Manage Project Supplies with Microsoft Dynamics Navision 2016

So far in the series, it has been written about how Microsoft Dynamics NAV is perhaps the best enterprise resource planning solution to handle all aspects related to jobs and several other job related nuances. It has been written about how the premier Microsoft ERP is so helpful while handling factors such as Setting up Jobs, Pricing, Scheduling and Managing Resources, Project Budget Management and Monitoring Progress & Performance.

This part in the series covers everything about Management of Project Supplies. Managing Project Supplies such as Items, Services and Expenses is an integral and critical aspect as far as execution of jobs is concerned. Job specific purchases are best made either through inventory on-hand or through purchase invoices. If the need to record physical transactions separately is not there, then purchases can always be processed in purchase invoices or in Job G/L Journals. Job G/L Journals are General Journals integrated with General Ledger and designed to Post Job Transactions such as Expenses and Usages.

a). Given below are steps that ought to be followed while making Purchases for Jobs from Purchase Orders and Purchase Invoices on the Microsoft ERP.

1. Go to Search -> Purchase Orders -> choose Related Link

2. Home -> New -> Create new purchase order

3. Fill in all necessary details on General FastTab -> Fill in Purchase Line Information for the Item

4. Fill in Job No. and Job Task No. fields -> This is to assign the purchase of the item to the job

5. Select Line Type in Job Line Type field -> Now a Planning Line gets created the moment the usage of the item gets posted

6. Home -> Process -> choose Post -> Now choose from either Receive, Invoice or Receive and Invoice

1. Search -> Purchase Invoices -> choose Related Link

2. Home -> New -> Create new purchase invoice

3. Fill in all necessary details on General FastTab -> Fill in Purchase Line Information for the Item

4. Fill in Job No. and Job Task No. fields -> This is to assign the purchase of the item to the job

5. Select Line Type in Job Line Type field -> Now a Planning Line gets created the moment the usage of the item gets posted

6. Home -> Process -> choose Post. Job Ledger and Job Planning Lines are created

b). Given below are steps that have to be followed in order to View Purchase Order Lines on NAV. Your Partner providing Microsoft Dynamics Support to you can be contacted for further details.

1. Search -> Jobs -> choose related link

2. Select a Job from the List -> Home -> Process -> choose Job Task Lines

3. Go to Outstanding Orders -> Check Total Outstanding Amount

4. Go to Amount Received Not Invoiced -> Here, the value of items delivered can be seen

5. Open Purchase Lines window -> Review information from purchase order -> This shows received items and resources

6. Check for information on Job Line Type -> See effect, line may have on Estimates and Invoices

c). Next in line is to work with General Journals. These are used to post to General Ledger Accounts and other various accounts such as Bank, Customer, Vendor and Fixed Assets Accounts. This always creates entries on General Ledger Accounts. This holds true for even journal lines that get posted to customer accounts because entries are posted to general ledger receivables account through posting groups. Working with General Journals and Recurring Journals is a very vast topic best discussed with your Microsoft Dynamics Solution Provider who provides you with Microsoft Dynamics Support as it includes topics such as:

1. Filling and Posting General Journals

2. Renumbering Document Numbers in Journals

3. Entering VAT-liable Amounts without VAT in General Journals

4. Reconciling Liquid Accounts

5. Saving Standard Journals

6. Reusing Standard Journals

7. Filling in Recurring Journals

8. Filling in and Posting Intercompany Journals

9. Using Allocation Keys in General Journals

10. Reversing Journal Postings

11. Making Corrections with General Journals

12. Viewing Test Reports before Postings

d). Following next as far as Management of Project Supplies is concerned is Recording Item Usage on Jobs. Given below are steps that ought to be followed to Record Job Usage.

1. Search -> Job Journals -> choose related link

2. Posting Date -> Document No. -> Job No.

3. Job Task No. -> choose Job Task No. that usage relates to

4. Fill in Type and No. of Journal Line -> Select Item as Type option

5. Home -> Process -> choose Post to post the job journal

e). Now, follow the steps given below to Record Usage of Resources and General Ledger Accounts on Jobs.

1. Search -> Job Journals -> choose related link

2. Posting Date -> Document No. -> Job No.

3. Job Task No. -> Choose Job Task No. to which usage relates

4. Fill in Type and No. of Journal Line -> Select Resource or G/L Account as Type option

5. Fill in all the Optional Information for Planning Line

6. Fill in Quantity Field for Journal Line

7. Post the Job Journal

f). Next is Posting Job Related Expenses from Job General Ledger Journals.

1. Search -> Job G/L Journals -> choose related link

2. Create new line and enter information about the expense including Job No. and Job Task No.

3. Home -> Post -> Yes -> This confirms posting

4. OK

g). The last task on the agenda is Understanding Usage and Job Line Type. This again is best understood with the Microsoft Dynamics Solution Provider consulting and implementing for you as the process is deep and requires time.

This part in the series on Microsoft Dynamics NAV for Jobs covered Management of Project Supplies. All the various project supplies were written about in detail and how the same is managed on the ERP. The next part will cover Use of Time Sheets. Stay Tuned as the series on NAV for Jobs reaches its business end.