Configuring a Basic
Company in Dynamics AX 2012
The demonstration virtual machines that you can download from
the Partner Source site have a blank company that you can use to create your
own data within. The good news about it is that it’s clean, so you can create your
own personal demonstration data without having to look at TV’s and stereos all
of the time. The bad news is that the company is clean, so you have to
configure all of the data yourself. That’s not a big problem though, the
configuration is not that hard, and having your own data makes the Dynamics AX
look so much better.
In this walkthrough we will show how you can start the process
by configuring the KANHA TEST legal entity so that you can start using it. We
will show how to:
·
Configure the KanhaTest legal entity
·
Create a new business unit for the organization
·
Configure the business account structures
·
Configure the company ledger
·
Set the default accounts for the automatic transactions
·
Create a bank account for the organization
Configuring the Legal
Entity
The KANHA TEST Company is initially just a blank shell without a
real name or purpose.
In this step we will show how to configure the KANHA TEST legal
entity so that it looks a little less generic.
How to do it…
To configure the legal entity, follow these steps:
1.
From any of the existing legal entities within Dynamics AX,
select the Legal entities menu item from
the Organization folder of the Setup group within the General Ledger area page.
2.
Select the KANHA TEST Legal entity from the list box on the left
of the form.
3.
From here you can change the Name, Search name, and also the Time zone.
4.
Expand out the Addresses group
and click on the Add button to add a new
address to the legal entity.
5.
When the New address form
pops up, you can fill in the name of the Legal entity, and also give it an
address and any contact information that you may want to relate to the
organization.
6.
You may also want to expand out the Contact information group and add some other
detail to the organization, just for color.
7.
When you are finished, click the Close button.
Configuring a Business
Unit
To make your ledger a little cleaner, it is probably a good idea
to create a new Business Unit for your new legal entity. This will allow you to
separate out your organizational information, and also default in appropriate
financial dimensions later on.
In this section we will show how you can create a new Business
Unit for your organization.
How to do it…
To configure a business unit, follow these steps:
1.
From any of the existing legal entities within Dynamics AX,
select the Business units menu item from
the Organization folder of the Setup group within the General Ledger area page.
2.
When the Business Unit maintenance
for is shown, click the New button in
the menu bar.
3.
Enter the name of the business unit into the Name and Search name fields,
and then lick theClose button.
Configuring Account
Structures
Before we can define the ledger for the new organization, we
need to create some new Account Structures that will be used to manage what can
and cannot be posted to our company ledger from within the organization. These
will be linked back to the Business unit that we just defined to ensure that it
is the only area of the ledger that is updated from within the organization.
In this section we will show how to configure the Account
Structures within Dynamics AX.
How to do it…
To configure the account structures, follow these steps:
1.
From any of the existing legal entities within Dynamics AX,
select the Configure account structure menu
item from the Chart of accounts folder of
the Setup group within the General Ledger area page.
2.
Rather than create the account structures from scratch, select
one of the existing B/S account
structures, and from the Maintain group
on the Manage ribbon bar, click on the Duplicatebutton.
3.
Give your new Balance Sheet account structure a name and
description, and then click on the OKbutton.
4.
This will create a duplicate version of the selected account
structure. To change the Business Unit that
is allowed to be posted to, click on the filter icon on the right end of the Business Unitelement.
5.
Change the From and To range within the filter to the new Business unit that we created in the prior
section. Now your Balance Sheet account structure should be configured.
6.
Select one of the existing P&L account
structures, and from the Maintain group
on the Manageribbon bar, click on the Duplicate button.
7.
Give your new Profit & Loss account structure a name and
description, and then click on the OKbutton.
8.
Change the Business Unit that
is allowed to be posted to by clicking on the filter icon on the right end of
the Business Unit element and updating the from and to
range of the filter.
9.
Now, select your new Balance Sheet account structure and click
on the Activate button within theMaintain group of the Manage ribbon bar.
10.
Click OK on the
confirmation dialog box and wait for the account structure to be activated.
11.
Repeat the same process for the Profit & Loss account, and
you will be done.
Configuring Company
Ledger
The next step in the configuration is to define the Company Ledger linking the account structures to the
organizations chart of accounts, and also to default in some account codes.
In this section we will show how to configure the Company Ledger
for the KANHA TEST organization.
How to do it…
To configure the company ledger, follow these steps:
1.
Change the Legal Entity to KANHA TEST.
2.
Select the Ledger menu
item from the Setup group within the General Ledger area page.
3.
When the Ledger dialog
box appears, select a default Chart of accounts from
the dropdown on the field.
4.
Select a default Fiscal calendar from
the dropdown on the field.
5.
Also, select a default Accounting currency for
the Ledger.
6.
From the Account structures group,
click on the Add button in the groups menu
bar, and select the Balance Sheet account structure that we just defined in the
prior step.
7.
The system will tell you that this will change the account
structure, and since there are no old transactions, lich Yes to proceed with the update.
8.
From the Account structures group,
click on the Add button in the groups menu
bar, and select the Balance Sheet account structure that we just defined in the
prior step.
9.
The system will tell you that this will change the account
structure, and since there are no old transactions, lich Yes to proceed with the update.
10.
Repeat the process again, except this time select the Profit
& Loss account structure that we just created.
11.
For the inter-organization balancing to work, select the Business Unit from the Balancing financial dimension.
12.
And click Yes to continue
with the update.
13.
Finally, fill in the default accounts for the currency
revaluation, and then click Close to finish
the setup.
Configuring Automatic
Transaction Accounts
There are a few additional defaults that need to be configured
for the organization that will make your life a little easier when the system
is up and running.
In this section we will show how to configure the Automatic Transaction Accounts for the new organization.
How to do it…
To configure the automatic transaction accounts, follow these
steps:
1.
Select the Accounts for automatic
transactions menu item from the Postings folder
of theSetup group within the General Ledger area page.
2.
When the dialog box appears, click on the Create default types button on the menu bar.
3.
This will create a number of default accounts to be populated.
Associate the appropriate main accounts to them and click Close to finish the step.
Creating a Bank
Account
Finally, while you are setting up the main information for the
company, you might as well also create a default Bank Account. Although you will not use it right away, it
will save you a step when you start configuring payment types etc. later on.
In this section we will show you how to create a new Bank Account within KANHA TEST.
How to do it…
To configure a bank account, follow these steps:
1.
Select the Bank accounts menu
item from the Common group within the Cash and bank management area page.
2.
When the Bank accounts form
is shown, click on the Bank account button
within the New group on the Bank account ribbon bar.
3.
Enter the short code for the account in the Bank account field.
4.
Specify the Routing number and Bank account number.
5.
Also, specify a description of the bank account in the Name field.
6.
Finally specify the Main account for
the bank, and then click the Close button.
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