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the Vendor Card .3. Create the vendor using the criteria specified in the scenario.

Step by Step


click OK .3. In the Navigation Pane, click Departments , click Financial

Management , click Payables, and then select Vendors .4. Click New .5. In the No. field, enter IC1040.6. In the Name field, enter CRONUS Biking Ltd.

7. On the Communication FastTab, in the IC Partner Code field,click the drop-down list and select ICP40.

8. On the Invoicing FastTab, in the Gen. Bus. Posting Group field,click the drop-down list and select INTERCOMP.

9. In the Vendor Posting Group field, click the drop-down list andselect DOMESTIC.

10. Click OK to close the Vendor Card .




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Set Up the Chart of Accounts for IC Transactions

Before IC partners can begin to transfer IC transactions electronically, eachcompany must set up the IC Chart of Accounts in their company.

IC partners must agree on the account numbers that are used when ICtransactions are processed. Typically, the following steps occur to create the ICChart of Accounts:

1. The parent company creates a simplified version of their own chartof accounts.

2. This IC Chart of Accounts is exported from their database into anXML file.

3. The XML file is distributed to each of the subsidiaries performing ICtransactions.

4. Each subsidiary imports the XML file into the IC Chart of Accounts

and maps the accounts to the accounts in their own chart of accounts.

The IC Chart of Accounts window can also be filled out manually; however, the parent company will still define which account numbers and names are used.

When the IC partners map their Chart of Accounts to the agreed upon IC Chart ofAccounts, the account number that does not match must be manually mapped.

Demonstration: Set Up the IC Chart of Accounts in TwoCompanies

Scenario: Cassie, the accountant at CRONUS International Ltd., is in the process

of setting up the IC Chart of Accounts for use between:

• CRONUS International Ltd.• CRONUS Consultancy Ltd.

Since both companies are in the same Microsoft Dynamics NAV 2009 database,Cassie completes the process for both companies:

1. Copies the chart of accounts from CRONUS International Ltd.2. Maps the accounts to the same accounts.3. Exports the IC Chart of Accounts to an XML file on the desktop.

4. Imports the XML file into the CRONUS Consultancy Ltd. company.5. Maps the accounts to the same accounts, since both companies use

the same chart of accounts.




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Steps: Set Up the IC Chart of Accounts in Two Companies

To copy the IC Chart of Accounts in the CRONUS International Ltd. company,follow these steps:

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company, select CRONUS International Ltd., and click

OK .3. In the Navigation Pane, click Departments , click Administration ,

click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Chart of Accounts .

4. Click Actions , point to Functions, and then select Copy fromChart of Accounts .

5. Click Yes to copy from the Chart of Accounts.

To simultaneously map all accounts to the same accounts, follow these steps:

1. Select all the lines and click Actions , point to Functions, and thenselect Map to Acc. with Same No.

2. Click Yes to map the selected lines.

The Map-to G/L Acc. No. field on each line is populated with the same numberas in the No. field.

To export the IC Chart of Accounts, follow these steps:

1. Click Actions , point to Functions, and then select Export .2. Click Save .

3. In the save Export window, select desktop.4. Do not change the default name of ICGLAcc in the File Name field.5. Click Save to export the IC Chart of Accounts to an XML file.

To import the IC Chart of Accounts into the CRONUS Consultancy Ltd.company, follow these steps:

1. Click the Microsoft Dynamics NAV Menu on t he Command Bar.2. Click Select Company, select CRONUS Consultancy Ltd., and click


click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Chart of Accounts .

4. Click Actions , point to Functions, and then select Import. 5. Select Allow to run Microsoft Common Dialog Control and then

click OK .6. Locate and select the ICGLAcc file on the desktop.7. Click Open .8. Click OK to the message stating the number of G/L accounts added.




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To map all accounts to the same accounts at once, follow these steps:

1. Select all the lines and click Actions , point to Functions, and thenclick Map to Acc. with Same No .


The Map-to G/L Acc. No. field on each line is populated with the same numberas in the No. field.




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Lab 2.3 - Add an Account and Update the IC Chart ofAccounts

Scenario

In CRONUS International Ltd., a new account 2811, T-Bills, needs to be addedto the balance sheet, under Securities.

Once this account is added in the CRONUS International Ltd. company, it must be added to the IC Chart of Accounts. Copy and map to all accounts and thenexport the file to the desktop.

In the CRONUS Consultancy Ltd. company, add the same account to the Chartof Accounts and then import the XML file. Locate the new account in the ICChart of Accounts window and manually map the same account number.

Challenge Yourself!

1. Add the new account in the CRONUS International Ltd. company asspecified in the scenario.

2. Update and export the IC Chart of Accounts as specified in thescenario.

3. Add the new account in the CRONUS Consultancy Ltd. company asspecified in the scenario.

4. Update the IC Chart of Accounts as specified in the scenario.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the Chart of Accounts .3. Add the new account as specified in the scenario.4. Open the IC Chart of Accounts .5. Copy and map all accounts.6. Export the IC Chart of Accounts, using the default file name.7. Open the CRONUS Consultancy Ltd. company.8. Open the Chart of Accounts .9. Add the new account as specified in the scenario.

10. Open the IC Chart of Accounts .11. Import the exported XML file.12. Locate the new account and map manually to the same account




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30. Ensure that the Income/Balance field is set to Balance Sheet.31. Click OK .32. Click Indent Chart of Accounts .33. Click Yes to indent the chart of accounts.34. In the Navigation Pane, click Administration , click Application

Setup , click Financial Management , click Intercompany Postings, and then select IC Chart of Accounts .

35. Click Actions , point to Functions, and then select Import .36. Locate and select the ICGLAcc file on the desktop.37. Click Open 38. Click OK to the message stating the number of G/L accounts added.39. Locate and double-click on account 2811.40. In the Map-to G/L Acc. No. field, enter 2811 and click OK .41.

Set Up Dimensions for IC TransactionsBefore IC partners can begin to transfer IC transactions electronically, eachcompany must set up IC Dimensions in their company.

IC partners must agree on the dimensions codes and values that are used when ICtransactions are processed. Typically, the following steps occur to create the ICDimensions:

1. The parent company defines the IC dimension codes and values based on its own dimension codes and values.

2. The IC Dimensions are exported into an XML file.3. The XML file is distributed to each of the subsidiaries performing IC

transactions.4. Each subsidiary imports the XML file into the IC Dimensions

window and maps the dimensions to their own dimension codes andvalues.

The IC Dimensions can also be filled out manually; however, the parentcompany will still define the dimension codes and values used.

When the IC partners map their dimensions to the agreed upon IC Dimensions,dimensions that do not match must be manually mapped.

Demonstration: Set Up Dimensions in Two Companies

Scenario: Cassie, the accountant at CRONUS International Ltd., is in the processof setting up IC dimensions for use between:

• CRONUS International Ltd.• CRONUS Consultancy Ltd.




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There are two dimensions used by CRONUS International Ltd. that will not beincluded in IC transactions. Therefore, the following dimensions will be removedin this process:

• Department

• Salesperson

Since both companies are in the same Microsoft Dynamics NAV 2009 database,Cassie completes the process for both companies:

1. Copies the dimensions from CRONUS International Ltd.2. Removes the Department and Salesperson dimensions.3. Maps the dimensions to the same dimension codes.4. Exports the IC Dimensions to an XML file on the desktop.5. Imports the XML file into the CRONUS Consultancy Ltd. company.6. Maps the dimensions to the same dimension codes, since both

companies use the same dimensions.

Steps: Set Up Dimensions in Two Companies

To copy the dimensions in the CRONUS International Ltd. company, followthese steps:


click OK .3. Click OK to the message regarding demonstration data.

4. In the Navigation Pane, click Departments , click Administration ,click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Dimensions

5. Click Actions , point to Functions, and then select Copy fromDimensions .

6. Click Yes to copy from dimensions.

To view the Dimensions Values of a dimension, follow these steps:

1. Click a dimension line.2. Click Related Information , point to IC Dimension, and then select

IC Dimension Values .3. Close the IC Dimension Values .

To remove the department and salesperson IC Dimensions, follow these steps:

1. Click the line for the Department dimension.2. Click Actions and then select Delete .3. Click Yes to delete the IC Dimension.




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4. Click the line for the Salesperson dimension.5. Click Actions and then select Delete .6. Click Yes to delete the IC Dimension.

To map all dimensions to the same dimensions at once, follow these steps:

1. Select all the lines and click Actions , point to Functions, and thenselect Map to Dim. with Same Code .


The Map-to Dimension Code field on each line is populated with the same codeas in the Code field.

To export the IC Dimensions, follow these steps:

1. Click Actions , point to Functions, and then select Export .2. In the Save in field, select the desktop. Do not change the default

name of ICDim in the File Name field.3. Click Save to export the IC Dimension to an XML file.

To import the IC Chart of Accounts into the CRONUS Consultancy Ltd.company, follow these steps:

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company, select CRONUS Consultancy Ltd., and click


click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Dimensions .

4. Click Actions , point to Functions, and then select Import .5. Locate and select the ICDim file on the desktop.6. Click Open .7. Click OK to the message stating the number of dimensions added.

To map all dimensions to the same dimensions at once, follow these steps:

1. Select all the lines and click Actions , point to Functions, and thenselect Map to Dim. with Same Code .


The Map-to Dimension Code field on each line is populated with the samenumber as in the No. field.




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Lab 2.4 - Remove and Update IC Dimensions

Scenario

After analysis, the Area dimension is not as relevant as initially expected.Therefore, it is no longer an active dimension. To maintain history, the Areadimension is blocked.

As the accounting manager, you have already blocked the standard dimensionand you now need to block the IC dimension.

After the dimension is blocked, export the IC dimensions and import the changesinto the CRONUS Consultancy Ltd. company.

Challenge Yourself!

1. Block the Area dimension and export the file.

2. Import the XML file into the CRONUS Consultancy Ltd. company.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the IC Dimensions .3. Block the Area dimension and export the file.4. Open the CRONUS Consultancy Ltd. company.5. Open the IC Dimensions window and import the XML file.

Step by Step


OK .3. Click OK to the message regarding demonstration data.4. In the Navigation Pane, click Departments , click Administration ,

click Application Setup , click Financial Management , clickIntercompany Postings, and then select IC Dimensions .

5. Select the Area dimension line and place a check mark in theBlocked check box.

6. Click Actions , point to Functions, and then select Export .7. In the Export File field, click Save .8. Select Desktop. Do not change the default name of ICDim in the File

Name field.9. Click Save .10. Click the Microsoft Dynamics NAV Menu on the Command Bar.




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11. Click Select Company, select CRONUS Consultancy Ltd., and thenclick OK .

12. Click OK to the message regarding demonstration data.13. In the Navigation Pane, click Departments , click Administration ,

click Application Setup , click Financial Management , click

Intercompany Postings, and then select IC Dimensions 14. Click Actions , point to Functions, and then Import .15. Locate and select the ICDim file on the desktop.16. Click Open .17. Click OK to the message stating the number of dimension added.

Set Up Default IC Partner G/L Accounts

When you create an IC journal or document line to send as an outgoingtransaction, enter an account from the IC Chart of Accounts indicating theaccount used for posting in the IC partner's company.

For accounts that are often used on outgoing IC journal or document lines, youcan specify a default IC partner G/L account in the Chart of Accounts window.For example, for the receivables accounts, enter the IC partner's payablesaccounts from the IC Chart of Accounts.

Microsoft Dynamics NAV 2009 automatically copies the contents of the defaultIC Partner G/L Acc. No. field to the IC Partner G/L Acc. No. field on the line:

• On a journal, when a line is entered with an Account Type of ICPartner and the G/L account is entered in the Bal. Account No. field.

• On a document, when an IC partner (customer or vendor) is selectedin the header and the G/L account is entered in the Account No. fieldon the document line.

To set up a default IC partner G/L account, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , lick General Ledger, and then select Chart ofAccounts .

2. Locate and select the G/L account to assign a default.3. Click the Posting FastTab.4. In the Default IC Partner G/L Acc. No. field, click the drop-down

list. The IC G/L Account List appears, containing the G/L accountsspecified in the IC Chart of Account .5. Select the IC G/L account that the IC partner will post to when you

are posting to the G/L account on the line.6. Click OK .




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IC Outbox and IC Inbox

The Intercompany Postings feature includes an IC Inbox and an IC Outbox that provide an overview of the IC transactions to process and the origins of the ICdocuments.

When you post IC transactions, the system transfers them to the IC Outbox. If theinformation is correct, you can send the transactions on to the IC partner for

processing.

• If the information is erroneous, you can cancel and remove thetransactions from the IC Outbox and then correct them using thestandard functionality of correcting posted entries.

You can review all incoming documents from IC partners in the IC Inbox andmanage transactions simultaneously or set filters to process transactionsseparately.

When an IC transaction is accepted, the corresponding documents or IC GeneralJournal lines are created automatically.

Each IC partner also has the ability to reject incorrect IC transactions. When ICtransactions are rejected, the transaction information is returned to the IC Inboxof the IC partner that sent it originally. That IC partner can then review theinformation and take action, such as:

• If the transaction is incorrect, cancel the transaction in the IC Inbox,credit or reverse the original transaction, and then create and send anew transaction.

• If the transaction is correct, cancel the transaction in the IC Inbox,and then re-create the outbox transaction from the Handled ICOutbox Transactions window and resend.

However, if an IC transaction is erroneously rejected and has not yet beenreturned to the IC partner, the Return to IC Inbox function can reconstitute theoriginal IC transaction in the IC Inbox, where it can be accepted.

IC Outbox Transactions

The IC Outbox Transactions window displays the IC transactions that are readyto be sent to IC Partners. Each line in this window represents either:

• A transaction that originated in this company.• A transaction received from an IC partner that has been rejected, so

that it may be sent back.




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o Return to Inbox : The transaction is not returned to the partner, but is sent back to the IC Inbox for re-evaluation.

o Cancel : The transaction is deleted from the outbox and is notsent to the IC partner.

The Outbox Transactions button contains the following menu items:

• Details : Opens the source document of the selected line.• Comments : Used to document comments about the selected line.

The Functions button contains the following menu items:

• Set Line Action : Used to change the action to be taken when theComplete Line Actions function is run.

• Complete Line Actions : Processes the IC transactions based on theselection in the Line Action field on each line.

IC Inbox TransactionsIn the IC Inbox Transactions window , each line represents either:

• A transaction that was created and sent from an IC partner.• A transaction that originated in this company but rejected by the IC

partner and sent back.

Access the IC Inbox Transactions page on the Navigation Pane by clickingDepartments , clicking Financial Management , clicking General Ledger ,going to Intercompany Postings, and then selecting Handled IC InboxTransactions .

FIGURE 2.3 HANDLED IC INBOX TRANSACTIONS




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The fields in the lines are:

• Transaction No. - identifies the number of the transaction.• IC Partner Code - indicates the IC partner code that the transaction

is from.• Source Type - indicates whether the transaction was created in a

journal, a sales document, or a purchase document.• Document Type, Document No., Posting Date, and Document

Date - information from the transferred IC document.• Transaction Source - indicates which company created the

transaction.The options are:o Returned by Partner : The transaction was rejected by the IC

partner.o Created by Partner : The transaction was created and sent from

the IC partner.

• Line Action - determines the action taken when the Complete LineActions function is run.The options are:o No Action : The line remains in the IC Inbox.o Accept : The transaction is transferred to a document or journal.o Return to Partner : The transaction is moved to the IC Outbox.

From there, it can be returned to the IC partner.o Cancel : The transaction is deleted from the IC Inbox.

The Inbox Transactions button contains the following menu items:

• Details: Opens the source document of the selected line.• Comments : Used to document comments about the selected line.

The Functions button contains the following menu items:

• Set Line Action : Used to change the action to be taken when theComplete Line Actions function is run.

• Complete Line Actions : Opens the Complete IC Inbox Action batch job that processes the IC transactions based on the selection inthe Line Action field on each line.

• Import Transaction File : Used to import an .xml file of ICtransactions from IC partners that are not in the same database as thecurrent company.




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Complete IC Inbox Action Batch Job

When actions are completed in the IC Inbox Translations window, the CompleteIC Inbox Action batch job processes each transaction according to the contentsof the Line Action field for that transaction.

The IC Inbox Transaction tab provides the ability to set filters on the fields on thelines in the IC Inbox Transaction window.

NOTE : If no filters are set, the batch job processes all of the transactions in the IC Inbox.

The Options FastTab contains fields separated into two sections that determinethe type of IC document created in the current company:

• Journals : Used when the IC transaction is created from a journal;

creates IC lines in the specified journal.• Documents : Used when the IC transaction is created from a sales or purchase document; creates IC sales or purchase documents.

The Journals section includes the following fields:

• IC Gen. Journal Template - identifies the journal template wherethe journal lines are created.

• Gen. Journal Batch - identifies the journal batch where the journallines are created.

• Starting Document No. - specifies the next available number in the

number series for the journal batch that is linked to the journal.When the batch job is run, this document number appears on the first journal line.Replace Posting Date - if selected, the journal's posting date isreplaced with the date entered in the Posting Date field.

• Posting Date - indicates the date used as the posting date in the journal when the batch job is run, if the Replace Posting Date check box contains a check mark.

The Document section contains the following fields:

• Replace Posting Date - if selected, the document's posting date is

replaced with the date entered in the Posting Date field.• Posting Date - indicates the date used as the document's posting date

when the batch job is run, if the Replace Posting Date check boxcontains a check mark.




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Test Your Knowledge: IC Outbox and IC Inbox Overview

Categorize the following items:

Categories (Categories):

1. IC Outbox2. IC Inbox3. Complete IC Inbox Action batch job

_____ Item 1: Where an IC transaction is rejected.

_____ Item 2: Creates IC General Journal lines.

_____ Item 3: Where an IC transaction is accepted.

_____ Item 4: Posted IC transactions are transferred here.

_____ Item 5: Creates IC sales or purchase documents.

_____ Item 6: Where a returned IC transaction is received.

_____ Item 7: Where erroneously rejected, but unreturned, IC transactions can bereinstated




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Create an IC Document

The first step in handling IC documents is creating an order or invoice. Whenyou create an IC document, use the same functionality as when creating anordinary order or invoice. The only differences are:

• The IC Partner Reference field must have an IC G/L accountnumber.

• Microsoft Dynamics NAV 2009 automatically sends the ICdocument to the IC Outbox when the order or invoice is posted.

Demonstration: Create an IC Sales Document

Scenario: On January 15, 2009, CRONUS International Ltd. requested 24 hoursof consulting time from CRONUS Consultancy Ltd. Arnie, the accountsreceivable administrator for CRONUS Consultancy Ltd. posts the following ICinvoice:

• G/L Account 6710, Consulting Fees - Dom.• IC Partner Reference 8320, Consultant Services• Unit Price of 107.00 for each hour

After posting the invoice, Arnie verifies that the document appears in the ICOutbox.

First Arnie have to set up CRONUS Consultancy Ltd. to have a posting group forServices for Intercompany postings, follow these steps:

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company , select CRONUS Consultancy Ltd., and then

click OK .

3. In the Navigation Pane, click Departments , click Administration ,click Application Setup , click Financial Management , clickPosting Groups and then select General Posting Setup .

4. In the buttom set up a new posting group that have the followinginformations:

o In the Gen.Bus. Posting Group click the drop-down list andselect INTERCOMP.

o In the Gen. Prod Posting Group click the drop-down list andselect SERVICES

o In the Sales Account and Sales Credit Memo Account field enter6120.

o In the Sales Line Disc. Account and the Sales Inv. Disc.Account enter 6910.

o Click OK .




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Steps: Set up a IC Customer

To set up CRONUS International Ltd. as a IC Customer, follow these steps:

1. In the Navigation Pane, click Financial Management , clickReceivables and then select Customers .

2. Click New.

3. In the No. field enter IC1001.

4. In the Name field enter CRONUS International Ltd.

5. On the Invoicing FastTab, in the Gen. Bus. Posting Group , clickthe drop-down list and select INTERCOMP.

6. In the Customer Posting field, click the drop-down list and select

DOMESTIC.7. Click OK .

Steps: Create an IC Sales Document

To create the IC sales invoice, follow these steps:

1. In the Navigation Pane, click Receivables, and then select SalesInvoices .

2. Click New .3. In the No. field enter 1001and press TAB or ENTER.4. In the Sell-to Customer No. field, enter IC1001.5. Press TAB or ENTER.6. In the Posting Date field, enter 01/15/09.7. Click the lines.8. Right-click the column header and select the Choose Column

feature.9. Select the IC Partner Ref. Type and IC Partner Reference fields.10. Click OK to close the Choose Column feature.11. In the Type field, click the drop-down list and select G/L Account.12. In the No. field, enter 6710 and then press TAB or ENTER.13. In the Quantity field, enter 24.14. In the Unit Price Excl VAT field, enter 107.00.15. Ensure that the IC Partner Ref. Type is set to G/L Account.16. In the IC Partner Reference field, enter 8320.17. Click Post .18. Click Yes to post the invoice.




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To review the IC Outbox, follow these steps:

1. On the Navigation Pane, click General Ledger , go toIntercompany Postings, and then click IC Outbox Transactions .

2. Locate and select the file posted 01/15/09.

3. To verify this is the posted invoice, click Related Information , point to Outbox Transaction, and then select Details .

4. After reviewing the document, close the IC Outbox Sales Doc . andIC Outbox Transactions pages.

Generate an Order Confirmation

When creating sales or purchase orders, you can send an order confirmation tothe IC Outbox and then to the IC partner.

The sequence of events is as follows:

1. An order is created in company A.2. An order confirmation is generated in company A and then sent to

the IC Outbox.3. The order confirmation is manually sent from the IC Outbox to

company B's IC Inbox.4. The confirmation is reviewed in company B's IC Inbox:

o If accepted, an order is created.o If simply reviewed and deleted, an order is not created.

5. When the order created in company A is invoiced, the posted invoice

is sent to company A's IC Outbox.6. The posted invoice is manually sent from the IC Outbox to company

B's IC Inbox.7. The posted invoice is reviewed in company B's IC Inbox and if

accepted, an invoice is created.

To generate a sales order confirmation, follow these steps:

1. On the Navigation Pane, click Departments , click Sales &Marketing , click Order Processing, and then click Sales Order .

2. Click New and ENTER to insert a new sales order.3. In the Sell-to Customer No. field, enter the IC partner's customer

number.4. Press TAB or ENTER.5. Complete the other fields, as needed, in the General FastTab.6. Enter the sales lines.7. Click Actions , point to Functions, and then select Send IC Sales

Order Cnfmn .




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To review the IC Outbox, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to Intercompany Postings and then select Handled IC Outbox Transactions .

2. Locate and select the created sales order.3. Click Related Information , click Outbox Transactions, and then

select Detail .4. Review the sales order confirmation.

The same process is used for generating purchase order confirmations.

NOTE : The order confirmation functionality is not available on sales or purchase invoices.




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Lab 2.5 - Create an IC Sales Document

Scenario

On January 25, 2009, a senior advisor from CRONUS Consultancy Ltd. met with

a group at CRONUS International Ltd. for a consult appointment. The advisorspent 10 hours onsite, and has a billing rate of 20.00.

Create an invoice with number 1002 to CRONUS International Ltd. for theconsulting services performed. The service is posted to G/L account 6710 and theIC Partner Reference is G/L account 8320.

Challenge Yourself!

Enter and post the sales invoice as specified in the scenario.

Need a Little Help?

1. Open the CRONUS Consultancy Ltd. company.2. Open the Sales Invoice window.3. Enter the sales invoice for CRONUS International Ltd. as specified

in the scenario.4. Post the sales invoice.

Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.

2. Click Select Company , select CRONUS Consultancy Ltd., and clickOK .3. In the Navigation Pane, click Departments , click Financial

Management , click Receivables and then select Sales Invoices .4. Click New 5. In the No. field enter 1002 and press ENTER.6. In the Sell-to Customer No. field, enter IC1001.7. Press TAB or ENTER.8. Click Yes to the Check Credit Limit text box.9. In the Posting Date field, enter 01/25/09.10. Click lines in the Line FastTab.11. Ensure that the IC Partner Ref. Type and IC Partner Reference

fields are shown.12. In the Type field, click the drop/down list and select G/L Account .13. In the No. field, enter 6710 and then press TAB or ENTER.14. In the Quantity field, enter 10.




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15. In the Unit Price fi eld, enter 20.00.16. In the IC Partner Ref. Type field click the drop-down list and select

G/L Account.17. In the IC Partner Reference field, enter 8320.18. Click Post .

19. Click Yes to post the invoice.




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Send IC Documents

Once an IC document is created and appears in the IC Outbox , the next step is tosend it to the IC Inbox of the IC partner.

To send an IC document from the IC Outbox Transaction window, follow thesesteps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to IntercompanyPostings, and then select Handled IC Outbox Transactions .

2. Click the line of the IC document to send.3. Click Actions , point to Functions , click Set Line Action, and then

select Send to IC Partner .4. Click Actions , point to Functions, and then select Complete Line

Actions .

5. Click Yes to complete line actions.

The following actions have occurred during this process:

• The sent line was removed from the IC Outbox Transaction window.• A corresponding line was created in the Handled IC Outbox

Transactions window.• The document appeared in the IC Inbox in the IC partners company.




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Lab 2.6 - Send IC Documents

Scenario

It is nearing the end of the month and the accountant at CRONUS InternationalLtd. has requested that all IC invoices are send. There is only one invoice, posted01/25/09.

After sending this IC document, review the Handled IC Outbox and open theCRONUS International Ltd. company's IC Inbox to verify that the document wassent.

Challenge Yourself!

1. Send the IC document as specified in the scenario.2. Review the sent document as specified in the scenario.

Need a Little Help?

1. Open the CRONUS Consultancy Ltd. company.2. Open the IC Outbox Transactions page.3. Send the IC document posted 01/25/09.4. Open and review the line in the Handled IC Outbox Transactions

window.5. Open the CRONUS International Ltd. company.6. Open and review the sent IC document in the IC Inbox Transactions

window.

Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company , select CRONUS Consultancy Ltd., and click

OK .3. On the Navigation Pane, click Departments , click Financial

Management , click General Ledger , go to Intercompany Postings and then select IC Outbox Transactions .

4. Click the line of the IC document created 01/25/09.

5. Click Actions , point to Functions , click Set Line Action , and thenclick Send to IC Partner .

6. Click Actions , point to Functions , and then select Complete LineActions .

7. Click Yes to complete line actions.8. Close the IC Outbox Transactions page.




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9. In the Navigation Pane, click General Ledger , go to IntercompanyPostings , and then select IC Handled Outbox Transactions .

10. Review the transferred IC document and then close the Handled ICOutbox Transactions page.


12. Click Select Company, select CRONUS International Ltd., and clickOK .

13. Click OK to the message regarding demonstration data.14. On the Navigation Pane, click Departments , click Financial

Management , click General Ledger , go to Intercompany Postings and then select IC Inbox Transactions .

15. Select the line of the IC document posted 01/25/09.16. Click Realted Informations , point to Inbox Transaction and then

select Details .17. Review the IC document.

Receive and Accept IC DocumentsWhen an IC partner sends an IC document, the transaction appears in thereceiving company's IC Inbox.

• If the document was transferred in a joint database, the transactionautomatically appears in the IC Inbox.

• If the document was sent as an XML document, the XML file isimported into the IC Inbox.

Accept an IC Document as a Purchase Document

To accept an IC document and create a purchase document, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to IntercompanyPostings , and then click IC Inbox Transactions .

2. Select the IC transaction line to accept.3. Click Actions , point to Functions , click Set Line Action, and then

select Accept .4. Click Actions , point to Functions, and then select Complete Line

Actions .5. Set the Posting Date on the Options FastTab.6. Place a check mark in the Replace Posting Date check box.7. In the Posting Date field, enter the new posting date for the purchase

document.




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8. Set line filters on IC Inbox Transactions FastTab.9. Click OK to run the batch job.

FIGURE 2.4 COMPLETE IC INBOX ACTION

To review the purchase document, follow these steps:

1. On the Navigation Pane, click Payables and then select PurchaseInvoices .2. Select an IC purchase invoice.3. Review the purchase invoices created from the Complete IC Inbox

Action batch job.4. Close the Purchase Invoice .

Accept an IC Document as a Journal

To accept an IC transaction created from an IC General Journal and create an ICGeneral Journal, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to IntercompanyPostings, and then select IC Inbox Transactions .

2. Select the IC transaction line to accept.3. Click Actions , point to Functions , click Set Line Action, and then

select Accept .




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4. Click Actions , point to Functions, and then select Complete LineActions .

5. Set line filters on the IC Inbox Transactions FastTab.6. On the Options FastTab, in the IC Gen. Journal Template field,

click the drop-down list and select the IC journal template .

7. In the Gen. Journal Batch field, click the drop-down list and selectthe IC journal batch .8. If the posting date needs to be changed, place a check mark in the

Replace Posting Date check box.9. In the Posting Date field, enter the new posting date for the purchase

document.10. Click OK to run the batch job.11. Close the IC Inbox Transactions window.

To review the general journal lines, follow these steps:

1. In the Navigation Pane, click General Ledger , go to IntercompanyPostings, and then select IC General Journals .2. Review the journal lines created from the Complete IC Inbox

Action batch job.3. Close the IC General Journal page.

Import an XML File

When IC partners do not share the same database, IC transactions can beimported into the IC Inbox from an .xml file. When the IC partner sends the file,it is stored in the location specified in the Inbox Details on the IC Partner Card.

To import IC transactions from an .xml file, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to IntercompanyPostings , and then select Inbox Transactions .

2. Click Actions , point to Functions, and then select ImportTransaction File .

3. In the Select file to import into IC Inbox Transactions window,locate and select the .xml file.

4. Click Open .

Once the transactions are imported, they are processed as any other ICtransaction.




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Lab 2.7 - Accept an IC Document and Create a Purchase

Scenario

The IC transaction from CRONUS Consultancy Ltd. has been received and

approved. As the accounts payable coordinator at CRONUS International Ltd.,accept the IC transaction with a posting date of 01/25/09 and create a purchaseinvoice with the same posting date. Review the purchase invoice.

Challenge Yourself!

1. Accept the IC document as specified in the scenario.2. Review the IC purchase invoice.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the IC Inbox Transactions .3. Accept the IC document dated 01/25/07. If necessary, set a filter to

only accept this line.4. Run the Complete IC Inbox Action batch job.5. Open the Purchase Invoice .6. Review the IC purchase invoice posted 01/25/09.

Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company , select CRONUS International Ltd., and click

OK .3. Click OK to the message regarding demonstration data.4. On the Navigation Pane, click Departments , click Financial


5. Select the IC transaction with the posting date of 01/25/09.6. Click Actions , point to Functions , click Set Line Action and then

select Accept .7. Click Actions , point to Functions and then select Complete Line

Actions .8. Click OK to run the batch job.9. On the Navigation Pane, click Payables and then select Purchase

Invoices .10. Locate and review the IC purchase invoice posted 01/25/09.




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View Handled IC Inbox and IC Outbox Transactions

The Handled IC Inbox Transactions and Handled IC Outbox Transactionswindows both provide the ability to review the status and origin of all handled ICtransactions, including:

• Sent IC transactions• Accepted IC transactions• Posted IC transactions• Rejected IC transactions• Canceled IC transactions

In the Handled IC Outbox Transaction page, a line represents an IC transactionhandled in the IC Outbox.

Handled IC Inbox TransactionsIn the Handled IC Inbox Transaction page, a line represents an IC transactionhandled in the IC Inbox.

Access the Handled IC Inbox Transaction page on the Navigation Pane byclicking Departments , clicking Financial Management , clicking GeneralLedger , going to Intercompany Postings, and then selecting Handled InboxTransactions .

FIGURE 2.5 HANDLED IC INBOX TRANSACTIONS




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The fields in this page are the same as those in the IC Inbox Transactions pageexcept the Line Action field is removed and the Status field appears. The Statusfield indicates what action has been taken on the IC transaction.

The Inbox Transaction button contains the same menu items as those in the IC

Inbox Transactions page, but the Functions button contains different menuitems:

• Re-create Inbox Transaction - used to recreate the transaction linein the IC Inbox if the documents created from the IC Inbox lineswere deleted before they were posted. This provides a backup ofreceived IC transactions.

• Delete Lines - used to permanently remove the IC transaction lines.

Handled IC Outbox Transactions

In the Handled IC Outbox Transaction window, a line represents an ICtransaction handled in the IC Outbox.

Access this window on the Navigation Pane by clicking Departments , clickingFinancial Management , clicking General Ledger , going to IntercompanyPostings, and then selecting Handled Outbox Transactions .

FIGURE 2.6 HANDLED IC OUTBOX TRANSACTIONS

The fields in this page are the same as those in the IC Outbox Transactions page except the Line Action field is removed and the Status field appears.




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The Status field indicates what action has been taken on the IC transaction.

The Outbox Transaction button contains the same menu items as those in theIC Inbox Transactions page, but the Functions button contains different menuitems:

• Re-create Outbox Transaction - used as a backup if the IC partnerdid not receive the transaction or the .xml file was accidentallydeleted or otherwise corrupt.

• Delete Lines - used to permanently remove the IC transaction lines.




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Reject IC Documents

The Return to IC Partner functionality provides the ability to reject an incorrectIC transaction that has been sent from an IC partner.

When rejecting an IC document received from an IC partner, it is first rejected inthe IC Inbox, directed to the IC Outbox, and finally sent to the IC partner's ICInbox.

Reject an IC Document

To reject an IC document, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to IntercompanyPostings, and then select Inbox Transactions .

2. Select the IC transaction line to reject.3. Click Actions , point to Functions , click Set Line Action, and then

select Return to IC Partner .4. Click Actions , point to Functions, and then select Complete Line

Actions .5. In the Complete IC Inbox Action batch job, in the Line Action

filter, click the drop-down list and select Return to IC Partner .6. Click OK .7. Close the IC Inbox Transactions page.8. In the Navigation Pane, click General Ledger , go to Intercompany

Postings , and then select IC Outbox Transactions .

9. Select the rejected IC transaction line.10. Click Actions , point to Functions , click Set Line Action, and then


Actions .12. Click Yes to complete line actions.

Return an IC Document Rejected by Mistake

If an IC document sent from an IC partner was mistakenly rejected in the ICInbox, the document can be returned from the IC Outbox to the IC Inbox. Once it

is back in the IC Inbox, you can change the Line Action accordingly.To return a rejected IC document to the IC Inbox, follow these steps:

1. On the Navigation Pane, click Department , click FinancialManagement , click General Ledger , go to IntercompanyPostings, and then select IC Outbox Transactions .

2. Select the rejected line.




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3. Click Actions , point to Functions , click Set Line Action, and thenselect Return to Inbox .

4. Click Actions , point to Functions, and then select Complete LineActions .


6. Close the IC Outbox Transactions page.7. In the Navigation Pane, click General Ledger , go to Intercompany

Postings, and then click IC Inbox Transactions .8. Click Actions , point to Functions , click Set Line Action, and select

the appropriate action.




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Lab 2.9 - Reject an IC Document

Scenario

In the Create an IC Sales Document demonstration, a sales invoice to CRONUSInternational Ltd. was posted on January 15, 2009 in the amount of 2,824.80.This demonstration must be completed to perform this lab.

On January 17, 2009, the accounts payable coordinator at CRONUS InternationalLtd. calls the accounts receivable administrator at CRONUS Consultancy Ltd.,inquiring about the status of the invoice since it has not been received.

First, as the accounts receivable administrator at CRONUS Consultancy Ltd.,send the invoice to the IC partner. Then, as the accounts payable coordinator atCRONUS International Ltd., review the invoice.

While reviewing the invoice, you notice that the unit cost is wrong; theagreement is 100.00 for each hour. You reject the invoice and send it back toCRONUS Consultancy Ltd.

NOTE : If there is only one IC transaction in the IC Inbox Transactions window,it is not necessary to set filters in the Complete IC Inbox Action batch job.

Challenge Yourself!

1. In the CRONUS Consultancy Ltd. company, send the IC transaction posted 01/15/09.

2. In the CRONUS International Ltd. company, receive, review, andreject the IC transaction posted 01/15/09.

Need a Little Help?

1. Open the CRONUS Consultancy Ltd. company.2. Open the IC Outbox Transactions page.3. Send the IC transaction posted 01/15/09.4. Open the CRONUS International Ltd. company.5. Open the IC Inbox Transactions page.6. Review the IC transaction posted 01/15/09.7. Reject the IC transaction posted 01/15/09.8. Open the IC Outbox Transactions page.9. Return the IC transaction posted 01/15/09.




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Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company , select CRONUS Consultancy Ltd., and click


Management , click General Ledger , go to Intercompany Postings and then select IC Outbox Transactions .

5. Select the IC transaction posted 01/15/09.6. Click Actions , point to Functions , click Set Line Action and then

select Send to IC Partner .7. Click Actions , point to Functions and the select Complete Line

Actions .8. Click Yes to complete line actions.9. Click the Microsoft Dynamics NAV Menu on the Command Bar.10. Click Select Company, select CRONUS International Ltd., and click



13. Select the IC transaction with a posting date of 01/15/09.14. Click Related Information , poin t to Inbound Transactions and

then select Details .

15. Close the IC Inbox Purchase Doc. page.16. Click Actions , point to Functions , click Set Line Action and then

select Return to IC Partner .17. Click Actions , point to Functions and then select Complete Line

Actions .18. In the Complete IC Inbox Action batch job, click OK .19. In the Navigation Pane, click General Ledger , go to Intercompany

Postings , and then select IC Outbox Transactions .20. Select the rejected IC transaction line with a posting date of

01/15/09.21. Click Actions , point to Functions , click Set Line Action and then

select Send to IC Partner .22. Click Actions , point to Functions and then select Complete Line





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Return and Cancel IC Documents

When an IC document is rejected from an IC partner, it is received in the currentcompany's IC Inbox. If the document has no errors, it can be returned to the IC

partner.

If the IC document contains errors, it must be canceled and then corrected usingthe standard functionality of correcting posted entries.

To return a rejected IC document that has been approved for processing, followthese steps:


2. Select the IC transaction returned from the IC partner.3. Click Actions , point to Functions , click Set Line Action, and then

select Cancel .4. Click Actions , point to Functions, and then select Complete Line

Actions .5. Click Yes to complete line actions.6. Close the IC Outbox Transactions page.7. In the Navigation Pane, click General Ledger , go to Intercompany

Postings, and then click Handled IC Outbox Transactions .8. Select the original posting of the rejected IC transaction.9. Click Actions , point to Functions, and then select Re-create

Outbox Transactions .

10. Click Yes to re-create the transaction.11. Close the Handled IC Outbox Transactions page.12. In the Navigation Pane, click General Ledger , go to Intercompany

Postings, and then click Outbox Transactions .13. Click the re-created IC transaction line.14. Click Actions, point to Functions, click Set Line Action, and then



NOTE : The function of re-creating IC transactions is only used to re-create a previously sent, identical transaction

When a rejected IC document is incorrect, it must be canceled and removed fromthe IC Inbox.




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To cancel a rejected IC document, follow these steps:


2. Select the IC transaction returned from the IC partner.3. Click Actions , point to Functions, click Set Line Action, and then

select Cancel .4. Click Actions , point to Functions, and then select Complete Line

Actions .5. Click Yes to complete line actions.6. Close the IC Outbox Transactions page

After canceling the rejected IC transaction, correct the originating IC transactionusing the standard functionality of correcting posted entries. Once corrected, anew IC transaction can be posted and then sent to the IC Partner.




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Lab 2.10 - Cancel a Rejected IC Document

Scenario

In Lab 2.9, an IC document was rejected and sent back to CRONUS Consultancy

Ltd. The accounts payable coordinator at CRONUS International Ltd. informedthe accounts receivable administrator at CRONUS Consultancy Ltd. that the unitcost is 100.00, not 107.00.

As the accounts receivable administrator at CRONUS Consultancy Ltd., youcancel the IC transaction and ask Annie, the bookkeeper to post the credit memofor the original invoice. Annie confirms that the credit memo is posted and you

post the new sales invoice to CRONUS International Ltd. using the followingcriteria:

• Sales invoice number 1003• Accept any messages regarding overdue balance.

• Posting Date 01/15/09.• G/L Account 6710, Consulting Fees - Dom.• IC Partner Reference 8320, Consultant Services.• 24 hours at the unit price of 100.00 per hour

Once the sales invoice is posted, send the IC transaction to the IC partner.

HINT : It is not necessary to set filters in the Complete IC Inbox Action batch job.

Challenge Yourself!

1. Cancel the IC transaction as specified in the scenario.2. Create and post the new invoice using the criteria specified in the

scenario.3. Send the new IC transaction as specified in the scenario.

Need a Little Help?

1. Open the CRONUS Consultancy Ltd. company.

2. Open the IC Inbox Transactions page.3. Cancel the IC transaction returned from the IC partner, posted

01/15/09.4. Open the Sales Invoice .5. Create and post the new invoice using the criteria specified in the

scenario.




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6. Open the IC Outbox Transactions page.7. Send the IC transaction with the posting date of 01/15/09 to the IC

partner.

Step by Step

1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company, select CRONUS Consultancy Ltd., and click

OK .3. Click OK to the message regarding demonstration data.4. In the Navigation Pane, click Departments , click Financial


5. Select the IC transaction returned from the IC partner, posted01/15/09.

6. Click Actions , point to Functions , click Set Line Action and thenselect Cancel .

7. Click Actions , point to Functions and the select Complete LineActions .

8. In the Complete IC Inbox Action batch job, click OK .9. In the Navigation Pane, click Receivables and then select Sales

Invoices .10. Click New .11. In the No. field enter 1003.12. In the Sell-to Customer No. field, enter IC1001.13. Press TAB or ENTER.

14. Click Yes to the message stating there is an overdue balance.15. In the Posting Date field, enter 01/15/09.16. Click the lines.17. In the Type field, click the drop-down list and select G/L Account.18. In the No. field, enter 6710 and then press TAB or ENTER.19. Ensure that the IC Partner Ref. Type is set to G/L Account.20. In the IC Partner Reference field, enter 8320.21. In the Quantity field, enter 24.22. In the Unit of Measure Code field, click the drop-down list and

select Hour.

23. In the Unit Price field, enter 100.00.24. Click Post .25. Click Yes to post the invoice.26. In the Navigation Pane, click General Ledger , go to Intercompany

Postings and then select IC Outbox Transactions .27. Click the IC transaction with the posting date of 01/15/09.




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28. Click Actions , point to Functions , click Set Line Action and thenselect Send to IC Partner .

29. Click Actions , point to Functions and then select Complete LineActions .





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Post an IC General Journal

IC partners can use the IC General Journal to post IC transactions. However, tocreate an IC transaction, the journal line must contain either an IC partneraccount or a customer or vendor account that has been assigned an IC PartnerCode.

The intercompany lines in the IC General Journal page can be either:

• Outgoing lines set up by the current company.• Incoming lines accepted in the IC Inbox.

The IC General Journal is usually used for intra-period postings that will bereversed using proper documents at period end. This is because transactions

between two legal entities must be legally binding business documents.

The IC General Journal is accessed on the Navigation Pane by clickingDepartments , clicking Financial Management , clicking General Ledger , go toIntercompany Postings and then select General Journals .

The notable fields in the IC General Journal window are as follows:

• Account Type - indicates whether the account is an IC Partner, or aCustomer or Vendor assigned to an IC partner code.

• Account No. - identifies the IC partner code of the IC partner,customer, or vendor.

Note that if a customer or vendor number is entered in the• Account No. field, it must have an IC Partner Code assigned

to it.• Bal. Account Type - indicates the balance account type, for

example, a G/L Account. Note that the Bal. Account Type field must be a G/L Account or aBank Account.

• Bal. Account No. - identifies the balancing G/L Account or the BankAccount.

• IC Partner G/L Acc. No. - indicates the IC G/L account that theamount is posted to in the IC partner’s company.This field must be filled in for outgoing IC transactions on a linewith a bank account or G/L account in either the Account No. fieldor the Bal. Account No. field.If the account number entered into either the Account No. or Bal.Account No. field is set up with a Default IC Partner G/L Acc. No.,the account number specified in that field is automatically enteredinto the IC Partner G/L Acc. No. field on the IC General Journalline.The G/L account specified in this field must be set to Direct Postingin the company with the outgoing IC transaction.




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Demonstration: Post an IC General Journal Transaction

Scenario : On January 26, 2009, Phyllis the accounting manager at CRONUSInternational Ltd. posts an IC transaction to CRONUS Consultancy Ltd. in theamount of 21,000.00 for consulting fees, G/L account 6710. The IC Partner G/Laccount number for this transaction is 8320.

After the journal is posted, she sends the IC transaction to CRONUS ConsultancyLtd.

Annie, the bookkeeper at CRONUS Consultancy Ltd., receives and accepts theIC transaction. After that, she reviews and posts the IC General Journal.

Steps: Post an IC General Journal Transaction

To post the IC General Journal, follow these steps:



Management , click General Ledger , go to Intercompany Postings and then select IC General Journals .

5. In the Posting Date field, enter 01/26/09.6. In the Document Type field, click the drop-down list and select

Invoice.7. In the Account Type field, click the drop-down list and select IC

Partner.8. In the Account No. field, enter ICP20.9. In the Amount field, enter 21000.10. In the Bal. Account Type field, click the drop-down list and select

G/L Account.11. In the Bal. Account No. field, enter 6710.12. In the IC Partner G/L Acc. No. field, enter 8320.13. Click Post. 14. Click Yes to post the journal lines.15. Click OK to the message that the lines were posted.

To send the IC transaction, follow these steps:

1. In the Navigation Pane, click General Ledger , go to IntercompanyPostings , click IC Outbox Transactions .

2. Click the line with the Source Type of Journal Line, posted 01/26/09.3. Click Actions , point to Functions , click Set Line Action and then

select Send to IC Partner .




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To receive and accept the IC transaction, follow these steps:


OK .



5. Click the line with the Source Type of Journal, posted 01/26/09.6. Click Actions , point to Functions , click Set Line Action and then

select Accept .7. Click Actions , point to Functions and then select Complete Line

Actions .8. In the Complete IC Inbox Action batch job, in the Line Action

filter, click the drop-down list and select Accept .9. On the Options FastTab, in the IC Gen. Journal Template field,

click the drop-down list and select INTERCOMP.10. In the Gen. Journal Batch field, click the drop-down lidt and select

DEFAULT.11. Click OK to run the batch job.

To review and post the IC General Journal lines, follow these steps:

1. In the Navigation Pane, click General Ledger , go to IntercompanyPostings , and then select IC General Journals .

2. Review the two journal li nes.3. Click Post .4. Click Yes to post the journal lines.5. Click OK to the message that the lines were posted.




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7. In the Account Type field, click the drop-down list and select ICPartner.

8. In the Account No. field, enter ICP01.9. In the Amount field, enter 500.10. In the Bal. Account Type field, click the drop-down list and select

G/L Account.11. In the Bal. Account No. field, enter 6710.12. In the IC Partner G/L Acc. No. field, enter 8320.13. Click Post .14. Click Yes to post the journal lines.15. Click OK to the message that the lines were posted.16. In the Navigation Pane, click General Ledger , go to Intercompany

Postings and then select IC Outbox Transactions .17. Click the line with the Source Type of Journal Line, posted 01/18/09.18. Click Actions , point to Functions , click Set Line Action and then






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Allocate Costs to IC Partners

Costs can be allocated to one or several IC partners using either the:

• IC General Journal• Purchase order or invoice

Using the IC General Journal is useful when a service is purchased, such as, a parent company hires a service to set up computer systems in two subsidiaries.

The invoice is sent to the parent company, but the costs are allocate to the two IC partners.

Using purchase documents is useful when the purchasing functions, of operatingexpenses for example, are centralized in one company and then allocated to theIC partners.

Demonstration: Allocate Costs Using the IC GeneralJournal

CRONUS International Ltd. hired vendor 30000, CoolWood Technologies, to provide computer assistance for CRONUS Consultancy Ltd. and CRONUSBiking Ltd.

The invoice from CoolWood Technologies, dated February 15, 2009, is receivedin the amount of 10,000.00. The costs are allocated as follows:

• CRONUS Consultancy Ltd. - 7,500.00

• CRONUS Biking Ltd. - 2,500.00

An IC General Journal is posted in CRONUS International Ltd. for theseamounts and then each allocation is sent to the IC partner.

NOTE : The External Document No. must be filled in on the line with the AccountType of Vendor if the Ext. Doc. No. Mandatory check box contains a chec markin the Purchases & Payables Setup.

Steps: Allocate Costs Using the IC General Journal

To enter the vendor line in the IC General Journal, follow these steps:1. Click the Microsoft Dynamics NAV Menu on the Command Bar.2. Click Select Company , select CRONUS International Ltd., and click

OK .3. Click OK to the message regarding demonstration data.




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4. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to Intercompany Postings and then select IC General Journals .

5. On the column header, right-click and select Choose Column .6. Add External Document No .

7. In the Posting Date field, enter 02/15/09.8. In the Document Type field, click the drop-down list and select

Invoice.9. In the External Document No. field, enter Comp Srvc Allocation.10. In the Account Type field, click the drop-down and select

Vendor.11. In the Account No. field, enter 30000.12. In the Amount field, enter -10000.13. In the Bal. Account Type field, click the drop-down and select G/L

Account.14. In the Bal. Account No. field, enter 8320.

To enter the IC partner lines, follow these steps:

1. Click the next line.2. In the Document Type field, click the drop-down list and select

blank.3. In the Account Type field, click the drop-down list and select IC

Partner.4. In the Account No. field, enter ICP20.5. In the Amount field, enter 7500.6. In the Bal. Account No. field, enter 6710.7. In the IC Partner G/L Acc. No. field, enter 8320.8. Click the next line.9. In the Account No. field, enter ICP40.10. In the Amount field, enter 2500.11. In the Bal. Account No. field, enter 6710.12. In the IC Partner G/L Acc. No. field, enter 8320.

To post the IC General Journal, follow these steps:

1. Click Post .

2. Click Yes to post the journal lines.3. Click OK to the message that the lines were posted.




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To send the IC transactions to the IC partners, follow these steps:

1. In the Navigation Pane, click General Ledger , go to IntercompanyPostings , and then select IC Outbox Transactions .

2. Highlight both lines with the Source Type of Journal Line, posted

02/15/09.3. Click Actions, point to Functions , click Set Line Action and then



Allocate Costs Using a Purchase Document

To charge purchase costs to IC partners using a purchase invoice, follow thesesteps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click Payables and then select Purchase Invoices .

2. Click New and press ENTER.3. In the Buy-from Vendor No. field, click the drop-down list and

select the relevant vendor. Note that this must be an external vendor.4. Press TAB or ENTER.5. Complete the header.6. Click the lines.7. Right-click on the header to open the Choose Column function.8. Add the IC Partner Code , IC Partner Ref. Type , and IC Partner

Reference fields.9. Click OK to close the Choose Column .10. In the Type field, click the drop-down list and select G/L Account.11. In the No. field, enter the number of the G/L account in the parent

company to be debited by the purchase transaction. This account isalso credited when the transaction is posted.

12. In the IC Partner Code field, click the drop-down list and select theIC partner to whom the charges apply.

13. In the IC Partner Reference field, enter the number of the IC partner’s G/L account to be debited by the IC transaction.

14. In the Quantity field, enter the number of units to be charged to theIC partner.15. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter the

cost per item that is to be charged to the IC partner. Depending onthe type of expense entered, the method of entering the purchasedocument differs.

For example, when the parent company receives vendor invoices for advertising,the amount is allocated among the subsidiaries based on the original contract.




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To charge the costs to the subsidiaries:

• In the Quantity field, enter 1.• In the Direct Unit Cost field, enter the total contracted cost for the

advertising for the IC partner.

Alternatively, when purchasing boxes of copy paper:

• In the Quantity field, enter a value that represents the number of boxes of copy paper purchased.

• In the Direct Unit Cost field, enter the per unit cost to be charged tothe IC partner.

To post the purchase invoice, follow these steps:

1. Click Post .2. Click Yes to post the invoice.

To send the allocated IC transactions to the IC partners, follow these steps:

1. On the Navigation Pane, click Departments , click FinancialManagement , click General Ledger , go to Intercompany Postings and then select IC Outbox Transactions .

2. Highlight all lines related to the posted purchase invoice.3. Click Actions , point to Functions , click Set Line Action and then

select Send to IC Partner .4. If a message appears stating the line is a copy of a transaction

already set to Send to IC Partner, click Yes .

5. Click Actions , point to Functions and then select Complete LineActions .6. Click Yes to complete line actions.




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Lab 2.12: Allocate Service Costs to IC Partners

Scenario

CRONUS International Ltd. was informed that CoolWood Technologies provided additional consulting February 21, 2009 at CRONUS Consultancy Ltd.for 1,000.00 and at CRONUS Biking Ltd. for 800.00.

As the accounting manager, post an IC General Journal:

• For the 1,800 cost to CRONUS International Ltd. for vendor 30000.Use Consult Allocation as the External Document No .

• Allocate the specified costs to the IC partners using GL account 6710and IC Partner G/L Acc. No. 8320.

Once the journal is posted, send the allocations to the IC partners.

Challenge Yourself!

1. Enter and post the IC General Journal as specified in the scenario.2. Send the IC transactions to the IC partners simultaneously.

Need a Little Help?

1. Open the CRONUS International Ltd. company.2. Open the IC General Journal .3. Enter the debit line to the vendor as specified in the scenario.4. Enter the allocations to the IC partners as specified in the scenario.5. Post the IC General Journal.6. Open the IC Outbox Transactions .7. Send the IC transactions to the IC partners simultaneously.

Step by Step



Management , click General Ledger , go to Intercompany Postings and then select IC General Journals .

5. Ensure that the External Document No. field is shown.6. In the Posting Date field, enter 02/21/09.




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7. In the Document Type field, click the drop-down list and selectInvoice.

8. In the External Document No. field, enter Consult Allocation.9. In the Account Type field, click the drop-down list and select

Vendor.

10. In the Account No. field, enter 30000.11. In the Amount field, enter -1800.12. In the Bal. Account Type field, click the drop-down list and select

G/L Account.13. In the Bal. Account No. field, enter 8320.14. Click the next line.15. In the Account Type field, click the drop-down list and select IC

Partner.16. In the Account No. field, enter ICP20.17. In the Amount field, enter 1000.

18. In the Bal. Account No. field, enter 6710.19. In the IC Partner G/L Acc. No. field, enter 8320.20. Click the next line.21. In the Account No. field, enter ICP40.22. In the Amount field, enter 800.23. In the Bal. Account No. field, enter 6710.24. In the IC Partner G/L Acc. No. field, enter 8320.25. Click Post .26. Click Yes to post the journal lines.27. Click OK to the message that the lines were posted.

28. In the Navigation Pane, click General Ledger , go to IntercompanyPostings and then select IC Outbox Transactions .

29. Highlight both lines with the Source Type of Journal Line, posted02/21/09.

30. Click Actions , point to Functions , click Set Line Action and thenselect Send to IC Partner .






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Lab 2.13 - Allocate Purchase Costs to IC Partners

Scenario

As the accounts payable coordinator for CRONUS International Ltd., you have been assigned the task of managing orders for all the company’s IC partners. OnFebruary 1, 2009 you receive invoice number JAN09 from vendor 10000,London Postmaster. You must create a purchase invoice for postage expenses(G/L account 8240) using the following IC partner distribution:

Intercompany PartnerCode

IC PartnerReference

Quantity Per UnitCost

ICP20 8240 6 39.00

ICP30 8240 12 39.00

After posting the purchase invoice, send the IC transactions to the IC partners.

Challenge Yourself!

1. Enter and post the purchase lines as specified in the scenario.2. Send the IC transactions with the posting date of 02/01/09 to the IC

partners.

Need a Little Help?

Open the CRONUS International Ltd. company.

1. Open the Purchase Invoice .2. Enter the purchase lines as specified in the scenario.3. Post the purchase invoice.4. Open the IC Outbox Transactions .5. Send the IC transactions with the posting date of 02/01/09 to the IC

partners.

Step by Step


2. Click Select Company, select CRONUS International Ltd., and clickOK .


Management , click Payables and then select Purchase Invoices. 5. Click New and press ENTER.6. In the Buy-from Vendor No. field, enter 10000.




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7. Press TAB or ENTER.8. In the Posting Date field, enter 02/01/09.9. In the Vendor Invoice No. field, enter JAN09.10. Click the lines.11. Ensure that the IC Partner Code, IC Partner Ref. Type, and IC

Partner Reference fields are shown.12. In the Type field, click the drop-down list and select G/L Account.13. In the No. field, enter 8240.14. In the IC Partner Code field, enter ICP20.15. Ensure that the IC Partner Reference Type is set to G/L Account.16. In the IC Partner Reference field, enter 8240.17. In the Quantity field, enter 6.18. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter

39.00.19. Click the next line.

20. In the No. field , enter 8240.21. In the IC Partner Code field, enter ICP40.22. In the IC Partner Reference field, enter 8240.23. In the Quantity field, enter 12.24. In the Direct Unit Cost Excl. VAT (or Incl. VAT) field, enter

39.00.25. Click Post .26. Click Yes to post the invoice.27. In the Navigation Pane, click Financial Management , click

General Ledger , go to Intercompany Postings and then select IC

Outbox Transactions .28. Highlight both lines with the Source Type of Journal Line, posted

02/01/09.29. Click Yes to the message stating the line is a copy of a transaction

already set to Send to IC Partner.30. Click Actions , point to Functions and then select Complete Line





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Summary

Intercompany in Multisite Operations in Microsoft Dynamics NAV 2009 givescompanies the ability to create the necessary documents when they are

performing IC transactions including sales and purchase documents and generalledger entries eliminating the need for manually processing many time-consuming and repetitious IC transactions.

The Intercompany Postings lesson described the required steps to performIntercompany Postings in a company. This included setup of IC partners and ofthe central Chart of Accounts and Dimensions. Once the setup is complete , theIC documents can be processed, including:

• Sending and receiving IC transactions• Accepting and rejecting IC transactions• Returning and canceling IC transactions

Using the intercompany functionalities helps companies post Intercompanytransactions using the IC General Journal and allocate costs to multiple IC

partners. These functionalities helps a company control all transactions whenthey have one or more legal business entities.




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Test Your Knowledge

1. Where are IC Inbox transactions available for review or re-creation?

( ) Completed IC Inbox Transactions

( ) Received IC Inbox Transactions( ) Handled IC Inbox Transactions

( ) Posted IC Inbox Transactions

2. From where can you send an IC order confirmation? (Select all that apply)

( ) Sales Order( ) Service Order

( ) Work Order

( ) Purchase Order

3. From where can you allocate costs to multiple IC partners? (Select all thatapply)

( ) Purchase Order

( ) General Journal( ) IC General Journal

( ) Purchase Invoice




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Quick Interaction: Lessons Learned

Take a moment and write down three Key Points you have learned from thischapter

1.

2.

3.




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Solutions

IC Outbox and IC Inbox

Test Your Knowledge: IC Outbox and IC Inbox OverviewCategorize the following items:

Categories (Categories):

1. IC Outbox2. IC Inbox3. Complete IC Inbox Action batch job

2 Item 1: Where an IC transaction is rejected.

3 Item 2: Creates IC General Journal lines.

2 Item 3: Where an IC transaction is accepted.

1 Item 4: Posted IC transactions are transferred here.

3 Item 5: Creates IC sales or purchase documents.

2 Item 6: Where a returned IC transaction is received.

1 Item 7: Where erroneously rejected, but unreturned, IC transactions can bereinstated

Test Your Knowledge

1. Where are IC Inbox transactions available for review or re-creation?

( ) Completed IC Inbox Transactions

( ) Received IC Inbox Transactions

(• ) Handled IC Inbox Transactions

( ) Posted IC Inbox Transactions

2. From where can you send an IC order confirmation? (Select all that apply)

(√) Sales Order( ) Service Order

( ) Work Order

(√) Purchase Order




3. From where can you allocate costs to multiple IC partners? (Select all thatapply)

(√) Purchase Order

( ) General Journal

(√) IC General Journal(√) Purchase Invoice