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WHAT’S NEW IN MICROSOFT DYNAMICS™ AX
2009 – APPLICATION

Microsoft Official Training Materials for Microsoft Dynamics ™
Your use of this content is subject to your current services agreement

February 2008

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Microsoft Official Training Materials for Microsoft Dynamics ™

Table of Contents

What’s New in Microsoft Dynamics™ AX 2009 0-1
E-Learning..........................................................................................................0-1
Instructor-Led Training .......................................................................................0-2
Training Materials ...............................................................................................0-2
Certifications.......................................................................................................0-2
Learning Plans ...................................................................................................0-3
Elements of Training Materials for Microsoft Dynamics .....................................0-4
About This Training Material...............................................................................0-5
Chapter 1: General New Functionality 1-1
Objectives...........................................................................................................1-1
Introduction.........................................................................................................1-1
User Interface Refresh .......................................................................................1-2
Role Centers ......................................................................................................1-8
Workflow.............................................................................................................1-9
Contoso Demo Data Set ..................................................................................1-11
Summary ..........................................................................................................1-16
Test Your Knowledge .......................................................................................1-17
Quick Interaction: Lessons Learned .................................................................1-19
Solutions...........................................................................................................1-20
Chapter 2: Financials 2-1
Objectives...........................................................................................................2-1
Introduction.........................................................................................................2-2
Fill Utility .............................................................................................................2-3
Posting Restrictions............................................................................................2-6
Reason Codes....................................................................................................2-8
Generated Allocations - GL ..............................................................................2-17
Reversing Entries - GL .....................................................................................2-25
Budget Revisions - GL .....................................................................................2-27
Intercompany Eliminations - GL .......................................................................2-35
Post Net Income to Multiple Equity Account Dimensions - GL.........................2-41
Voucher Templates - GL and AP......................................................................2-43
Remit-to Address - AP......................................................................................2-45
Invoice Matching - AP ......................................................................................2-47
Print Management - AP and AR .......................................................................2-53
Centralized Payments - AP and AR .................................................................2-60
Scenario - Customer Credit Note with Primary Payment .................................2-66
Centralized Statements - AR ............................................................................2-74
Attributes - FA ..................................................................................................2-76
Capitalization Threshold - FA ...........................................................................2-83
Project Module Integration Enhancements - FA...............................................2-86
Transaction Reversals - FA ..............................................................................2-90
Replacement Cost and Insured Value Update .................................................2-98
Create FA form PO.........................................................................................2-103
Summary ........................................................................................................2-117
Quick Interaction: Lessons Learned ...............................................................2-118
Solutions.........................................................................................................2-119

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What’s New in Microsoft Dynamics™ AX 2009 – Application

Chapter 3: Expense Management 3-1
Objectives...........................................................................................................3-1
Introduction.........................................................................................................3-1
Setup ..................................................................................................................3-2
Expense Management in Enterprise Portal ......................................................3-10
Inquiry...............................................................................................................3-16
Summary ..........................................................................................................3-16
Solutions...........................................................................................................3-20
Chapter 4: SCM - General 4-1
Objectives...........................................................................................................4-1
Introduction.........................................................................................................4-1
Multisite Impact Across SCM Feature Areas......................................................4-2
Multisite Activation Overview..............................................................................4-4
Roles Using Multisite ........................................................................................4-10
Summary of Multisite Enhancements to SCM Area .........................................4-12
Summary of General Enhancements to SCM Area..........................................4-15
Summary ..........................................................................................................4-19
Chapter 5: Product Builder 5-1
Objectives...........................................................................................................5-1
Introduction.........................................................................................................5-1
Rule Debugger ...................................................................................................5-2
Multi-site Product Builder ...................................................................................5-4
Configuration ......................................................................................................5-5
Table Constraints ...............................................................................................5-7
Summary ............................................................................................................5-9
Solutions...........................................................................................................5-14
Chapter 6: Trade and Source 6-1
Objectives...........................................................................................................6-1
Introduction.........................................................................................................6-1
Request for Quote ..............................................................................................6-2
Time Zone and Delivery Date Control ..............................................................6-10
Multisite ............................................................................................................6-17
Return Management.........................................................................................6-22
Purchase Requisition Workflow........................................................................6-37
Purchase Requisition .......................................................................................6-44
Set Up Purchase Requisitions..........................................................................6-53
Set Up User Groups and Security Settings for Purchase Requisitions ............6-61
Accounts Payable Invoice Matching.................................................................6-67
Add Miscellaneous Charges to Purchase Order Invoice ..................................6-78
Invoice Based on Packing Slip .........................................................................6-81

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Table of Contents

Summary ..........................................................................................................6-86
Solutions...........................................................................................................6-92
Chapter 7: Inventory Management 7-1
Objectives...........................................................................................................7-1
Introduction.........................................................................................................7-1
Arrival Overview .................................................................................................7-2
Shipment Reservations ......................................................................................7-8
Consolidated Picking ........................................................................................7-16
Deliver Picked Items.........................................................................................7-20
Staging .............................................................................................................7-23
Pallet Transport ................................................................................................7-26
Shipping Carrier Interface ................................................................................7-28
Posting to General Ledger ...............................................................................7-29
Summary ..........................................................................................................7-31
Solutions...........................................................................................................7-35
Chapter 8: Production and Master Planning 8-1
Objectives...........................................................................................................8-1
Introduction.........................................................................................................8-1
Production at Multiple Sites ................................................................................8-2
Multisite Production Scenarios .........................................................................8-15
Financial Dimension Link .................................................................................8-22
Additional Production Enhancements...............................................................8-24
Master Planning Across Multiple Sites .............................................................8-27
Master Planning Performance Improvements ..................................................8-31
Summary ..........................................................................................................8-38
Chapter 9: Quality Management 9-1
Objectives...........................................................................................................9-1
Introduction.........................................................................................................9-1
Overview ............................................................................................................9-2
Quality Control Setup and Quality Orders ..........................................................9-3
Quality Management Setup ..............................................................................9-17
Quality Management Process ..........................................................................9-23
Summary ..........................................................................................................9-26
Solutions...........................................................................................................9-30
Chapter 10: Shop Floor Control 10-1
Objectives.........................................................................................................10-1
Introduction.......................................................................................................10-1
Changes in Production Order Flow ..................................................................10-2

Microsoft Official Training Materials for Microsoft Dynamics ™ iii


New Production Integration Setup....................................................................10-3
Multisite and Production Unit in Shop Floor Control.........................................10-7
Electronic Timecard - Improvements................................................................10-8
Registration Form - Improvements ...................................................................10-9
Summary ........................................................................................................10-10
Test Your Knowledge .....................................................................................10-11
Solutions.........................................................................................................10-13
Chapter 11: Costing and Inventory Valuation 11-1
Objectives.........................................................................................................11-1
Introduction.......................................................................................................11-1
Standard Cost ..................................................................................................11-2
Weighted Average ..........................................................................................11-14
Improved Inventory Closing............................................................................11-20
Summary ........................................................................................................11-22
Solutions.........................................................................................................11-26
Chapter 12: CRM 12-1
Objectives.........................................................................................................12-1
Introduction.......................................................................................................12-1
Managing Leads ...............................................................................................12-2
Managing Opportunities ...................................................................................12-4
Define Processes .............................................................................................12-5
Importing Business Files ................................................................................12-10
Use of List Pages for Navigation ....................................................................12-11
Define Responsibilities ...................................................................................12-12
Account for Time Zone Differences in Activities .............................................12-16
Enable Sales Force Automation Activities Through Enterprise Portal............12-18
Track Business Information Through Global Address Book...........................12-19
Summary ........................................................................................................12-21
Solutions.........................................................................................................12-24
Chapter 13: Project Accounting 13-1
Objectives.........................................................................................................13-1
Introduction.......................................................................................................13-1
Integration with Project Server 2007 ................................................................13-2
Integration to Production ..................................................................................13-7
Integration to Purchasing .................................................................................13-9
New Project Control Options ..........................................................................13-11
Project Trade Agreements .............................................................................13-22
New Project Stage Options ............................................................................13-23
Other Changes in Project Accounting ............................................................13-26
Summary ........................................................................................................13-27

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Table of Contents

Solutions.........................................................................................................13-31
Chapter 14: What's New in Human Resources 14-1
Objectives.........................................................................................................14-1
Introduction.......................................................................................................14-1
Effective Performance Management ................................................................14-2
Enhanced Competence Management ..............................................................14-8
Robust Compensation Management ..............................................................14-16
Summary ........................................................................................................14-37
Solutions.........................................................................................................14-42
Chapter 15: Payroll 15-1
Objectives.........................................................................................................15-1
Introduction.......................................................................................................15-1
Basic Payroll Process.......................................................................................15-2
Payroll Data Preparation ..................................................................................15-4
Payment Processing ......................................................................................15-14
Payroll Reporting............................................................................................15-29
Implementer Training .....................................................................................15-31
Summary ........................................................................................................15-31
Solutions.........................................................................................................15-36
Chapter 16: Service Management 16-1
Objectives.........................................................................................................16-1
Introduction.......................................................................................................16-1
Technician Portal..............................................................................................16-2
Customer Portal ...............................................................................................16-9
Web Service Orders .......................................................................................16-11
Sales to Service Integration ...........................................................................16-12
Service Level Agreement ...............................................................................16-13
Service Dispatcher - Activity Generation ........................................................16-22
Service Dispatcher .........................................................................................16-26
Summary ........................................................................................................16-32
Solutions.........................................................................................................16-36

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Introduction to What’s New

WHAT’S NEW IN MICROSOFT DYNAMICS™ AX
2009
Training is a vital component of retaining the value of your Microsoft
Dynamics™ investment. Quality training from industry experts helps
keep you updated and develop skills to maximize the value of your
solution. Whether choosing E-Learning, instructor-led training, or self-
paced study using training materials, there is a type of training that meets
your needs. Additionally, validate your training and demonstrate your
expertise with one of many certifications for Microsoft Dynamics.
Choose the training or certification type that best enables you to stay
ahead of the competition.

E-Learning
Online training for Microsoft Dynamics products helps increase your
productivity without spending time away from your home or office. E-
Learning allows you to learn at your own pace through flexible access to
training, therefore proving beneficial for those lacking the time or budget
to travel. E-Learning is composed of online training courses that are
designed to cover detailed concepts on specific product areas and allow
you to:

• Gain in-depth technical and business application training
through daily on-demand training.
• Learn at your own pace; lessons can be stopped and
restarted, skipped, or repeated.
• Save time and increase your productivity.
• Receive product knowledge comparable to instructor-led
training without the need for travel or time away from the
office.
• Gain beneficial training when preparing for Microsoft
Dynamics certification exams.
• Find tips and tricks to show you how to increase productivity
and save time.
• Learn about the changes in features and functionality of a
new Microsoft Dynamics product version.
• Evaluate a new Microsoft Dynamics module or product.

Microsoft Official Training Materials for Microsoft Dynamics ™ 0-1

What’s New in Microsoft Dynamics™ AX 2009 - Application

Instructor-Led Training
Instructor-led training helps you to gain a solid foundation or refresh
your knowledge in Microsoft Dynamics products and processes while
learning from an expert in an interactive environment. With courses on a
variety of topics, you can:

• Follow demonstrations and attend presentations.
• Receive hands-on product experience.
• Participate in classroom activities and discussions with other
attendees.
• Gain beneficial training when preparing for Microsoft
Dynamics certification exams.

Training Materials
Training materials can be ordered for the purpose of self-paced study.
These materials are comparable to courseware used with instructor-led
training and enable you to:

• Learn at your own pace, in your own time.
• Refer to an abundance of tips, tricks, and insights.
• Learn using a self-study format when preparing for
Microsoft Dynamics certification exams.

For selected training materials, there is training material–local
functionality available, which covers country specific features in the
product. The training material–local functionality adds on to existing
training materials and is designed to teach local functionality within a
given country. Notice that training material–local functionality is used
only in conjunction with the training material, not as stand-alone training
materials.

Certifications
Certifications help identify and distinguish an individual's technical skill
set using a Microsoft Dynamics or related business product.
Certifications for Microsoft Dynamics are widely recognized by industry
employers and provide an objective validation of an individual's
knowledge.

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Organizations that employ certified individuals can benefit from a
complete approach to learning; certified individuals have higher skills
retention and increased productivity. Organizations can streamline their
employee recruitment process and lower their external support costs plus
downtime by maintaining technically skilled employees by requiring
Microsoft Certified Business Management Solutions Specialist and
Professional certifications.

Microsoft Certified Business Management Solutions
Specialist
The achievement of the Microsoft Certified Business Management
Solutions Specialist certification demonstrates an individual's proficiency
in one module of a Microsoft Dynamics or related business product.
Microsoft Certified Business Management Solutions Specialists must
pass a single certification exam for a Microsoft Dynamics or related
business product to earn the title.

Microsoft Certified Business Management Solutions
Professional
The Microsoft Certified Business Management Solutions Professional is
a premier certification where an individual has completed a pre-
determined set of required and elective certification exams. These
include certification exams for Microsoft Dynamics and related business
products, as well as certification exams for other Microsoft technologies
such as SQL Server.

The pre-determined set of required and elective exams for this
certification are focused on one of three specific knowledge areas—
Applications, Developer, or Installation and Configuration—for one
Microsoft Dynamics product. This certification demonstrates an
individual's extensive knowledge of a Microsoft Dynamics product—
more knowledge than what is needed to achieve a Microsoft Certified
Business Management Solutions Specialist title.

Learning Plans
Learning Plans can help you plan the best learning strategy for you and
your organization. These plans illustrate module specific learning tracks
that can be effortlessly targeted towards specific roles and also provide a
learning track towards obtaining certifications. Learning plans can be
found on both PartnerSource and CustomerSource.

NOTE: For more information on E-Learning, instructor-led training, training materials,
and certifications for Microsoft Dynamics, log in to PartnerSource or CustomerSource
and visit Training & Certification.



Elements of Training Materials for Microsoft Dynamics
Training Materials for Microsoft Dynamics products contain a number of
sections or elements. Each chapter includes the following elements:

Objectives
Each chapter begins with a statement of the learning objectives for that
chapter. Learning objectives inform you about what needs to be done to
successfully complete the chapter.

Introduction
An introduction sets the stage for the learning to take place and prepares
you with key statements of the chapter.

Topics
Chapters are divided into topic areas, usually according to the learning
objectives for the chapter. This is especially beneficial in large chapters
so that the knowledge and skills to be learned are separated into more
manageable units.

Test Your Knowledge
The Test Your Knowledge section consists of review questions for each
chapter or topic and is designed to help reinforce learning concepts.
Questions can be short answer, true and false, multiple-choice, fill-in-
the-blank, or any other type. Answers to questions are also provided.

Summary
The summary wraps up the chapter by highlighting the important parts as
well as providing a transition to the next chapter. The summary also
offers an opportunity to refresh earlier learning.

Quick Interaction: Lessons Learned
At the end of each chapter, you will find a Quick Interaction: Lessons
Learned page. This interaction is designed to provide you with a moment
to reflect on the material you have learned. By outlining three key points
from the chapter, you are maximizing knowledge retention and providing
yourself with an excellent resource for reviewing essential points after
class.



About This Training Material
Course Objectives
The course is designed to equip course participants with the product
knowledge, both at conceptual and functional levels, required when
implementing and supporting Microsoft Dynamics AX 2009 at a wide
range of wholesale and manufacturing companies.

Course Organization
This course consists of the following chapters:

• Introduction
• Chapter 1: General new Functionality
• Chapter 2: Financial
• Chapter 3: Expense Management
• Chapter 4: SCM overview
• Chapter 5: Product Builder
• Chapter 6: Trade & Source
• Chapter 7: Inventory Management
• Chapter 8: Master Planning &Production
• Chapter 9: Quality Management
• Chapter 10: Shop Floor Control
• Chapter 11: Costing & Inventory Valuation
• Chapter 12: CRM
• Chapter 13: Project Accounting
• Chapter 14: Human Resources Management
• Chapter 15: Payroll
• Chapter 16: Service Management

Description
Microsoft Dynamics AX 2009 is an exciting new release that brings
users new and improved functionality and a new user interface. This
version introduces a number of new features in both the technical and
application areas.

This course provides information to help you recognize new features in
Microsoft Dynamics AX 2009. This course does not cover functionality
that has not changed since the previous versions of Microsoft Dynamics
AX 2009. It assumes course participants have baseline knowledge of the
previous version.



This course is not:
• Comprehensive training of the software.
• Designed to prepare participants for any certification exam in
Microsoft Dynamics 2009.
• Correcting errors from previously released content.

The purpose of this course is to introduce new features so that
participants can learn about the main differences in the software since the
last version.

Audience
The intended audience is experienced systems consultants and systems
developers typically working for a Microsoft Dynamics partner that is
selling, consulting, implementing, and supporting Microsoft Dynamics
AX 2009.

Prerequisites
Before attending this course, students must have working experience
with Microsoft Dynamics AX 4.0.

Certification Exams
• None

Disclaimer
During the writing stage of the What’s New training content,
functionalities in certain areas of Microsoft Dynamics AX 2009 were not
fully implemented. An example of this includes the changes that are still
occurring to the user interface. While the content has been approved and
developed with the best knowledge, certain functionalities are still
subject to change.



Student Objectives
What do you hope to learn by participating in this course?

List three main objectives below.

1.

2.

3.


Chapter 1: General New Functionality

CHAPTER 1: GENERAL NEW FUNCTIONALITY
Objectives
The objectives are:

• Describe the new user interface in Microsoft Dynamics™ AX 2009.
• Explain the purpose of Role Centers and Home Pages.
• Describe the Workflow concept.
• Review the structure and benefits of the new demo data set for
Microsoft Dynamics AX 2009

Introduction
This course describes some of the general changes to Microsoft Dynamics™ AX
2009, including the redesign of the user interface, and the introduction of a new
demo data company to improve user experience for demonstration and learning
purposes.



User Interface Refresh
Changes to the user interface have been made to:

• Better represent the Microsoft Dynamics brand (Powerful, Solid,
Comfortable, and Compelling)
• Improve the user experience
• Improve the learning experience
• Leverage design concepts from Microsoft® Windows® Vista and
Microsoft® Office® 2007
• Introduce a new navigation model
• Introduce an approval workflow process to allow better collaboration
around document processing

Breadcrumb Bar
The Breadcrumb bar (BCB) will be a new component that is added to Microsoft
Dynamics AX 2009. The concept for this comes from Vista and, as the name
implies, gives the user a “breadcrumb” trail of where in the program he or she
has been and how to get back.

BCB allows the user to jump around or navigate to other areas in the system. The
BCB is made up of two areas: travel buttons and the address bar. The address
bar allows for navigation to other areas in the system, while the travel buttons
allow sequential navigation backwards as well as forward when applicable.

FIGURE 1.1

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Travel Buttons
Content Page history lists the travel buttons in Internet Explorer. Travel buttons
of the BCB allow the user to go back to the previous page(s) as well as forward,
if the user has gone to a previous visited page by means of the travel buttons. The
other thing to note is that, the user can move directly to a previous page several
levels back through the history drop-down arrow.

FIGURE 1.2

While the amount of history maintained is limited to the amount of the system's
memory, this course only shows up to the previous ten items going backward or
up to the next ten items, if navigated backward. This course does not maintain
history across session.

Address Bar
The address bar allows for navigation to other areas in the system.

FIGURE 1.3

Command Bar
The command bar is intended to help users find the commands that are global to
the workspace as well as commands that are applicable to the content page (in
other words, the action pane).

FIGURE 1.4



Microsoft Dynamics AX 2009 menu is collapsed into a single menu that is found
on the left side of the Client window.

Navigation Pane
The Navigation Pane is split into two parts.

• My Favorites
• Area Page Link

FIGURE 1.5



My Favorites is a way to create shortcuts to forms, reports, and queries. As your
list of favorite shortcuts grows, you can keep it organized by creating folders. To
further organize your favorite shortcuts, create favorite groups.

Area Page Link lists the modules that you have permission to access. When you
click a module in the Navigation Pane, the content area displays that module's
area page. The Navigation Pane displays links to the area page, the available list
pages, and other forms used with that module. From the Navigation Pane, you
can quickly open modules, forms, and other pages.

Area Page
An area page is a Microsoft Dynamics AX 2009 navigation page that displays the
contents of a module grouped into sections. Each Microsoft Dynamics AX 2009
module has one area page.

FIGURE 1.6



List Page
List Pages are used for finding a record and to initiate an action against that
record.

The List Page consist of:

• An Action pane
• A Filter pane
• Data grid
• A Preview pane
• Visualizations

FIGURE 1.7

The List Page Filter Pane has the following features:

• Quick filter on selected field
• Advanced filter uses and/or/operators
• Save advanced search as personalization
• Load task page filters
• Application teams can define global filters in AOT



Action Pane
A Microsoft Dynamics AX 2009 action pane button is a control that represents a
specific action. A button action is the task or operation that occurs when you
click a button. Examples of button actions include opening another form, deleting
a specified record, and printing a list of records.

FIGURE 1.8

The action pane uses the same button controls as other Microsoft Dynamics AX
2009 forms. When creating an action pane button, you populate properties that
specify the appearance of the button, how it displays in the action pane, and the
action that occurs when the button is clicked.

Filter Pane
To find and view an individual record or a group of related records, list pages
include a filter pane. The filter pane contains the filter controls that you use to
search all of the list page's records. The filter controls allow you to search a
specified column for all records with a specified value.

FIGURE 1.9

To allow a search across more than one column, you must add additional filter
controls. These additional filter controls allow your list page to support more
complex searches.



Preview Pane
A list page can include a preview pane, which displays additional data about a
specified record. The preview pane includes additional fields that allow you to
view important information about a specific record without having to open the
detail form of that record.

FIGURE 1.10

Role Centers
Microsoft Dynamics AX 2009 includes customizable home pages called Role
Centers. Role Centers display specific data, reports, alerts, and common tasks
associated with a user's role in the organization. Users can access Role Centers
from the Microsoft Dynamics AX 2009 client or from an Enterprise Portal Web
site.

Role Centers

• Uses Enterprise Portal framework
• Installs using Microsoft Dynamics AX 2009 setup
• Uses SharePoint or MOSS Web parts
• Uses SharePoint site for both EP and DAX client

Using Role Centers
A user profile is a set of default information for a specific role in an organization,
such as Chief Financial Officer or Accounting Manager. The user profiles
determine the content that is displayed on Role Center pages.

When a user is assigned to a profile, it specifies which Role Center the user sees
when they open the Microsoft Dynamics AX 2009 client or an Enterprise Portal
Web page.

Developers can create new role centers using the Homepage property.



Workflow
In Microsoft Dynamics AX 2009, the term workflow is defined in two ways:

Workflow is a System

Workflow is a system that is included in Microsoft Dynamics AX 2009. The
Workflow system provides functionality that can be used to create individual
workflows, or business processes.

Workflow is a Business Process

A workflow represents a business process that defines how a document “flows”
through the system by showing who must process and approve it.

Workflow Example
Consider the following illustration of an expense report workflow. This
workflow shows who must process and approve expense reports.

FIGURE 1.11



To better understand this workflow, suppose that Shannon, a Machine Operator,
submits an expense report for 7,000 U.S. dollars (USD). In this scenario, Lars,
the Shop Supervisor, must review the receipts that Shannon routed to him. Then,
Vince, the Operations Manager, and Sara, the CFO, must approve the expense
report.

Now suppose that Shannon submits an expense report for 11,000 USD. In this
scenario, Lars must review the receipts and Vince, Sara, and Phyliis, the
Accounting Manager, must approve the expense report.

Workflow Benefits
There are several benefits of using the Workflow system in an organization. Here
are a few key benefits:

• Consistent processes. The Workflow system enables managers to
define the approval process for specific documents, such as purchase
requisitions and expense reports. By using the Workflow system,
managers ensure that documents are processed and approved in a
consistent and efficient manner.
• Process visibility. The Workflow system allows managers to track
the status and history of a specific workflow instance. This allows
managers to analyze and determine if changes need to be made to the
workflow to improve efficiency.
• Centralized work list. Users can view a centralized work list to
view the Workflow tasks and approvals assigned to them. This work
list is available from the Role Center pages in the Microsoft
Dynamics AX 2009 client and Enterprise Portal.

Workflow Instance
A workflow instance is equivalent to a running workflow.

When a Microsoft Dynamics AX 2009 record is submitted to workflow:

• A combination of a workflow template and a workflow configuration
are used to activate a workflow instance.
• Within the workflow instance, tasks and/or approvals are instantiated
• Within each task/approval, a single step (task) or one or more steps
(approvals) are created to manage the handling of the workflow
actions that can be taken.
• Within a step, one or more work items are created depending on how
many Microsoft Dynamics AX 2009 users are assigned. Each work
item creates a workflow notification that appears on a notification
list.



The assigned Microsoft Dynamics AX 2009 user can then navigate to the form
where he or she needs to take a workflow action, review the details, and then take
an action and enter comments. This will cause the work item to be “completed,”
and the associated workflow notification to be marked as completed, and
eventually, the workflow action taken will cascade back to the workflow step,
task/approval, and workflow instance.

Workflow Task
Microsoft Dynamics AX 2009 Workflow can be used to track documents or tasks
from the start to the end of a work process. A workflow may contain one or many
tasks; however, each task may only contain one step.

Tasks provide application-specific behavior that are defined in the AOT. Each
task supports a single unit of work that is defined by one step. A task does not
have a fixed outcome, but any number of custom outcomes can be added to the
task, such as Completed or Skipped.

Workflow Approval
Approvals are specialized workflow elements designed to support approval
scenarios. Approvals have a set of fixed outcomes that the workflow supports.
The outcomes are as follows:

• Approve - Outcome type Complete.
• Reject - Outcome type Return to the originator of the workflow.
• RequestChange - Outcome type ChangeRequested from the
originator or another person in the workflow process.

Each approval outcome is associated with a specific Action Web Menu Item,
Action Menu Item, and event handler. The Action Web Menu Item displays the
action button name and dialog box when this action is selected from the
Enterprise Portal work list or Enterprise Portal workflow controls. The Action
Menu Item displays the action button name and dialog box when this action is
selected from the unified work list or the client workflow controls.

Workflow Completed
When the final Workflow Task has been completed successfully, the Workflow
is also completed.

Contoso Demo Data Set
In Microsoft Dynamics AX 2009, a new demo data set for the company “Contoso
Entertainment Systems (CES)” has been created to provide a wider range of data
to support both legacy and new features, and to support the new multisite setup.

This data set will assist the instructor and learner when they perform
demonstrations and learning about Microsoft Dynamics AX 2009.



Company Structure
Contoso Entertainment Systems (CES) started out as a family business in the
1970s when home stereo equipment was gaining popularity in the United States.
Since then, CES has become a diverse global business headquartered in Seattle,
Washington, USA.

The company structure of CES supports global sourcing, manufacturing,
distribution and sales operations with multicurrency, intercompany trading, and
consolidation.

Contoso Entertainment USA company (CEU) is the hub that consists of three
production sites, including several warehouses.

• The first site manufactures high-end speakers and all of its
components, and also serves as a backup manufacturing site for
standard speakers to meet seasonal volume demands, as needed.
• The second site performs Home Theater System assembly.
• The third site manufactures standard speakers.

The North American division procures raw materials, manufactures the sub-
assemblies and finished goods, and then sells them to North American customers.
It also sells the finished goods to Company Europe using intercompany trading.
The business is a mixed make-to-order and make-to-stock model. The company
occasionally uses sub-contractors to manufacture finished goods. The North
American division plans and monitors the supply chain operations across all the
divisions that include central forecasting and intercompany master planning.

This company is also responsible for Shared Services, such as centralized
payments and statements. Together with servicing North American clients, the
division also offers project based product development and support based on
unique client requirements.

Contoso Entertainment Europe company (CEE), situated in Germany,
purchases finished goods from Company North America through intercompany
trading. It also purchases some non-manufactured goods from vendors and
suppliers in Europe, and distributes them to European customers. The business is
a full package sourcing model with long lead times. Company Europe also
services the finished goods for its European clients.

Contoso Entertainment Consolidation company (CEC), situated in USA, is a
consolidation company that summarizes the financial information across all three
divisions.



The following diagram shows the company structure and the sites.

FIGURE 1.12 CONTOSO ENTERTAINMENT COMPANY STRUCTURE

Product Catalog
CES sells a wide variety of products across their retail segments, store sales,
wholesale sales, major accounts, and Internet sales.

The following diagram provides an overview of the product catalog.

FIGURE 1.13 CONTOSO ENTERTAINMENT PRODUCT CATALOG



The current product groups are as follows:

1. Speakers
• High-end
• Center Channel
• Satellite
• Subwoofer
• Custom

2. Home Theater Systems
• 2.1 Channel
• 5.1 Channel
• Custom

3. Receivers
• 2.1 Channel
• 5.1 Channel

4. Car Audio
5. Televisions
• LCD
• Plasma
• Projection
• CRT (selling off existing inventory without additional purchases
planned)

6. Projectors
• LCD
• DLP
• CRT

7. Digital Video Recorders and Players
• Standard DVR
• High Definition DVR
• DVD Players



8. Services
• Installation
• Maintenance and Repair
• Professional Services

NOTE: All products mentioned are subject to change in the final demo data
version

Most of the these CES products are purchased from vendors as finished goods
and resold directly to its customers. These products include receivers, car audio
systems, televisions, video projectors, and digital video recorders. However, CES
produces two main types of audio speakers for home and commercial use to
ensure superior quality of these items; these are their high-end, wood enclosure
speakers, and their standard, plastic enclosure speakers. These speakers are
produced at US based manufacturing sites. CES also kits the standard speakers
(subwoofers, center channels, and satellites) together with procured receivers,
into Home Theater Systems that are sold through retail outlets.

In addition to its tangible products, CES also offers installation, maintenance, and
repair services.

CES also provides custom product configuration services so home theatre
systems can be produced to the client's exact specifications. The customer can
configure the items as they, or CES customer service representatives, enter the
sales order.

The standard speakers, and many of the procured finished goods, are configured
items, where a single item can be represented by different colors, sizes, and
configurations. For example, the procured LCD television can come in two
configurations of high definition and standard definition, three sizes of 37 inches,
42 inches, and 50 inches, and two colors of black and silver.

CES carefully monitors the quality of all its procured and manufactured items to
ensure the satisfaction of its high-end customers.



Benefits of the Contoso Entertainment Company
The following list represents some of the benefits of the new Contoso
Entertainment Company demo data set.

• The Contoso Entertainment company product catalog is easier for
people to relate to, especially in Business Intelligence (BI) scenarios.
• The Contoso Entertainment company's product catalog enables
extensive demos within Industry Solutions. For example, it is simple
to build compelling scenarios around project and service that uses
electronics installations.
• The Contoso Entertainment company's product catalog prepares for
the extension to features in future Microsoft Dynamics AX releases.

Summary
This course described some of the general changes to Microsoft Dynamics AX
2009, including the redesign of the user interface, the Workflow concept, and the
introduction of a new demo data company to improve user experience for
demonstration and learning purposes.



Test Your Knowledge
1. What are the benefits of the new demo data set? (Select all that apply.)
( ) People can relate to it better, especially in BI scenarios.
( ) Enables the extension to demos within Industry Solutions. For example, it
is simple to build compelling scenarios around project and service using
electronic installation
( ) Prepares for the extension to features in future Microsoft Dynamics AX
releases.
( ) Provides a wider range of data to support both legacy and new features,
and to support the new multisite set up.

User Interface
2. List some of the benefits of the new user interface. (Select all that apply.)
( ) Better represents the Microsoft Dynamics brand of being powerful, solid,
comfortable, and compelling
( ) Improve the user experience
( ) Leverage design concepts from Vista and Office 2007
( ) Improve the learning experience

Role Centers and Home Pages
3. Explain the purpose of Role Centers and Home Pages.



WorkFlow
4. List some of the benefits of Workflow. (Select all that apply.)
( ) Consistent processes: The Workflow system enables managers to Define
the approval process for specific documents, such as purchase
requisitions and expense reports.
( ) Process visibility: The Workflow system allows managers to track the
status and history of a specific workflow instance.
( ) Centralized work list. Users can view a centralized work list to view the
Workflow tasks and approvals assigned to them.



Quick Interaction: Lessons Learned
Take a moment and write down three key points you have learned from this
chapter:

1.

2.

3.



Solutions
Test Your Knowledge

1. What are the benefits of the new demo data set? (Select all that apply.)
(√) People can relate to it better, especially in BI scenarios.
(√) Enables the extension to demos within Industry Solutions. For example, it
is simple to build compelling scenarios around project and service using
electronic installation
(√) Prepares for the extension to features in future Microsoft Dynamics AX
releases.
(√) Provides a wider range of data to support both legacy and new features,
and to support the new multisite set up.

User Interface

2. List some of the benefits of the new user interface. (Select all that apply.)
(√) Better represents the Microsoft Dynamics brand of being powerful, solid,
comfortable, and compelling
(√) Improve the user experience

(√) Leverage design concepts from Vista and Office 2007
(√) Improve the learning experience

Role Centers and Home Pages

3. Explain the purpose of Role Centers and Home Pages.

MODEL ANSWER - Role Centers and Home Pages are designed to help

increase usability for the individual user. Role Centers and Home Pages

displays specific data, reports, alerts, and common tasks associated with a

user's role in the organization.



WorkFlow

4. List some of the benefits of Workflow. (Select all that apply.)
(√) Consistent processes: The Workflow system enables managers to Define
the approval process for specific documents, such as purchase
requisitions and expense reports.
(√) Process visibility: The Workflow system allows managers to track the
status and history of a specific workflow instance.
(√) Centralized work list. Users can view a centralized work list to view the
Workflow tasks and approvals assigned to them.


Chapter 2: Financials

CHAPTER 2: FINANCIALS
Objectives
The objectives are:

• Describe how and when to use the fill utility.
• Describe the additional layer of controls that can be added by using
posting restrictions.
• Describe reason codes.
• Create, modify, and delete reason codes.
• Describe the setup of an allocation rule.
• Contrast the various allocation methods.
• Describe when a reversing entry is used.
• Name the fields that designate a reversing entry.
• List the benefits of creating a revised budget versus modifying an
existing budget.
• Name the steps that are required to revise a budget.
• Describe intercompany eliminations.
• Describe how to post net income to multiple equity account
dimensions.
• Describe a voucher template.
• Describe how voucher template amounts are entered.
• Describe when the remit-to address will be used.
• Tell how to enter a vendor remit-to address.
• Describe Invoice Matching
• List the activities that can be controlled with print management
settings.
• Examine print management setup.
• Define a centralized payment and how it is set up.
• List the various reports that will show centralized payment
information.
• Describe centralized statements.
• Describe the new attributes that can be recorded on an asset, asset
value model, or asset group.
• Explain using the Capitalization threshold.
• Associate and manage fixed assets within the Projects form.
• Review the fixed asset details associated with a project or subproject.
• Describe where fixed asset transaction reversals are performed.



• Perform fixed asset transaction reversals.
• Describe how the replacement cost factor and the insured value
factor on the asset group are used to update an asset's replacement
cost and insured value amounts.
• Process updates to an asset's replacement cost and insured value
amounts.
• Create fixed assets in accounts payable.
• Control fixed asset acquisition transaction creation from accounts
payable.
• Restrict user group permissions for posting fixed asset acquisition
transactions in accounts payable.
• Create a fixed asset record directly from accounts payable, during
posting of a purchase order packing slip or invoice.
• Describe when the Fixed asset receipt and Fixed asset issue account
types will be used.
• Set up the Fixed asset receipt and Fixed asset issue accounts.

Introduction
In addition to system-wide enhancements, Microsoft DynamicsTM AX 2009
includes major enhancements in all financial areas.

Key enhancements include:

• Support for shared services scenarios for:
― Centralized payments across companies.
― Centralized payment receipts across companies.

• Support for automated back-end allocations.
• Support for three-way matching for accounts payable.

Microsoft Dynamics AX delivers on the promise of automating the financial
supply chain, providing streamlined end-to-end integrated business scenarios.

Additional enhancements address more advanced financial needs, allowing large
or growing businesses to manage globally distributed and complex organizations.

These features include:

• Consolidation and elimination enhancements
• Ability to post net income to multiple equity accounts
• Budget revision capability



Fill Utility
The Fill Utility enables authorized users to mass update records, similar to the
find and replace functionality. It assists administrators or users during
implementations or when business process changes affect multiple records.

Scenario
The Global Trade and Manufacturing company has decided to change its
payment terms. High priority customers will now receive a longer discount
period. Instead of updating each account individually, Phyllis, the Accounting
Manager, will use the fill utility to update the discount terms of all high priority
customers in one step.

Procedure: Update Multiple Records Using the Fill Utility
Update multiple records at the same time using the Fill utility.

This feature is available only if the Fill utility configuration key is enabled and
the user is assigned to the Fill utility security key.

NOTE: Make a backup before performing this process.

Follow these steps to update multiple records using the fill utility:

1. Open the form that contains the field to be updated. For example, to
update the payment terms for multiple customers, access the
customer form. Select a customer and select the payment tab.
2. Right-click the field to update and select Record info from the
menu.



3. Click the Fill Utility button.
4. In the Inquiry form, modify the selection of records as necessary,
and click OK.

FIGURE 2.1 INQUIRY FORM
5. Verify that the list of records to be updated is correct, and click OK.
6. Select the value to change the field to for the list of records.
7. Click OK.

CAUTION: Be aware that changing many records at the same time can be
time-consuming.

Fill Utility Log
Use the Fill Utility Log form to view a record of the changes that were made by
using the Fill utility.



Basic > Inquiries > Fill utility log

FIGURE 2.2 FILL UTILITY LOG FORM

The following tables provide descriptions for the controls in this form.

Field Description
Name of table Displays the name of the table that was modified
for the selected Fill Utility log record.
Modified field Displays the name of the field that was modified
for the selected Fill utility log record.
New value Displays the new value for the field that was
modified for the selected Fill utility log record.
Created by Displays the user name of the person who made the
change that is indicated in the selected Fill utility
log record.
Created date and time Displays the date and time that the change
occurred.
Query statement Displays the query statement that was used to
update the records for the selected Fill utility
record.
Old value Displays the old value for the field that was
modified for the selected Fill utility log record.



Test Your Knowledge
Which of the following statements correctly describe the fill utility? (Select all
that apply.)

( ) The Fill Utility enables authorized users to mass update records.
( ) A log of changes that were made by the fill utility can be viewed.
( ) The system prompts that a backup be made before using the fill
utility.
( ) The system automatically makes a back up before using the fill utility.

Posting Restrictions
On earlier versions of Microsoft Dynamics AX, user group security permissions
allowed users to post only specific journals. Users were also able to block
Journals for specific user groups by using journal names.

New to Microsoft Dynamics AX 2009, the posting restriction feature will provide
an additional layer of control on posting ledger journals. The Posting restrictions
feature enables an organization to specify, on a journal name basis, if specific
users or user groups can only post the journals that the user or user group
members entered or created.

Posting Restrictions
Posting restrictions can be defined by user group or user. In the Posting
restrictions form, set up and maintain posting rules for journals. The purpose of
Posting restrictions is to restrict journal posting to the user who created the
journals for the users who are assigned the control. If the user is not assigned to a
posting restriction, the user can post all journals for the journal name.



General ledger > Setup > Journals > Journal names > Posting restrictions
button

FIGURE 2.3 POSTING RESTRICTIONS FORM

For example, Arnie, the Accounts Receivable (AR) Manager, is a member of the
AR user group. The AR user group has been assigned to a posting restriction for
AR journals. Because of this posting restriction assignment, members of the AR
user group can only post AR journals that they themselves created.

Phyllis, the Accounting Manager, decides to allow Arnie, the AR Manager, to
post all AR journals, not only those that he created. To do this, she clears the
posting control for Arnie.

Procedure: Print the Posting Restrictions by User ID
Report
The Posting restriction by user ID report displays by user the Journal type,
Journal name, and if a Posting restriction is enabled.

Follow these steps to print the Posting restrictions by user report.

1. To access the Posting restrictions by user report, go to General
Ledger > Reports > Base data > Various > Posting restrictions by
user.
2. In the Users to include area, select from the following:
• Users with posting restrictions
• Users with no posting restrictions
• All users



3. Click the Select button to print the report with the following
additional criteria:
• User ID
• Journal type
• Name

4. Click OK.
5. Click the Options button to enter printer information.
6. Click OK.
7. Click OK to print the report.

Test Your Knowledge
Posting restrictions can be defined by _______________.

( ) User
( ) Account type
( ) User Group
( ) User or User Group

Reason Codes
Reason codes are standardized codes that can be used in various transaction types
or changes to field values to provide background data about the transaction. For
example, auditors or managers frequently want to see reasons recorded for
various transactions. Using standard reason codes instead of transaction text
gives users guidelines on what codes to select from, and provides management
and auditors with the ability to analyze transaction history by specific reason.
Reason codes can be used with:

• Fixed assets
• General ledger
• Accounts payable
• Accounts receivable
• Bank

Scenario
Cassie, the Accountant at Fabrikam, is responsible for managing the company's
fixed assets. Fabrikam's auditors have required explanations for all new assets
acquired, in addition to certain changes to existing assets. Cassie has decided that
using reason codes will be a perfect solution for the auditors.



To accommodate the auditors’ requirement, Cassie establishes internal controls
in Microsoft Dynamics AX 2009 by establishing parameter values, which
enforce use of reason codes during various transactions and value changes in the
accounting records.

Cassie also develops a list of standard fixed asset reason codes and descriptions.
These codes can be used with asset transactions. For example, one of Fabrikam's
vehicles (vehicle number 17) was recently in an accident. Because of the accident
damage, the asset's value, service life, and expected scrap value must be adjusted
downward. Cassie creates a reason code titled “V-ACC-SC,” with a description
of “Vehicle Accident - Single Car” for transactions related to this accident.

Later, Cassie records the Write-down adjustment to the vehicle and changes the
other asset values. Because of the selected parameter settings, she uses the “V-
ACC-SC” reason code within the asset journals and the other forms that require
reason codes.

When the auditors next review the accounting records, the auditors can see
within the accounting records and history forms that vehicle number 17 was
adjusted due to the accident and that no other car was involved in the accident.

Procedure: Create a Reason Code
Use the Reasons form in the Basic module to create reason codes for many
financial modules, or alternatively open the Reasons form from a specific
module to set up reason codes for only that module. The difference between the
two is that the Reasons form in Basic provides extra fields to assign the reason
code to any of five account types, but in each of the other modules, reason codes
are only assigned to the account type that is related to that module. For example,
if the Reasons form opens from Accounts payable, the account type is
automatically set to Vendor, and the reason codes created can only be used with
vendor transactions.

Follow these steps to create a reason code.

1. To access the Reasons form click one of the following:
a. Basic > Setup > Reasons
b. Fixed Assets > Setup > Asset reasons
c. General Ledger > Setup > Ledger reasons
d. Accounts Receivable > Setup > Customer Reasons
e. Accounts Payable > Setup > Vendor Reasons
f. Bank > Setup > Bank Reasons

2. Press CTRL+N to create a new reason.
3. Enter a unique Reason Code as identification.
4. Enter a Default Comment for the reason code. The comment
entered here is displayed as the default comment when selecting this
reason in transactions or for fixed asset changes.


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