This document provides a 9 step procedure for creating a new operational legal entity in Dynamics AX. The steps include: 1) creating the legal entity, 2) importing base company data, 3) copying number sequences, 4) refreshing voucher series, 5) setting up the ledger, 6) configuring intercompany accounting, 7) setting security, 8) running AX jobs/scripts, and 9) additional entity-specific configurations like centralized payments, products, forms, and charts of accounts. Additional details are provided for specific configuration tasks.

1. Operational company copy and
setup procedure
Dynamics AX 2012 R3
Prepared for Global Geophysical
Services

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Table of Contents
DOCUMENT CONTROL..................................................................................................................3
INTRODUCTION............................................................................................................................4
1.1. Purpose of this Document.................................................................................................4
PREPARATION..............................................................................................................................4
Entity Creation Procedure ............................................................................................................5
1.2. Step 1 –Create Legal Entity................................................................................................5
1.3. Step 2 – Import Base company data...................................................................................5
2.1. Step 3- Copy Number sequences.......................................................................................6
2.2. Step 4 – refresh voucher series attached to GLJ Journal name.............................................7
2.3. Step 5 – setupledger........................................................................................................7
2.4. Step 6 – Intercompany......................................................................................................8
2.5. Step 7 – Security...............................................................................................................9
2.6. Step 8 – Run the AX job/scripts..........................................................................................9
2.7. Step 9 – Additional configuration foreach legal entity...................................................... 11

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DOCUMENT CONTROL
Change Record
Date Author Version Change reference
2/23/2015 Pradeep 1 Firstrelease
2/26/2015 Shakil Zaman 1.1 Additional Functional Requirements
3/2/2015 Shakil Zaman 1.2 EditFunctional Requirements
3/6/2015 Shakil Zaman 1.3 AddFunctional Requirements

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INTRODUCTION
1.1. Purpose of this Document
The purpose of this document is to detail the procedure to create a new operational legal entity in
GG’s s Dynamics AX 2012 R3 (AX) environment. PREPARATION
1. Finalize the Company ID, Company Name, currency codeand
country/region for each entity that needs to be setup.
2. The business will need to confirm the ACCOUNTSTRUCTURES (general
ledger >setup> Chartof accounts >configureaccount structure) to be
built and setup for each of the new entities. They should be finalised
prior to building the new entities.
3. General Ledger > Setup> posting Intercompany accounting. You will
need to confirmthat intercompany accounting needs to be setup
between all these new entities and all other entities.

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Entity Creation Procedure
1.2. Step 1 –Create Legal Entity
OrganisationalAdmin >Setup> Organisation>Legal Entities: New
Note the country /region should be similar to the currency code (ref
spreadsheet) if not select USA
Languageis en-us in all cases. Time zone you will have to look up (but is not
used)
1.3. Step 2 – Import Base company data
1. Log out of the system, then log back into the new company created
2. SystemAdministration> Common>Data export/Import>import
Path to filerSHARESAXADMINglcotemplateGLCOMPTEMPLATE.dat

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Ensureon that on the advanced tab INCLUDED SHARED TABLES is NOT
TICKED. Then OK to import
2.1. Step 3- Copy Number sequences
OrganisationalAdmin >Common>Number sequences>Company Number
sequences copy button
Copy from118 to new entity

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2.2. Step 4 – refresh voucher series attached to GLJ Journal
name
General Ledger > setup > Journal>journalnames
Select GLJ and justreselect the voucher series (it need to referencethe one
created for the new entity)
2.3. Step 5 – setup ledger
General Ledger >setup> Ledger

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Chart of Accounts: as above
Account structure: see Preparation section of this doc
Fiscal Calendar: as above
Account currency: fromspreadsheet
All other fields as above
2.4. Step 6 – Intercompany
See preparation section of this document

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2.5. Step 7 – Security
Provideaccess as required
2.6. Step 8 – Run the AX job/scripts
1. Open the AX projectRun the AX job “SAG_JM_ProjectConfigCopy”.
Below is the attached XPO.
SharedProject_SAG_
JM_ProjectConfigCopy.zip
2. Run the AX job “SAG_NumberSeqCopyProj” to updatethe number
sequences related to Projects modules.
3. Make surethat the “Reuse numbers” checkboxis ticked for the below
highlighted number sequence references.
4. Run the class “SAG_ConfigurationDataMigrationScripts” to copy the
data fromthe base company(103 in this iteration) to the new entities
(105 and 107)
The base company should be changed in the run method of this class.

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All the required data (Including intercompany accounting) will be copied from
the basecompany to the new companies after this class is run successfully.

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2.7. Step 9 – Additional configuration for each legal entity
2.7.1. Centralized Payment
Organization Administration > Common > Organizations > Organization
Hierarchies
NOTE: The Legal Entity must be set-up in order to proceed to this step.
1. Make sure Centralizedpayments is highlighted.
2. Click Organization hierarchy in the View Tab.
3. Click Edit in the Maintain Tab.
4. Right Click on the Global Geophyscial (main) hierarchy, select Insert and
Legal entity.
5. Select the legal entity and click OK.
6. Click Publish and close in the Maintain Tab.

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2.7.2. Product Configuration
ProductInformation Management> Common > Products > All Products and
productmaster
1. On ProductTab, click New Product.
2. Enter the ProductNumber, Name and Search Name. Click OK.
3. Click on the item you justcreated. Assign the Dimension Groups for
StorageDimension group and Tracking Dimension group.
4. Select Close.

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2.7.3. Form Note
ProjectManagement and Accounting > Setup > Forms > Form Notes
1. Click New.
2. Specify the Formin the drop-down menu (i.e. Project– Invoice).
3. Verify the Language.
4. Enter the Text in the Form note.
5. Select Close.

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2.7.4. General Ledger
General Ledger > Setup > Chart of Accounts > Chartof Accounts
1. Click New in the Chart of Accounts field.
2. Enter the Chartof Accounts & Description.
3. Enter a format mask for a main account to create a structurethat is used
when main accounts are created for the chartof accounts.
4. On the Main Accounts FastTab, click New to open the Main Accounts –
chart of accounts form.
5. To create a new main accountfrom the template, click New from
template, select a template, and then click Select.
6. In the Main accountfield, enter an account number, and then enter an
account name.
7. In the Main accounttype field, select the type of main account. Profit
and loss is the default value, unless you have defined the automatic
selection of account type by prefix by using the Automatic account type
selection form.
8. If the main account type is any value other than Total, you can enter or
select a category for the main account.
9. If the main account type is Reporting, you can enter or select a reporting
type.
10. On the Financial dimensions FastTab, select Fixed value to specify that
amounts for the selected main account arealways posted to the
financial dimension value. When the financial dimension is a valid
segment in the accountstructurefor the main account, amounts are
posted to this financial dimension value, even if the journalentry or
sourcedocument contains other default values or changes to their
ledger account.
11. Select Close.

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General Ledger > Reports > Base data > Chart of accounts
The main accountcan be selected automatically, based on the firstcharacter
that you enter for a main account. To setup automatic selection, on the Main
accounts FastTab, click Automatic account type selection.
1. Select a chart of accounts.
2. On the Main accounts FastTab, click Automatic account type selection.
3. Select Close.

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2.7.5. Customer Terms of Payment
Accounts Receivable > Setup > Payment> Terms of Payment
1. Click New.
2. Enter Terms of Payment and Description.
3. Ensurethat Paymentmethod of in Setup FastTab indicates Net.
4. For Credit Card and Prepaymentthe Days in Setup FastTab, should be
defaulted to 0.
5. For N10, N15, N30, N45 and N60, the Days in the Setup FastTab, should
correspond with the Term of Payment (i.e. N10 = 10 Days).
6. Select Close.
2.7.6. Vendor Terms of Payment
Accounts Receivable > Setup > Payment> Terms of Payment
7. Click New.
8. Enter Terms of Payment and Description.
9. Ensurethat Paymentmethod of in Setup FastTab indicates Net.
10.For Credit Card and Prepaymentthe Days in Setup FastTab, should be
defaulted to 0.
11.For N10, N15, N30, N45 and N60, the Days in the Setup FastTab, should
correspond with the Term of Payment (i.e. N10 = 10 Days).
12.Select Close.

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2.7.7. Customer Groups
Accounts Receivable > Setup > Customers > Customer groups
NOTE: You mustreach out to Stephanie on any new foreign legal entity to see
if we need to add the following Customer Group:
Customer Group Description Terms of Payment
FOREIGN Foreign N30
1. Click New.
2. Enter a Customer Group,
3. Enter a Description.
4. Enter Terms of Payment.
5. Select Close.

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2.7.8. Write-Off
General Ledger > Setup > Journals > Journal Names
1. Click New.
2. Enter a Name and Description.
3. In the General FastTab, select the Journal type (i.e. Daily)
4. In the General FastTab, select Active.
5. In the General FastTab, select Approve(i.e. WRI).
6. In the General FastTab, select the Voucher Series (i.e. WRI). This is
normally done by Pradeep; however, if necessary seeinstructions for
setting up Voucher Series.
7. In the General FastTab, make surethe new voucher indicates “In
Connection with Balance.”
8. In the General FastTab, make surethe AccountType indicates
“Ledger”, “Posting Layer indicates Current,” Detail level indicates

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“Details,” Fees Posting indicates “Keep Fees in Journal,” and the
Amount selected is checked.
9. Select Close.
Accounts Receivables > Setup > Accounts Receivable Parameters
1. Select Collections.
2. In the Collections agent FastTab, assign Collections for Team.
3. In the Write-off FastTab, assign Write-Off Journal(i.e. WRI)
4. Select Close.
See 2.7.8.1 for
instructions on how to
setup Voucher series

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2.7.8.1. Voucher Series
NOTE: If the Voucher Series does not exist, you will need to create one.
Organization Administration > Common > Number Sequence > Number
Sequence
1. Click New Number Sequence.
2. In the Identification Fasttab, enter the Number sequence code (i.e. WRI).
3. In the Identification Fasttab, enter the Name (i.e. Receivable Write-off)
4. In the Scope Parameters FastTab, enter either the Scope as Company or
Shared. (NOTE: If you select Company, you must enter a Legal Entity number).
5. In the Segments FastTab, add the Alphanumeric Segment.
6. In the Segments FastTab, add the Value (i.e. ######).
7. In the Segments FastTab, add the Length (i.e. 6)
8. In the General FastTab, change the Largestto match the Value (i.e. 999999).
9. Select Close.

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2.7.9. Customer Method of Payment
Accounts Receivable > Setup > Payment> Methods of Payments
1. Click New.
2. Enter the Paymentof Method (i.e. ABTWIRE)
3. Select the Period as Total.
4. Enter the Description (i.e. ABT WIRE).
5. In the General FastTab, Change the AccountType to Bank.
6. In the General FastTab, enter the Bank Transaction type (i.e.
DEPWIRE).
7. For Customer Method of Payment type BOACHECK and BOAWIRE, in
the General FastTab, select the legal entity of the entity you are
setting up (i.e. 100) and select the Bank Accountas BOAMaster.
8. Assign Global Bank Account Legal Entity.
9. Assign Global Bank Account Bank Account.
10. Select Close.

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2.7.9.1. PaymentAccount
NOTE: If the Payment account (Bank account) does not exist, you will need to
create one.
Cash and Bank Management > Common > Bank Accounts
1. Click New Bank Account.
2. In the General FastTab, enter the Bank Account(i.e. ABTWIRE).
3. If applicable, in the General FastTab, enter the Routing Number (i.e.
113011258).
4. In the General FastTab, enter the Bank AccountNumber
(0051577557).
5. In the General FastTab, enter the Name (i.e. Amegy – Wire Transfer
Acc).
6. In the Additional Identification FastTab, enter the SWIFTcode(i.e.
SWBKUS44).
7. In the Currency Management FastTab, enter the Main Account (i.e.
10071).

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2.7.10. Vendor Method of Payment
Accounts Payable> Setup > Payment > Methods of Payment
1. Click New.
2. Enter the Method of Payment (i.e. CHECKBOAAP)
3. Make the Period Total.
4. Enter the Description (i.e. Check BOA AP).
5. If necessary, enter the payment type (i.e. Electronic payment).
6. In the File Formats FastTab, select the Export format(i.e. Check)
7. In the General FastTab, select the Account type (i.e. Bank).

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2.7.10.1. ExportFormat
NOTE: If the Export Formatdoes not exist, you will need to follow these steps.
1. Click on Setup.
2. Click on the Export formatand use the arrow to move it from
Available to Selected.
2.7.11. ProjectCategories
ProjectManagement and Accounting > Setup > Categories > ProjectCategories
1. Click New.
2. Select Category ID (i.e. AccFeesAudit)
3. Select a Category Group (i.e. EXP).
4. In the ProjectFastTab, select Active in Journals.
5. In the ProjectFastTab, select Worker as Optional.

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6. In the ProjectFastTab, Select between Non-Billable and Billable.
7. If applicable, in the CostAccounts FastTab, select a Costaccount (i.e.
550300)
8. If applicable, in the Revenues Accounts FastTab, select an Invoiced
Revenue and Accrued Revenue – Sales Value (i.e. 400400) and
Invoiced Revenue (i.e. 400400).
9. Select Close.

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2.7.12.Number Sequence
ProjectManagement and Accounting > Setup > ProjectManagement
Parameters
NOTE: Ensurethe following Reference(s) are selected:
 On-accountinvoice voucher
 On-accountcredit note voucher
 Invoicevoucher
 Credit note voucher
1. Select Number Sequences.
2. Select On-accountinvoice voucher, On-Accountcred note voucher,
Invoicevoucher and Credit note voucher.
2.7.13. Aging Period Definitions (AR & AP)
Accounts Receivable > Setup > Collections > Aging Period Definitions
1. Click New.
2. Change the Printing Direction to Backwards.
3. Enter a name for the aging period definition (i.e. 30/60/90/120).
4. Enter the Description (i.e. 30/60/90/120 Aging).
5. In the Periods FastTab, select Add.
6. The first Period to add is Current, with a unit of 0, Intervalof Day and
Aging indication of Green Check Mark.

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7. Enter the remaining data using the following sequence (NOTE: You
must follow this sequence otherwiseyou will get an error).
Period Unit Interval Aging Indicator
1-30 -30 Day Blank
31-60 -30 Day Yellow
61-90 -30 Day Orange
91-120 -30 Day Red diamond
121+ -999 Unlimited Red X
8. Select Close.
Accounts Payable> Setup > Statistics > Aging Period Definitions
1. Mirror the steps from Aging Definition for Accounts Receivable.
2. Select Close.
2.7.14. DefaultInvoicing Group
ProjectManagement and Accounting > Setup > ProjectManagement and
Accounting Parameters
1. Select ProjAX parameters
2. Select Activate InvoiceAdjustments.
3. Select Default invoicing group (AQ).
4. Select Category (RevAdj).

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2.7.15. OperationalCalendar
Organization Administration > Common > Calendars > Calendars
1. Click New.
2. Select a Calendar.
3. Enter a Name.
4. Click Working times and ComposeWorking Times to create or update
working times to the calendar.
5. In the Calendar field, select the name of the calendar to compose
working times for.
6. In the from date field, enter the first date to compose working times
for.
7. In to the To date field, enter the last date to compose working times
for.
8. In the working time template field, select the appropriate template.
9. Click OK.

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2.7.16. Working Calendar
ProjectManagement and Accounting > ProjectManagement and Accounting
Parameters
1. Click the Scheduling Tab.
2. Select STD in the Default working calendar.

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2.7.17. Customer Posting Profile
Accounts Receivable > Setup > Customer Posting Profile
1. Click New.
2. Enter a Posting profile (i.e. DEFAULT)
3. Enter a Description (i.e. Default Posting profile)
4. In the Setup FastTab, select an Accountcode (i.e. Group)
5. In the Setup FastTab, select the Account/Group number (i.e. INTER)
6. In the Setup FastTab, select the Summary Account(i.e. 110200)
7. If applicable, in the Setup FastTab, select the Write-off account (i.e.
560735).
8. Select Close.
Accounts Receivable > Setup > Accounts Receivable Parameters > Ledger and
Sales Tax > General Fast Tab
1. In the General FastTab, select the posting profile as DEFAULT.

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2.7.18. Vendor Posting Profile
Accounts Payable> Setup > Vendor Posting Profile
1. Click New.
2. Enter a Posting profile (i.e. DEFAULT)
3. Enter a Description (i.e. Default)
4. In the Setup FastTab, select the Account code (i.e. Group).
5. In the Setup FastTab, select the Account/Group number (i.e. INT).
6. In the Setup FastTab, select the Summary Account(i.e. 200200). NOTE:
There is no Write-off account in this step).

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Accounts Payable> Setup > Accounts Payable Parameters > Ledger and Sales
Tax > Posting FastTab.
1. In the General FastTab, select the posting profile as DEFAULT.