Archive

Author Archive

Improved Transaction Numbering in Microsoft Dynamics AX 2012

September 18th, 2012 Ajit Srivastava No comments

Master data and transactions in Microsoft Dynamics AX can be automatically numbered by the system or can be manually numbered. The order of numbering – number of digits, preceding characters, automatic versus manual is determined by a system configuration called number sequences. A master data record or transaction record that requires a number sequence identifier is referred to as a reference.

The Microsoft Dynamics AX 2012 release came with a lot of improvements in different areas, including number sequences as per industry best practices. In the following article we are going to describe the number sequence features that are available out-of-the-box in Microsoft Dynamics AX 2012.

What is available out-of-box in Microsoft Dynamics AX 2012?

In Microsoft Dynamics AX 2012, when you create a new number sequence, the following options are available in scope – which regulate the scope of the created number sequence:

  • Shared
  • Company
  • Legal entity
  • Operating unit
  • Company and Fiscal calendar period
  • Legal entity and Fiscal calendar period

From the dropdown you can select any of the above selections. This creates an idea that we can share any number sequence as per our requirement, but this is not correct – we cannot have shared number sequences in Microsoft Dynamics AX 2012 as per our requirement. Some of the number sequences can be shared but others are not.

We can only share those number sequences across all companies for which we have available references for the area (e.g. product management) when the scope is selected as “Shared”. If there is no available reference for the area (e.g. Accounts Payable) when the scope is selected as “Shared”, we cannot share those number sequences.

Let us illustrate it in detail as below.

Create a number sequence and select scope as “Shared”.

Available number sequence scope parameters in Microsoft Dynamics AX 2012

Fig 1: Available number sequence scope parameters in Microsoft Dynamics AX 2012

After selecting the scope you need to add references to the created number sequence so that the number sequence is used for that reference. You need to select the area and corresponding reference so that the created number sequence can be used for that reference.

Available references in the product management area when a number sequence scope is “Shared”

Fig 2: Available references in the product management area when a number sequence scope is “Shared”

In the above example, if you select the “Product number” reference from the dropdown of the “Product Management” area of a shared number sequence, then the “Product number” is shared across all the companies.

When we select scope as “Shared” and select an area, you may find that there is no reference available in the dropdown selection for that area – which means that you cannot have a shared number sequence in that area.

 No available reference in the Accounts Payable area when a number sequence scope is “Shared”

Fig 3: No available reference in the Accounts Payable area when a number sequence scope is “Shared”

In the above example, as no reference is available for selection in the “Accounts Payable” area of a shared number sequence, no number sequence can be shared for the Accounts Payable area.

What is the requirement?

During the requirement gathering process of Microsoft Dynamics AX 2012 implementations, you understand that your customer needs all number sequences to be shared across all companies. For example, if they have three companies, they need a sales order number, purchase order number etc. to be shared across all three companies.

But seeing how standard Microsoft Dynamics AX number sequence functionality does not allow this, you may be worried.

The Solution

Don’t worry. There is simpler way to do that in Microsoft Dynamics AX 2012.

The following is a step-by-step guide how to do that:

  1. Remove record from NumberSequenceDataType and NumberSeqReference table.  We can delete data using table browser or using job as well. (This step is required if you have records already created for number sequence. Skip this if you do not create any records).
  2. If we want to share all the number sequence then we can change scope in method addParameterType for all.

    Change scope in method addParameterType for all

    Fig 4: Change scope in method addParameterType for all.

    Note: For example, to make a customer account number shared, we would have to comment below the marked line in loadModule method of NumberSeqModuleCustomer class.

    Comment marked line in loadModule method of NumberSeqModuleCustomer class to have a shared customer number

    Fig 5: Comment marked line in loadModule method of NumberSeqModuleCustomer class to have a shared customer number.

  3. Run the job for loading module (Below is the sample job, You need to run for all required modules)

    Job for loading modules

    Fig 6: Job for loading modules.

  4. Generate the number sequence using the standard way to generate a number sequence.
  5. Create your number sequence, and you will find the reference there.
  6. In NumberSeq class, wherever we have used “CreateDefaultScope()”, we would have to use “CreateGlobalScope”. (This would be required if we are sharing all the number sequences.)


    Fig 7: Change in NumberSeq class.

  7. When you changed the scope of Number Sequence from DataArea to Shared, you will not be able to see number sequences on a parameters form. We would have to change scope from “createDataAreaScope” to “createGlobalScope”.

    Change scope from “createDataAreaScope” to “createGlobalScope”on the parameter form

    Fig 8: Change scope from “createDataAreaScope” to “createGlobalScope”on the parameter form

Conclusion

Now all of the number sequences in Microsoft Dynamics AX 2012 are shared by the changes made in the above steps. You can use the same method module-wise when there is any sharing number sequence requirement for any specific module. If you have any questions about number sharing sequences in Microsoft Dynamics AX 2012, please email dynamics@ignify.com.

Ajit Srivastava is a Team Lead in the Microsoft Dynamics AX practice at Ignify. Ignify is a leading provider of Microsoft Dynamics ERP solutions to mid-market and Enterprise businesses. Ignify has been ranked as Microsoft Partner of the Year Winner in 2012, 2011 and 2010, and in the Microsoft Dynamics Inner Circle, Microsoft Dynamics Presidents Club in 2009. Ignify has offices and team members in Southern California, Northern California, Arizona, Tennessee, Illinois, Washington, Canada, Singapore, Malaysia, India, Philippines, and Jakarta.

Categories: Uncategorized Tags:

Efficiently Control Budget and Expenses with Approval Limits in Dynamics AX 2012

July 30th, 2012 Ajit Srivastava No comments

As a business grows, it becomes essential to put some control on finances. Most organizations therefore have an approval process where there is money involved. The approval process is generally hierarchy-based in the organization, and the higher the amount of money involved, the higher you have to go up the organization hierarchy to get approval.

Approval limits of individual positions help to maintain spending policies as well as control the budget of different areas of a business. Approval limits can be imposed in different areas of an organization, such as:

  • Purchase requisition approvals
  • Purchase order approvals
  • Expense approvals
  • Invoice approvals

Microsoft Dynamics AX 2012 has the ability to specify approval limits of different employee positions – you can specify how much an employee can approve. To specify the approval limit, you first need to go to Organization administration > Setup > Signing limits > Signing limit policies in Dynamics AX 2012. Create a new policy, and then select the organization hierarchy under policy organization.

Signing limit policy page in Microsoft Dynamics AX 2012

Fig 1: Signing limit policy page in Microsoft Dynamics AX 2012.

After selecting the organization hierarchy under policy organization, go to Default Signing Limit and create the Default Signing Limit rule details. In the rule details page, you have the option to select the document type for which the rule is applicable. The selections available from dropdown are as below:

  • Purchase requisition
  • Purchase order
  • Expenses report
  • Invoice

Figure 2 shows these document type selections in the dropdown box.

Selection of document type in Signing Limit rule details page

Fig 2: Selection of document type in Signing Limit rule details page.

After selecting the Document type, you need to then enter the approval amount, currency, and the job for each line.

Figures 3, 4, and 5 each show how to set up the approval amount, currency, and job lines in the Signing Limit rule details page.

Entering the approval limit in the Signing Limit rule details page

Fig 3: Entering the approval limit in the Signing Limit rule details page.

Selection of currency in Signing Limit rule details page

Fig 4: Selection of currency in Signing Limit rule details page.

Selection of Job (Position) who can approve the specified amount

Fig 5: Selection of Job (Position) who can approve the specified amount.

So for example, a global company can have different purchase requisition approval limits for different positions, such as: an Account Manager can approve up to $10,000 USD; a Budget Manager can approve up to $50,000 USD; an Operations Manager can approve up to $100,000 USD; and a CFO can approve up to $500,000 USD.

In the Default Signing Limit rule details page, you can set this up as shown in the process below in Figure 6.

Default Signing limit rule details page setup according to different organizational positions, as per example

Fig 6: Default Signing limit rule details page setup according to different organizational positions, as per example.

The setup in Figure 6 means that if the purchase requisition amount is up to $10,000 USD, it needs approval of an Account Manager only. If the amount is above 10,000 USD to 50,000 USD, then it needs approval from both the Account Manager and Budget Manager. If the amount is above $50,000 USD to $100,000 USD, it needs approval of Account Manager, Budget Manager and Operations Manage. For any amount above $100,000 USD, it needs approval from all mentioned positions, including the CFO.

A user can set this up in a purchase requisition workflow so that a purchase requisition is finally approved when the position that’s authorized to approve the purchase requisition amount (as defined by the rule above) does so.

Conclusion

Now businesses can use available Signing Limits out-of-the-box in Dynamics AX 2012 to control purchase budget, expenses and invoice payment, which enabling businesses to gain better control of their finances and savings.

Ajit Srivastava is a Sr. Technical Analyst in the Microsoft Dynamics AX practice at Ignify. Ignify is a leading provider of Microsoft Dynamics ERP solutions to mid-market and Enterprise businesses. Ignify has been ranked as Microsoft Partner of the Year Winner in 2012, 2011 and 2010, and in the Microsoft Dynamics Inner Circle, Microsoft Dynamics Presidents Club in 2009. Ignify has offices and team members in Southern California, Northern California, Arizona, Tennessee, Illinois, Washington, Canada, Singapore, Malaysia, India, Philippines, and Jakarta.

Categories: Uncategorized Tags: