1. AP Best Practices with Tips and Tricks
Microsoft Dynamics AX 2012
Craig O’Connor – mcaConnect

2. Background
Implemented every version of Axapta/Dynamics AX ( AX2012)
Lead implementation projects in 6 different countries
CFO of 2 different manufacturing companies
Presenter at numerous AXUG events, including Summit as well as Microsoft Convergence
Live in Hagerstown, Maryland

3. General Tips

4. Navigation and Data entry
USE the Favorites!
Create shortcuts and folders for easier navigation
Understanding User options
Keyboard is ALWAYS faster for data entry
Work with IT group to Personalize Journal grids
Date entry shortcuts
Ctrl + G for searching and filtering
Creating new records
#AXUGChapterVA

5. Navigation and Data entry
Journal setup can speed up transactional processing time
Setup default accounts on Vendors where possible
Consider setting up offset accounts in the Chart of Accounts
#AXUGChapterVA

6. Understanding the Basics
Accounts Payable
Understanding the Basics

7. Critical setup Accounts Payable Posting Profiles Vendor Groups
Default accounts
AP Invoice Journal
Accounts Payable Parameters
#AXUGChapterVA

8. Transactional processing
Accounts Payable
Transactional processing

9. Non-inventory invoices
Decide what invoice approval process is used within the organization
Dynamics AX 2012 can accommodate the following processes:
Invoice approved manually before the invoice is sent to AP for entry (Invoice Journal)
Invoice is entered by AP, then forwarded off for approval (Invoice Register)
With AX Workflow
Without AX Workflow
Utilize the Procurement Category functionality, if possible to minimize data entry
#AXUGChapterVA

10. Invoice Matching options
Invoice totals
Price and Quantity
Two-way matching
Three-way matching
Tolerances
Percentage
Monetary
Charges
Percentage tolerance only

11. Steps for processing with three-way matching
Create Purchase order to vendor
Process receipt of goods against the PO through Packing Slip posting
When invoice is received, find PO in the Purchase orders received not invoiced form
Select the Generate invoice button and enter in appropriate values from the invoice, including any Charges
If changes are entered on any of the lines, the icon will show if there are discrepancies
By selecting Review  Matching details, you can review and override tolerances
#AXUGChapterVA

12. Other things to think about
Accounts Payable
Other things to think about

13. Month end
A/P aging
Review the Purchase Orders Received not Invoiced form
Validate the Accrued Purchases Report (Procurement and Sourcing  Reports  Status  Accrued Purchases)
Run reconciliation to GL report if you are seeing discrepancies, using the “Differences only” flag
#AXUGChapterVA

14. Basic Workflow Don’t get too crazy with these!
Can create more problems then they solve

15. One Final Tip

16. Check that you have created 2015 in the Fiscal Calendar