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Posts Tagged ‘Tips and tricks’

Dimension Priorities in Microsoft Dynamics NAV (Navision)

Tuesday, August 27th, 2013

How Do Dimension Priorities Work

Here’s how dimension priorities work.  Depending on what is chosen in your design for the use of dimensions, an entry can have more than one suggested dimension when you post it.  If this happens, Microsoft Dynamics NAV needs a way to figure out how to break a ‘tie’ like this and that’s where dimension priorities come in.

 

dimension_priorities

 

Configuring Dimensions is done by the Default Dimension Priorities setup.  If yo don’t setup a priority, Microsoft Dynamics NAV will simply select the dimension from the lowest numbered Table ID which isn’t a very scientific way to do things.  This is why you should take the time and set it up the way that’s relevant to your business.  If you need help with this, of course our experts at Clients First would be happy to help you.

One sure way to avoid needing to do this at all is to think through your dimension strategy carefully before you commit to it. For example, if you define region as a dimension on both your item master card and customer master card and you assign an item and customer different default dimensions, what will happen when you post an Invoice?  You will get a conflict where the system needs to make a choice.  Think through your strategy and I’m sure you can make sure that region only corresponds to customer and use a different dimension for items.  By doing this, you will have the system setup to not have to deal with a conflict in the first place.

Hopefully this all makes sense as Dimensions is one of the most powerful capabilities of Microsoft Dynamics NAV (Formally Navision)

Automatic Payments & Applications in Microsoft Dynamics NAV (navision)

Friday, July 19th, 2013

When you are selling or buying items or services, there are 2 important things to know. “How will it be paid for”, and “When is the payment due”? In Microsoft Dynamics NAV, the “How to Pay” is defined as the Payment Method, and the “When to Pay” is defined as the Payment Term

You have the ability to setup multiple Payment Methods and Terms to use on your Purchase and Sales Transactions.

Today we’ll discuss Payment Methods

In the Classic Client, Payment Methods can be found in Administration > Application Setup > Financial Management > Payment Methods.

Dynamics NAV Payment Methods

If you’re using the RoleTailored Client, go to Departments > Administration > Application Setup > Financial Management > Finance > Lists > Payment Methods.

The screenshot seen here is the from the demonstration Cronus USA, Inc. company and this example is from Dynamics NAV 2009 R2.  This company already has some payment methods already defined.  You need at least the first 2 columns defined for a method to be valid.

Code: This column must be filled in and can’t be blank.  It is up to 10 alphanumeric characters.

Description: This column is up to 30 alphanumeric characters, and gives the end user an explanation of the Payment Code

Now your Payment Methods are ready to be used on purchasing or sales documents such as Invoices or Purchase Orders.  You can also setup a Default Payment Method for Vendors or Customers instead of having to select each time during document entry.

The 3 next columns in the Payment Method form really tell NAV how to operate with these terms.

  1. Bal. Account Type and Bal. Account No.: When using a Balancing Account Type and Balancing Account No., Microsoft Dynamics NAV automatically creates the balancing or ‘reconciling’ journal line.  Relative to Payment methods, if the Bal. Account Type and Bal. Account No. fields have a payment method code selected and its used on a document such as an Invoice, when posted, NAV will automatically create a Payment entry and apply it to the posted document.  This can be very useful, for example, when doing Counter Sales so that you invoice and get paid in one simple step.
  2. Payment Processor: This field is just became available in NAV 2009 R2 and is part of NAV’s link to Dynamics Online Payment Services (Dynamics OPS; Microsoft’s Credit Card processing module that integrates to NAV).Payment Processor is an option field with two choices: blank (default value) and Dynamics Online.  Unless you are using Microsoft’s Dynamics Online Payment Service, always leave this as blank.  If not, it will trigger credit card processing in Dynamics NAV.

We hope you found this quick tip helpful in understanding how Payment Types and Methods work in Microsoft Dynamics NAV (Navision).  If you have further questions feel free to hit the chat button below.

Keyboard Shortcuts for Microsoft Dynamics NAV (Navision)

Wednesday, April 3rd, 2013

For NAV 2009.  Most are compatible with other versions

For Role Tailored Client and Classic Client

Many of us use our mouse to run NAV.  Especially when we demonstrate or help a client as they can see exactly what we are doing.

However, for power users, its often faster and more convenient to master the use of shortcut keys for frequently used actions

If you’ve been using NAV for a long time, you are probably used to some of these popular shortcut keys (if not all): F3 for Insert New, F4 for Delete, F11 for Post, etc.

You may be surprised to find that many of the keys you got used to are not the same in the Role Tailored Client (RTC).  For example, the first time you hit F4 on a Sales Order Line and find out you get a drop down list instead of deleting the line.

I’ve been using RTC for years and still get the new shortcut keys mixed up with the classic client.

Fortunately Microsoft has put together a nice cheat sheet table with all of the shortcuts side by side.

Whether you are a new users  or a seasoned ‘Navision’ use who recently ‘upgraded’ to RTC from Classic and now feel lost, this chart should help out a lot!

Microsoft Dynamics Nav 2009 Keyboard Shortcuts by Mark Chinsky

ERP Selection and Implementation Tips and Tricks–Epicor

Wednesday, June 20th, 2012

1. ERP Selection/Implementation Team

Think about who you want on the selection/implementation team. The quality of your team members is important to the success of the implementation. Each team member need to have detailed knowledge of the current procedures. They also need to be someone that can envision the future goals of the company. It is required that the selection team is also implementation team. If the teams are not the same people then the finger pointing begins. Prior to the selection process, the selection team needs to document the requirements. These requirements will be compared the ERP software functionality.

2. Narrow down the list of ERP Products

There are dozens of ERP packages on the market. Your company can not look at all of them. Use the following criteria to narrow down the list:

  • Your business type – If you are a discreet manufacturer, look at the ERP products that handle discreet manufacturing. There is no need to look at the product that does not handle your type of business.
  • ERP Product lifecycle – What is the long term life of that ERP software package? Many on the market today are near the end of the life cycle. Many of these products are based on old technology. In some cases, the software vendor is limiting any new enhancements. At some point in the future your company may be pressured into migrating to the vendor’s newer product. This means another implementation in the near future. Choose the new products now to look at.

3. Get a head start on the ERP Implementation/Upgrade

Your company has bought or is in the process of buying/upgrading an Integrated ERP system. Getting a head start can help keep the implementation on-time and can help you keep your sanity. It can be tough at times to complete your tasks for the ERP Implementation and get your normal job duties completed. It is much easier and faster to perform the following tasks as you are performing your standard routine than it is to set down and document over a couple days from memory.

Although many of the recommendations below should have been done before purchase process, any missed items should be started now:

Meet with key personnel and have them collect the following information:

  • Collect sample documents given to you that you use to make decisions. Just a page or two highlight important fields and make a note of how the data is used. This includes legacy reports, Access databases, Excel Spreadsheets, Word Documents, anything else not listed.
    • Daily reports
    • Weekly reports
    • Monthly reports
    • Yearly reports
    • Other on-demand reports
    • Phone Calls
    • Emails
    • Faxes
    • Handwritten notes, Post-its, Napkins……
  • Document reports that you get and have no value.
  • What information is missing that you need to make better decisions?
  • Approximately how much time each week are you spending doing certain functions?
  • Track it several weeks daily to get real numbers. Be brutally honest.
    • 10% Planning
    • 20 % Paperwork
    • 10 % Deleting SPAM emails
    • 60 % Firefighting
  • What Software Products do you currently use?
    • Spreadsheets Microsoft Excel Other ______________
    • Word Processor Microsoft Word Other ______________
    • Email Microsoft Outlook Other _____________
    • Contact Management Microsoft Outlook Other ______________
    • Project Management Microsoft Project Other ______________
    • Database Software Microsoft Access Other ______________
    • Flowcharting Microsoft Visio Other ______________
    • CAD Software Name : ________________
    • ERP Software Name : ________________
    • Other software not mentioned : ________________________________
  • What items are on your wish list or goals for the ERP implementation? List them and rank them by priority.

Document your process flow. For example:

  • Receive email from customer with PO info.
  • Email Sales Manager to get approval of pricing
  • Email Finance Credit Manager to get Credit approval
  • After everything is approved Enter Sales Order into current software
  • Print Sales Order (5 copies)
    • Copy 1 – Fax to Customer
    • Copy 2 – Take to Purchasing
    • Copy 3 – Take to Manufacturing
    • Copy 4 – Take to Finance
    • Copy 5 – File away in Sales Order filing cabinet
  • What are the challenges and problems that keep repeating? List them and rank them by priority.

After the ERP Software has been selected:

  • If you do not know what ERP or the other acronyms/terms mean ask the question or look them up on the internet. Software suppliers are notorious for using TLA’s (Three Letter Acronyms) so it is important to understand what is being discussed.
  • Get the ERP Supplier Network, Server Hardware, Workstation Hardware and Software Requirements document. Analyze and create a plan to replace anything that does not meet the minimum specifications required. It is recommended that you exceed the minimums. At a minimum make sure the Servers and key personnel workstations exceed the minimums.
  • From the ERP Supplier, get and distribute the electronic manuals of the new system to the appropriate parties.  The more they know how the system works, the better they can make a contribution to implementation.
  • Go to the appropriate product specific Clients First Video Demo site and watch all of the videos to learn more about what the software can do.
  • Begin clearing your plate of any ‘procrastinated’ projects so that when the ERP implementation begins you have as free a schedule as possible.
  • If an option, ask key implementation team members to take vacations before the project starts to minimize project delays.

4. Training. Training, Training

Training is one of the most important processes in the correct use of the ERP system. Over time people come and go and are moved to new responsibilities. Training needs to be performed for each event. Not just the software training but the business processes that lead and follow that persons responsible process. It is important that the person understands the data being supplied to them and the data they are supplying to the next person.

5. Testing, Testing, Testing

During implementation be sure to test.

  • Each ERP system will have several different ways to do something. Test each one to see which one is correct for you company. Document your findings from the tests. I have seen on several occasions the same testing performed two or more times because the people forgot the findings.
  • Test each product line from Quote to Cash until needed
  • Test any unique internal company requirements. First decide if this is truly an unique internal requirement? After discussions you may find that it is the way it has always been done and nobody knows why. If this is the case get rid of the requirement. Document the findings and how it was handled.
  • Test any unique Customer or Supplier Requirements. Make sure it is still a requirement. Document the findings and how it was handled.
  • Test Security settings. Document the findings.

The following item is for Epicor but many of the items also apply to other ERP packages.

6. Epicor 9 Software Installation/Upgrade Checklist

One of the most important steps of the Epicor Signature Implementation Project plan is to get the Epicor software installed and tested. The install process is complex and needs to be verified before the Epicor install consultant leaves. Once the Epicor install consultant leaves it could be weeks before rescheduling.

  • Before the Epicor consultant is scheduled to arrive and install the software verify the following:
    • Verify Epicor has sent registration key codes to all Epicor modules purchased. If you are missing registration key codes, contact your Epicor Salesman immediately to get all of the codes. When you receive the fixed registration key codes, verify them again.
    • Verify Epicor has sent the correct DVD’s to all Epicor modules purchased. . If you are missing DVD’s, contact your Epicor Salesman immediately to get all of the DVD’s. When you receive the replacement DVD’s, verify them again.
    • Once you have all of the hardware, software and registration codes have arrived you can schedule the Epicor Install consultant.
  • Before the Epicor software installation is checked off as complete. Be sure to verify the following:
  • Verify database software is installed and tested. Download and install any outstanding patches.
  • Verify Epicor modules purchased are installed on server. Third party modules will probably be installed later. Download and install any outstanding patches.
  • Verify Epicor help is installed and working.
  • If embedded education was purchased, make sure the icon exists and verify education is installed and working.
  • Verify the client software is installed on several client computers and is working.
  • Verify someone at your site is trained on installing the Epicor client software.
  • Verify Crystal Reports developer is installed and document which computer it is installed on.
  • Perform prints and print previews on Crystal Reports and Progress reports from a client.
  • Verify Backups routines are created, tested and scheduled to run nightly.
  • Reboot the Epicor servers and make sure Epicor restarts automatically.
  • Get all Epicor Software media together and store somewhere safe and where it can be found.

Following the above list will help insure a successful software installation. As people go through the training process, all of the software will work with the training guides. It is very aggravating when the training guide wants to print something and printing is not working.

Setting Security on Right Click Functions in Epicor 9

Monday, June 4th, 2012

In Epicor 9 — Preventing users from accessing screens they aren’t authorized for through right clicking or the ‘Actions’ Menu

This came from a great thread at the Epicor forums at IT Toolbox

Question:

Does anyone know if it is possible to apply security settings for access to the various form elements within the ‘Actions’ menus?

For example we may want to disallow access to certain users/groups to something like the Check Out/Check In options available from the Revision tab in Part Maintenance. For this particular example a quick look at Process Security returns a massive list of processes from which I couldn’t find anything relating to Part Revision. I used tracing when trying a Check Out and it looks like the process is PartRevCheckoutEntry which I can’t see in the list.
I’m wondering if it is even possible to ‘lock down’ access to the various Actions menus.

Has anyone else looked into this or does anyone have any ideas if it’s possible? Epicor version 9.05.603

Answer:

Process Calling Maintenance allows you to specify the Menu ID that will be used when an Action is invoked – basically, it lets you specify what Menu reference will be run for that action. In your case, create a new Menu Entry – add it to the parent node called “Processes” – and have your new menu entry call the DLL referenced in the “Process Calling” dialog as the “Process Key”. For this discussion, assume that your new Menu record is UD0010. Now, add a Security code for use on UD0010 (or use an existing Security code) and setup the Security you want to apply when that menu item is executed.

Once you have created Menu ID UD0010, go into Process Calling Maintenance and create a new Process Calling record. The “Called Process Reference” value must match the value displayed for the “Process Key”. The “Called From” value is optional but it is usually best to add the value from the “Calling App” field displayed in the “Process Calling” dialog. If “Called From” is left empty, any Action on any UI that references the same “Process Key” will redirect to the Menu ID specified on this Process Calling record. Finally, add your new Menu ID – UD0010 – to the Process Calling record and save the record.

Close down the Client and then start it back up. If you set everything up correctly, the “Process Calling” dialog will now show your Menu ID – UD0010 – as the Menu ID that will run for the invoked Action. All the information from this Menu ID is used – not just the Security setup – so it is possible to run a completely different UI from the one Epicor has setup (extremely rare usage). A more common usage of this feature is for Security management or to add a customization to the form being called and only invoke that customization when called from a specific UI.

For example, you might want a Customization on Memo Entry when called from Order or Quote Entry but you do not want Memo Entry customized when used everywhere else. In that case, you would setup a new Menu ID for Memo Entry with the customization added and then you would create two Process Calling records – one for Memo when called from Order and one for Memo when called from Quote – and both Process Calling records would reference the new Menu ID.

We hope you find this tip helpful!