Accountant in Nigeria... Olajide And Associates - Chartered Accountants, Tax Consultants

User name and password should be registered in this window.
The system does not differensiate between upper case and lower case letters.

The main screen in Axapta consist of five components: The title bar, the menu bar, the toolbar, the status line and the menue structure. These are created to make Axapta user friendly and to show the status in the system. This will be explained more thoroughly in the next chapter.

Which items will be shown in the log in screen, will depent on which modules the company is running and which modules the user has access to.

2.2 Closing Axapta

The structure of Axapta

3.1 The title bar

The title bar shows the content of the active window. This title bar shows the name of the programme and the name of the company holding the lisence.

3.2 Menu bar

The menu bar gives you access to various menus, functions and modules in Axapta.
Both the mouse and the keyboard can be used to activate the menus and to choose in the list.
To active at item, press ALT+the character underlined.

After that you can use the arrows to choose submenus and then press the Enter button to open your choise. If there are submenus, this is indicated with an arrow to the right.

3.3 The toolbar

The toolbar which is underneath the menu bar, gives quick access to the most common functions in Axapta. The number of tool buttons displayed and active vary depending on where you are in Axapta. As this is a Microsoft product, several of the buttons will be familiar to you from Excel and Word (for example Copy, Paste, Print etc).

3.4 Status bar

The status bar is placed in the lower part of the screen and consist of seven fields which the system use to give the user information.

To the left a short help message will be given regarding the active field. This will change as you move around.

The fields to the right are system fields and will give the following information (starting from left):

You can choose which of the above information you want to show and what to hide.

3.6 Menu structure

Axapta menus provide access to the modules and functionality within your Axapta installation.
The main window for Axapta is titled “Main menu”. The window is structured like a tree, which has branches that collaps into multiple levels. Each level consists of tabs, function groups and function items.

You can also build your own menus tailor made for your own needs. Choose which menu to activate from File on the menu bar and the function Open.

Level Description
Tabs The first level in the menu tree. Tabs are named according to their functionality, for example, General Ledger, Bank, Accounts receivable.

Function group Subdivisions of tabs. Function groups consist of function items that are grouped together according to their functionality. Most menu tabs contain the function groups Journals, Inquiries, Reports, Periodic and Setup.

Function items         Subdivision of function groups. Function items execute a function within the application. For example, Chart of accounts within the General Ledger tab.
To execute a function item, double-click the name of the item. Each function item is represented by an icon, that indicateds the type of function to be executed.
       To close a function, click on the X in the upper right corner og press the
       ESC-button on the keyboard.

Note: If you made a change in the function/table and press ESC you can choose whether you want to save the changes or not. When pressing the X the changes will always be saved.

3.6.1 Create your own menu

Note
If you are a beginner with Axapta do not do what is explained in chapter 3.6.1, wait until you have more experience. It may be nice to know for some other day.

Sometimes it is more practical to create you own menu instead of using the standard one.
To create a new menu, choose File, New, User menu.
The following user menu dialog opens:

Enter the name you want to give the menu. Press OK and a blank menu appears on the screen:

One tab is automatically created. You can create more tabs by right-clicking in the tab ara of the user menu. A pop-up window appears. choose New Tab.
Rename the tabs by right-clicking the tab area over the tab. A pop-up window appears. Choose Rename Tab.

To add functions to various tabs, place the new menu and the standard menu next to each other on the screen. Find the function you want in the main menu, mark it and simply drag it over to the new menu and drop it where you want to place it.
You can drag the folders and get all the underlying functions, or you can drag only the functions you want.

If you want to use your own menu, press File in Menu bar, choose Open, Menu and the menu you want.
You can also make your new menu the start up menu: Press Tools in the Menu bar, choose Options and change the Start Menu in the General tab page.

3.7 Screens

3.7.1 Menus

3.7.2 Table

Active record

New record

Tab pages

Many tables have several screens devided into tab pages. The active one is the one “on top” of the others. In the above example the Overview tab page is the active screen.

Buttons

Most tables will have a row of buttons. By clicking a button a function or query is made on the active record.

3.7.3 Data form

Text field

Checkboxes

List boxes

Combination fields

Date field

3.8 Maneuver in the forms

From field to field
To move from field to field, use the TAB-button on your keyboard. Sometimes the Enter-button will function in the same way.To move backwards from field to field, use SHIFT+TAB.

In some data forms, you want to check in a checkbox to activate a function. To avoid using the mouse, you can use the SPACE button.

From tab to tab
To move to the next tab, use CTRL+TAB. To go back to the previouch tab, use CTRL+SHIFT+TAB.

Between categories
If you want to move between categories in a menu, use CTRL+TAB. To move between functions in a category, use the ARROW buttons.

Changing a form

Note
If you are a beginner with Axapta do not do what is explained in chapter 3.9, wait until you have more experience. It may be nice to know for some other day.

Sometimes you might feel the form is not structured in the most practical way for your personal use. Some fields you want to hide as you never use them and some fields you want to move. By using the method below, the layout is only changed for the particular user. The layout can be copied on to other users.
If a form needs to be changed for many/all users, please contact a programmer.

To hide a field, right-click and choose hide. The field is now no longer visible for the user.To unhide, right-click, choose show and the field you want to unhide.To change the order in wich the fields are displayed, right-click and choose Setup. The following dialog is shown:

Expand the Tab to show the various functions and fields under the tab pages.
Expand the ButtonGroup to show the various buttons in the screen.

If you want to move the ”closed” field to the Overview tab page, mark the field, drag and drop to the desired place.
You can also move a field by highlighting it (click on it once) and then use the Up, Down, Right or Left buttons at the bottom of the form.

Explaining the Properties options:
Option                         Performance
Name                          Name of the current control
Visible                         Displays the field in the form. When deactivated, the field is removed
                                    from the form.
Edit contents                Allows the value of the field to be edited in the form. When
                                    deactivated, no editing is allowed.
Skip                             Skips the field when using the TAB key to navigate in the form.
Label                           Edits the title of the field label.
Width                          Increases or decreases the size of the column in character spaces.
Configuration Keys     Displays the name of the configuration key associated with a given
                                    field. If the configuration key is disabled, the field disappears.

If you have made some wrong changes and “messed up” the screen, the layout can be changed back to standard using the Reset button.

If the new layout should be available for other users, the setup can be saved with the Save button. Other users can collect it with the Retrieve from user button. Select the user and the desired layout.
If you want to retrieve a layout you saved yourself earlier, you can use the Load button.

4 Getting help in Axapta

4.1 Help Menu

Help The Axapta help menu, displaying conceptual and how to help. Press F1, or the help icon to receive help information on the current form.

What’s this? Help for individual fields. Press SHIFT+F1, or right click in a field and choose What’s This? From the shortcut menu.

Developer’s Guide Designed specifically for developers, providing information on how to customize Axapta, and create forms, reports, queries and classes.

Navision Technet Technical information to the NSCs and a product community forum. Used for the one-to-many information as well as many-to-many discussion forums for Axapta. Registered login only.

About Axapta Displays a window providing information on the currently installed version of Axapta, including version number and the license holder. In the event of technical problems, the information in this window may be viewed by a technical support representative.

Screen tips
Screen tips are temporarily displayed help, shown when you move the mouse over an item. Screen tips will disappear automatically once you click elsewhere.The primary form of screen tips help in Axapta is help information on a dialog box. The help information displays in a pop-up window with a pale yellow background.

Dialog box To display What’s This? Help on a command, button, or option in a dialog box, click the question mark icon in the ddialog box’s top right corner, and then click the item you want help on. Alternatively, use the keyboard shortcut SHIFT-F1.

Toolbar Toolbar buttons have screen tips that display the tool’s name and keyboard shortcut. To see the name of a toolbar button, rest the pointer over the button, and the name appears.

Menus Menus and items on a menu have screen tips in the form of help texts displayed on the status bar at the bottom of the window. To see help information, rest the pointer over the menu or menu item; The help text appears on the status bar.

5 General functions

5.1 Functions on the toolbar

Help function

The help function in Axapta is accessed by pressing the button

or pressing F1. Here you can get information about the screen you are currently in or you can search on various keywords.

Find

It is possible to search in the various columns of a table by pressing the button

or Ctrl+F. The find dialog opens where the criteria for the search is entered. You can enter an exact value or parts of a value together with a wild card-sign. To remove the filtration/the result of the search, press the button

Filter

Data in tables can be filteres so that only the chosen data is displayed. For example in the chart of accounts table it is possible to view data where Account Type is equal to “Revenue”. All other records still exist in Axapta, they are just hidden form view at this point.

Use the button

or Ctrl+F3. The criterias are entered in the dialog box that appears. You can add more lines if the standard criterias are not sufficient. To do so, press CTRL+N and choose what field should be included. Filtration can be done with set values, intervals or by using the wild card-signs.
Press OK in the dialog box and the table now only contains the data on which the filter has been applied.

The filter is removed in the same was as you remove a search result. Alternatively, right-click and choose the Remove filter option.

New record

To create a new record press the button

or Ctrl+N. This functionality is global and can be used whenever you want to create new.

Delete a record

To delete a record press the button

or Alt+F9. This functionality is global and can be used whenever you want to delete.

General maneuvering

To move around you can use the following buttons

To move between the fields you can use Tab og Shift+Tab. For other short keys and symbols see a separate listing

Overview records in a table

If you in a field get he symbol

, you can either click on it or press Alt+Arrow down. You will get a listing of all the records in the table.

..matching more than Enter all your criterias separated by commas , (comma) one criteria Example: “A..D,!C” finds “A”, “B” and “D”

5.2 Go to main table

The Go to main table command opens the main table in which the specific table information was originally stored. For example; In the customer table, if the user clicks Go to mail table on the State field, the State form opens, displaying information from the State table.
The command opens the master table of values for a specific field. In the main table, values can be added or modified, and these changes are then reflected throughout the system. This is useful in look-up fields, if the specific value has not been added to the master table.
Open main table
1. Right-click a look-up field on a form. A pop-up menu appears.

2. Choose Go to main table. A table opens containing all the values for that field.

Changing company account
Axapta can be run using different company accounts. Accounts can be changed using the select company accounts form.

DAT This Company is not in use. It is
empty

NNI This is Nera Microwave Nigeria Ltd.
The actual company

TST This is a test company. If you are
uncertain how something works you
can test it here.

Double-click on the company you want to work with. The form closes and the new company is now in use.

Alternatively you can choose File in the menu bar, select Open and Company.Double-click on the name of the new company.

Printer, Print Archive, File, Mail recipient or the Screen.
There are ready made reports for each module in Axapta. These can be found under the Reports menus. In addition you can make your own simple reports by pressing the printer button on the toolbar or CTRL+P.

7.1 Ordering a report from a screen/table

Example: You are in the chart of accounts and press CTRL+P. The following Auto-report dialog opens:

By choosing Options, you get the following form where you select medium:

By choosing the Select button, you can enter criterions for content of the report

More criterions can be set up. Press ctrl+N for new lines:
Choose desired field from the list.
Under the tab page Sorting you can choose how the data is sorted in the report.
(Also see chapter 7.2.)
Under the tab page Print Options you can select what you want printed:

After making your selection, press OK. You are back in the first form for running the report. Press OK once more and you will get your report in the chosen medium.

7.2 Ordering a report from the menu

Under each main menu there will normally be a sub-menu called Reports. The reports are then grouped according to category. Choose a report you want to run. In the example we have chosen Account statement under General Ledger – Reports – Transactions.

In the white fields you can write your criterion directly. In the grey fields, you have to fill in the criterions by using the button Select. Pressing the Select button you will enter the following dialog form:

This is the same form as under 7.1. Also see chapter about selection criterions.
If you want to sort the report different from standard, use the tab page Sorting:

You can sort ascending or descending. If you select Sub-headings, the field “which parts of the field should sub-headings be printed for?” is activated. Similar the field ”Which parts of the field should group totals be printed for” is activated if the group totals is selected.
To get a new field to sort by, press CTRL+N to make a new line and choose the field from the list.
To change the order in which the records are sorted, use the Down and Up buttons.

User setup

Creating new users and administering their permissions in the system is done under the menu Administration.

User groups

In most companies the various types of users will have different needs for permission in the system. It’s natural to divide them into user groups. This will be administered from Bergen and will not be explained in this document.

Administering your own user profile

To update your own user profile, choose Tools from the menu bar and select Options.The following form opens:

Change the password by writing the new one in the Password field. To activate it, you are asked to confirm it by writing it again.

You can choose what Start menu you want. Standard is MainMenu. You can choose which company account you want to open when you start Axapta.

On the Confirmation tab, you choose what information you get in the system when making changes and deleting records:

With a setup like in the above example, you will be asked to confirm every time you delete a record. If making changes to a record, the system will not ask for confirmation. The new information on the record will be saved automatically.

Introduction

This document presents some of the basic set ups and functionalities within accounting in Axapta.
Most of the setup has been copied from the database in Norway and will be handled from Norway.
Still it is important to know the functionalities and be able to understand how the system works.

Basic

Company accounts

In Axapta it is possible to create several company accounts. It is important to have at least two accounts: One test account to practise and test out new functionality and one where the actual business is run.

When a new company account is created:

When a new company account is created, the following information needs to be updated.

What	Where
Company information: Company name Address Tax exempt number. Contact information Company currency Bank account for payments Default language Number sequences Company logo	Basic-Setup–Company information

Address format	The format of the address for the various countries you trade with. Not necessary to have one for each. Possible to group them.
Country	Country codes for all the countries you trade with.
Postal (zip) codes	If needed
Number sequences	Automatic numbers when creating records and doing postings. Needs to be run through for each module.
Terms of payment	For both customers and vendors
Terms of delivery	For both customers and vendors.
Modes of delivery	For both customers and vendors
Transaction text	Transaction text when posting is done automatically
System accounts	Accounts used when posting is done automatically
Dimensions	Table with valid cost centers, departments, purposes etc.
Journals	Create journals for the various modules
Sales tax setup	If sales tax is going to be calculated and reported for the company.
Parameters	Go through the parameters for each module.
Bank groups	Divides bank accounts into groups.
Bank accounts	Connected to accounts in the chart of accounts. Enables you to reconcile between bank account and ledger account.

Employee

The employees are created in a separate table. The setup determines what validation routines, access level regarding purchasing, posting to various accounts and so on. The employee code could the employee number or the initials.

Field	Comment/example
Employee	JPD (initials or employee number)
Employee name	Jens Petter Danielsen
Alias	Danielsen
User profile
Education	Cand Mag
Title	System Engineer
Birthday	1501
Employee type	Permanent
User-ID	JPD
Street name	Kokstadveien 23
Postal (zip) code	5020
City	BERGEN
County	Norway
State
Country	NO
Address	PostBox 7090, 5020 Bergen, Norway
Telephone	+4755225160
Extension
Mobile phone	+4741443599
Pager
Fax
E-mail	jpd@networks.nera.no
SMS
WWW-address	www.hands.no
Telex number
Department
Cost center
Purpose

Sales tax setup

Sales tax in Axapta is designed to cover the laws and regulations in various countries, and is therefore very extensive.

Basic setup
Settlement periods:     How often the sales tax is reported. For Nera Norway is this once a month.
                                    At this point Nera Nigeria is set up with once a month
Authorities:                   To whom it is reported. There are two report layouts (Default and
English report lay out) At this point Default is set.
Parameters:                 Choose the number sequense to be used when posting the sales tax payment.
Ledger posting group: Connection to the ledger accounts. Possible to make one posting group for
each sales tax code.

Sales tax group          Group set on the accounts payable, accounts receivable and chart of accounts table. Together with the items sales tax group it determines with sales tax code is used on the transaction.
Item sales tax group   Group set on the items in the item table.
Sales tax code            The tax code used on the transaction. The tax code determines:
                                    Tax percentage
                                    Calculation rules.
                                    Settlement period for the transactions (connected to settlement period)
Posting for the transaction (connected to ledger posting group)

Sales tax register:
All sales tax transactions are posted in a separate table showing the ledger account and the amount origin. This table is used when reconciling between sales tax and the ledger accounts.

Sales tax codes

Sales tax payables and sales tax receivables are calculated based on the amount entered on the journal line. In the setup for the journal name, you can choose whether the amount should be entered including or excluding sales tax.

If you choose to enter the amount including the sales tax, Axapta will deduct the sales tax amount from the registered amount and book the net amount to the cost account. A new record will automatically be created where the sales tax is booked to the sales tax account.

If you choose to enter the amount excluding the sales tax, Axapta will post the amount as it is. At the same time the sales tax will be calculated and a new record will be created where the sales tax is booked to the sales tax account.

Exempt sales tax

Transactions outside the tax reporting, does not need to have a sales tax code. However, if you later want to track these transactions in the sales tax register, you need to enter a code.

Sales tax payable and receivable

The sales tax direction on the chart of accounts table decides whether the tax is payable or receivable.

Note:
If entering a voucher with a vendor account, the direction will always be sales tax receivable. This will also be suggested even if the ledger account is a sales account.
You can change the direction on the voucher by ticking the “sales tax direction” on the general tab in the general ledger journal lines.
If entering a voucher with a customer account, the direction will always be sales tax payable.
If the voucher is based on ledger accounts, the direction given in the chart of accounts is used

Currency codes

The standard system currency in Axapta is NGN and all transactions are booked in this currency.

It is possible to book the transactions in foreign currencies and the system will automatically calculate the equivalent amount in NGN based on the exchange rate table.

All valid currency codes are registered in a table. Exchange rates are given per 100 units NGN.
A start date can be given for an exchange rate. This means you can have several exchange rates per currency code.
On the Posting tab the ledger account for realized and unrealized currency loss and profit are set.

Accounts payable

Basic data vendors

Under this menu folder a lot of basic data regarding accounts payable, purchase orders and inventory management are registered.
The standard information is then connected to each vendor in the vendor table:

Field	Example	Comment
Vendor account	2000
Name	PRICEWATERHOUSECOOPERS
Search name	PRICEWATERHOUSECOOPERS
Invoice account
Group	P1
Currency	nok
Language	en-gb
Credit rating
Kredit limit
Stopped	No	If a vendor is to be closed
Customer account
Sales tax group	VAT or NO VAT
Tax exempt number		Vendor tax number
Address	PLOT 252 E MURI OKUNOLA STREET VICTORIA ISLAND LAGOS NIGERIA
Postal (zip) code
Country	ng
Contact information
Terms of payment	F30	Automatic calculation of due date based on invoice date when registering an invoice.
Method of payment	MAN
Dimensions

Terms of payment

Create the standard terms of payment used by the vendors on incoming invoices. Based on the terms, a due date will be suggested when registering incoming invoices. This can be overwritten.

Note:
The same terms are available in the customer table and will be used to calculate due date on the outgoing invoices.

A standard term of payment is connected to the vendor group. When creating a new record in the vendor table, this term will be suggested. It can be overwritten.

Methods of payment

Nera Nigeria has not been set up with electronic funds transfer (electronic payment) You should pay cash or by cheque

It is possible to enter the payment details of a vendor, click the button Setup in the button group and choose Bank accounts. The following form opens:

Enter Bank account, Name (Bank Name) Routing Number, Bank Account number.Go to general fan

Enter Swift code.
If you have the Address for the bank it can bee entered in the address fan and contact Info for the bank can be entered in the contact info fan

When you do the payments you can go to the vendor and lookup the payment details instead of finding the invoice for payment details.

Vendor groups

All vendors need to be placed in a vendor group. A standard term of payment is connected to the group. In addition, the posting profile is connected to the group.

Use the ones that are suitable.
Note!!
Do not change the vendor group on a vendor while there are open transactions on the account.
If you do so, you might have problems with the reconciliation.

Posting profiles

The profile determines how bookings of incoming invoices to the vendor account is posted in the general ledger accounts. The setup is split on the vendor groups. It can also be specified for one vendor account. The setup at Nera is as follows:

Accounts receivables

Basic data customers

Below is a list of some of the information you need/can fill in on the customer table with examples.
Marked fields are mandatory.

Field	Example	Comment
Customer account	1000	Is given automatically
Name	NAIRDA TELECOMMUNICATIONS LTD
Search name	NAIRDA TELECOMMUNICATIONS LTD
Invoice account		N/A
Customer group	C1
Currency	NOK	Standard value is suggested
Language	En-us	Standard value is suggested
Mandatory credit limit	No
Credit rating	A
Credit limit
Stopped	No
One-time customer	No
Statistics group
Account statement	Always
Vendor account
Sales tax group	No vat	Mandatory field
Tax exempt number		Organisation number
Address	15 ADEYEMO ALAKIJA STREET VICTORIA ISLANDS, LAGOS NIGERIA	According to address format
Postal (zip) code
Country	NG
Telephone	+2341611938
Mobile
Fax	+23412632704
E-mail
WWW-address
Contact person		Create a list and choose std.
Terms of payment	N30	Standard value is suggested
Method of payment
Cash discount
Dimensions		Normally not filled in here.

To post payments from customers, use payment journal under Account receivables – Journals – Payments. A journal of the type ”Customer payment” needs to be created in advance. Alternatively, the general ledger journal can be used.

Customer groups

All customers need to be placed in a customer group.A standard term of payment is connected to the group. In addition, the posting profile is connected to the group. The following customer groups are created:

Customer posting profile

The profile determines how any booking against the customer account is posted in the general ledger accounts.

In the profile you also set up the collection letter sequence and the interest code.
If sales tax is calculated for prepayments, these can be booked to a separate account. This is not applicable for Nera.

Dimensions

A table is created with all the valid dimensions in the company.
Dimensions are divided into:
Department
Cost Center
Project

Periods

Allows you to define your own accounting periods and to modify accounting periods in existing company accounts. Normally each period equals one month on the calendar. It is however possible to split a month into several periods. Opening and Closing periods can not be used for ordinary postings. These are only used for year end transactions.

Stopping the periods
The only period that should be open is the current period on which we make entries. Other periods – both earlier and later – should be set to status “Stopped”. This means no transactions can be made to them and an error message appears if you try.

If only some people should be able to do entries to a period, go to the Module Status tab and select which user group can make entries to the various modules.

Use the divide button to split the current period into several periods. Select a start date within the current date interval for the new period.

Setup General ledger

Chart of accounts

The chart of accounts is the core of all of Axapta and is the base of all financial transactions and reportings. Posting profiles in the various modules are connected to the chart of accounts and determine how the automatic postings in the system are done.

In the chart of accounts you can create new accounts, define standard parameters for various accounts, access the transactions and get information about the status on the various accounts.

Fields in the chart of accounts

Field	Example	Comment
Ledger account	10010
Account name	Sales revenues TP - VAT
Search name	Sales
Account type	Profit & Loss
Locked in journal	Yes	Yes= Cannot post directly to the account in a journal.
Closed	No	Stops all postings to the account. Used if the account should no longer be active. (An account with transactions can not be deleted from the chart of accounts in Axapta)
Exchange adjustment	No	Yes: An exchange adjustment is made to the account through a periodic job. Used for balance accounts in a foreign currency.
Close		Code for action at year end closing Result Balance Capital
Offset account
Opening account		If you want the closing balance to be transferred to an opening balance on another account at year end.
Sales tax group		Standard sales tax group for this account
Sales tax direction		Standard direction for this account
Exempt		If an account should never have sales tax, tick this field.
Currency		Standard currency code for this account. If nothing is given, the system currency will be used
Validate curr. Code	Optional	Validation of currency code
User ID		User authorised to carry out postings to the current account
Validate user	Optional	Validate the user field when posting to the account
Posting		Indicate posting of the current account.
Validate posting	Optional	Validate posting field when posting to the account.
Department		Standard value for the current account
Cost center		Standard value for the current account
Purpose		Standard value for the current account
Validate department	Optional
Validate cost center	Optional
Validate Purpose	Optional

Account type
The account type affects how the account is presented in a financial report. The most commonly used are:
Revenue
Cost
Profit and loss
Balance
Asset – The balance debit
Liability – The balance credit

The account types Header, Empty header, Page header and Total are used to make headings and total lines in the Financial statement report if used in a certain manner.
Financial statement tab
The fields on this tab determines the layout of the financial statement report if the “financial statement rows”-setup is not used.
Use this for the account types Header and Total to make these lines bold or italic or maybe underlined.

System accounts

This form allows you to specify system accounts for automatic transactions that cannot be set up elsewhere in Axapta. Enter the posting type and the account number.
You should at least make the setup for the following posting types:
Penny differences in default currency
Year-end result
Order invoice rounding
Purchase invoice rounding-off

Setup vouchers

To use Axapta efficiently, various number sequences should be set up and journals should be created for each of these.

Number sequences for vouchers

The number sequences handle automatic allocation of voucher numbers, invoice number and journal number for the entire Axapta system. Before you begin setting up the different voucher series, first decide how you want to structure the voucher series.

There should be a limited number of number sequences. One number sequence is allocated to one or more journals.

Field	Example	Comment
Number sequence code	03IFA	ID for the number sequence
Name	Inng.faktura 2003	Explanatory name
Smallest	1	Smallest value allowed for this number sequence
Largest	9999	Largest value allowed
Next	1	The next number to be used
Format	DP-####	Each # represents one number in the number sequence. Needs to match the largest number allowed. Prefix + # will give a voucher number like this: DP-0001
Stopped	No	If the number sequence should not be used anymore
Manual	No	If you want to select the number manually when creating a record
Continous	Yes	Is mandatory for ledger journal vouchers and others.
To a lower number	No	Yes: It is allowed to change the automatically picked number to a lower number.
To a higher number	No	Yes: It is allowed to change the automatically picked number to a higher number.
Clean up	Yes	Automatic clean up in the number sequence if there is a power failure
Intervall	24	Number of hours between each automatic clean up

By clicking the button List, you can see if there are any “free” numbers for the currenct number sequence.

Recommendation:
A prefix identifying the type of voucher or the year of booking.

Journal name

Create at least one journal name per number sequence. It is important that the journal type matches the setup on the number sequence connected to it.

At least one journal name should be created for each journal type. The journal type determines from which journal you can use the journal name. The journal types have various functionality and setup according to the type of vouchers that should be booked through this journal.

The journals are connected to a voucher series. Voucher numbers are allocated automatically when posting in the journals.
An approval group can also be set up on the journal name if there is a need for an approval of the vouchers before posting.

Processes in Axapta

Booking of incoming invoices

The invoices are booked and posted in journals. Depending on which of the above methods you decide to use, you have to create journals for the various journal types.

For other invoices being booked directly, use the booking in the general ledger journal, also explained in a separate user guide.

Budget

It is possible to create several different periodic allocation keys to distribute the amount over several periods. You can copy from other budgets, manipulate while copying, transfer realized amounts to the budget model and create allocation keys.

Budget models

You can create as many budget models as you want. It is recommended that you use at least one model per year for the budget and a separate one for forecasting.

If you mark the model ”Stopped”, no more records can be added to the model. Do this to the final year budget when it has been approved

Registering the budget

From this table you see all the transactions on all the budget models. Use the Filter functionality to only show the requested model.
You can also get to the ledger budget from the chart of accounts. If you do so, you will only see the budget transactions for the active ledger account.

You add new records by clicking CTRL+N
Fill in model, ledger account, date, comment, currency and amount

On the General tab you can Allocate a special periodic key to distribute the given amount on various periods. Or you can choose method “period” and repeat the amount as many times as you want. If no allocation is given, the amount will only create one budget transaction on the date given.

Example periodic key:
General ledger – Setup – Periodic – Periodic allocation keys At this point this table is not in Axapta Standard

Example: Copying a budget onto another
From the ledger budget table, click Edit. The following form is presented:

Model                          If you want to change model, mark and select the model you want to copy to.
Account selection          If you want the account number on the current budget line to be changed,
mark and select the new account.
Dimension                     If you want to change the dimension of the current budget transaction, mark
and select the new dimensions.
Date                             If you want to change the date, mark and select Pcs (day, month, year) and
number of pcs you want to change.
Changes in amount        If you want to add an amount, increase the budget by 10 percent or other.
                                    (Use minus if you want to decrease)

Budget balances
Click the “Budget balances” button if you want to see the total budget amount for the current account in the current year on the current budget model:

Prepared By Alh. Y. O. Olajide
Managing Partner
Olajide And Associates Nigeria (Chartered Accountants)
www.olajideassociates.com

3.6 Menu structure

3.7 Screens

Active record

New record

Tab pages

Buttons

3.7.3 Data form

Text field

Checkboxes

List boxes

Combination fields

Date field

4.1 Help Menu

Help function

Find

Filter

New record

Delete a record

General maneuvering

Overview records in a table

Posting profiles

Periods

Setup vouchers

Budget models