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How to create Cash Sales in Microsoft Dynamics AX 2009

April 15th, 2010 Craig Griffith No comments

Very often customers need to record a cash sale where you don’t want the customer balance to increase when you post the sale as you are recording both the sale and the payment at the same time. Microsoft Dynamics AX ERP has a very elegant but not-so-well-known solution for this. When you post a sales invoice, Dynamics AX can automatically also post the payment and settle it against the invoice. Therefore, two transactions the invoice and the payment are posted when you post the invoice. Below are the detailed steps to do this in Dynamics AX.

“Cash” sales may be created in both Free Text and Sales Order. This method bypasses the second step of creating a payment journal and settling it against the original invoice. With a cash sale, AX automatically creates the payment journal and settles it against the invoice.

Here are the steps to setup and use cash sales in AX:

  1. Setup a method of payment as “Cash”

    Method of payment form

    Figure 1 Method of payment form

    • Set the Posting Account Type as Bank and select the bank account

      Assign a Payment Journal ID to the Method of payment

      Figure 2 Assign a Payment Journal ID to the Method of payment

    • Select the Payment journal name on the File formats tab.
  2. Create a Free Text Invoice

    Figure 3 Free Text Invoice

    Set the Method of payment to 'Cash' on the Free Text invoice

    Figure 4 Set the Method of payment to ‘Cash’ on the Free Text invoice

    • Set the Method of Payment as Cash on the payment tab

      Enter the Free text line details

      Figure 5 Enter the Free text line details

    • Add the line detail information and post the invoice
  3. Invoice and Payment are generated together during posting

    Posting creates the payment journal

    Figure 6 Posting creates the payment journal

  4. View the Customer transactions to view the settled invoice and payment

    Customer transactions showing invoice and payment journal as settled

    Figure 7 Customer transactions showing invoice and payment journal as settled

This also works for Sales orders

  1. Create a sales order

    Sales order form

    Figure 8 Sales order form

  2. Set the Method of payment as cash on the Prices discount tab

    Method of payment as cash on the Prices discount tab

  3. Set the item and post the invoice

    Adding Method of payment to the Sales order

    Figure 9 Adding Method of payment to the Sales order

    Invoice Posting message

    Figure 10 Invoice Posting message

  4. View the customer transactions

    Customer transactions showing invoice and payment journal as<br /><br /><br /><br /><br /> settled

    Figure 11 Customer transactions showing invoice and payment journal as settled

This post is written by Craig Griffith. Craig is a Senior Manager in the Microsoft Dynamics AX Practice at Ignify . Ignify is a Global Microsoft Dynamics Inner Circle Partner specializing in Dynamics AX for Retail, Distribution, Manufacturing and Chemicals verticals. For help on Microsoft Dynamics ERP email us at dynamics@ignify.com

Fixed Assets created from a Purchase Order in Dynamics AX

October 30th, 2009 Craig Griffith No comments

Integration of Fixed Assets and and Purchasing in Dynamics AX

Many Dynamics AX users are unaware of the tight integration that the Fixed Assets module has to various modules in AX. Fixed assets integrates with Accounts Payable, Accounts Receivable, Inventory and Projects to name a few modules.

In fact the purchase order process may be used to acquire new assets for the company. There are some basic settings that are required to use Purchase Orders to bring in new assets.

  1. The Fixed asset will need to be created as an item (i.e. ‘Computer hardware’ )
  2. The item may be set up as a service item so as not to hit the inventory accounts while being purchased
  3. In the General Ledger Parameters a setting may be set that allows Fixed Assets to be created from Purchase Orders. The Fixed asset will be created when the PO is received or invoiced.

The process to create to create fixed assets from a purchase order is straight forward.

1. Create a PO and select the item

Figure: Purchase order details form with item to be purchased as an asset.

2. On the Fixed Assets tab check the ‘New fixed asset’ check box. All of the fields except the Fixed Asset Group will be grayed out. Select the Fixed Asset Group.

Figure: Purchase Order Details form – line details – Fixed assets tab

The Fixed asset group that is selected for the item will set the default settings for the asset when it is created. Note: if the user does not check the ‘New fixed asset?’, the user may assign a previously created asset to the item being purchased.

3. Post the packing slip to receive the item

Figure: Post Packing Slip form

4. When the packing slip is posted, the fixed asset is created. On the PO fixed Asset tab, the user will find that a Fixed Asset number has been assigned to the Asset.

Figure: Purchase Order Details form – line details – Fixed assets tab

When the asset is created, it will assign the default value module for the Fixed asset group to the new asset.

5. Invoice the PO. The Cost of the Asset will be transferred to the Fixed Asset

Figure: Post Invoice form.

6. The remaining setups of the fixed asset take place on the Fixed Asset details form. Default values have been assigned to the asset based on the Fixed Asset group that was assigned on the PO.

Figure: Fixed Assets Form.

This post is written by Craig Griffith. Craig is a Senior Manager in the Microsoft Dynamics AX Practice at Ignify . Ignify is a Global Microsoft Dynamics Inner Circle Partner specializing in Dynamics AX for Retail, Distribution, Manufacturing and Chemicals verticals. For help on Microsoft Dynamics ERP email us at dynamics@ignify.com