2024年4月8日发(作者：)
Chapter 2: Basic Navigation
CHAPTER 2: BASIC NAVIGATION
Objectives
The objectives are:
• Describe the components of the rich client user interface.
• Navigate the Microsoft Dynamics
®
AX menu structure.
• Find a customer in the customer list page.
• Create a sales order.
• Create an alert rule.
• Update a sales order to shipped.
• View details of a selected field.
• Add notes through document handling.
• Invoice a sales order.
• Use the Help.
• Personalize a form.
• Post a customer payment.
• Use workflows.
• Submit a workflow.
• Describe quick navigation tips.
Introduction
This chapter introduces the user interface of the Microsoft Dynamics AX 2012
client. The rich client application typically is installed on an end-user's computer
or can be accessed through remote desktop.
The main client workspace contains the menu and tools. The menu provides
access to forms and reports that display data. Different types of forms are used
which are dependent on the type of data and the way that they will be used. Form
types include list pages, master details forms, transaction detail forms, and
parameter forms.
A key design principle of the application is to be powerful yet simple to use. It
uses design elements from other Microsoft products so that the user experience is
familiar. It is easier for end-users to learn and more intuitive to use.
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Rich Client User Interface
This lesson discusses the components of the client interface.
Client Workspace
The client workspace has the following components:
The Title bar is located at the top of the window. This standard Microsoft
Windows feature displays the application name, license name, server name, and
the company code. It also displays standard Microsoft Windows buttons to
minimize, maximize and close the application.
The Address bar is located underneath the Title bar. It gives a "breadcrumb"
trail that shows where you have been in the program and how to return. It has
three components:
• Forward and Back buttons let you move back and forward through
previous pages as you would in Internet Explorer.
• The Address field lets you navigate through modules and pages as
you would in Windows Explorer.
• The Search bar lets you search through the application for menu
items and data.
The File menu is located under the Address bar. It is a standard Microsoft
Office interface component. It gives access to general functions and tools
available in the application.
There are three buttons that are located to the right of the File menu.
• The Windows menu lets you open a new application workspace or a
new developer workspace. It is also useful to navigate through
multiple windows that are open at the same time.
• The View menu lets you personalize your workspace.
• The Help menu gives multiple options to get help with using the
application.
The Navigation pane is located on the left and displays the application menu in a
way that resembles Microsoft Outlook.
The Content pane is the main area. Role centers, Area pages and List pages
are displayed within the content pane.
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The Status bar is located at the bottom of the application window. The Status
bar can display information such as the user ID, date, time, company and help
text. Information displayed on the status bar can be configured by the user in
User options. File menu > Tools > Options > Status Bar.
FIGURE 2.1 CLIENT WORKSPACE
Demonstration: Status bar options
Role: All roles
Scenario: Several sales representatives share one computer in the showroom.
They want to ensure they are using their login information when they use
Microsoft Dynamics AX. They change their options to display the user ID in the
status bar.
To change the fields displayed in the status bar follow these steps:
1. Click the File menu.
2. Select Tools.
3. Select Options.
4. Go to Status bar.
5. Select Show user ID.
6. Close the Options form and view your user ID in the Status bar.
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Switch Between Modules
There are two ways to switch between modules within Microsoft Dynamics AX.
• The Address field lets the end-user navigate between modules in a
way that resembles using Windows Explorer. You can type a path or
click the arrow icon button next to each entry in the path to choose
your next location.
• The Navigation pane lets the end-user navigate between modules in
a way that resembles using Microsoft Outlook.
Security controls which modules a user can access according to their role. Very
few end-users will see all modules when they use Microsoft Dynamics AX. This
makes the application simpler to use. Click a navigation pane button to display
the area page for that module.
Menu Items and Area page
Menu items are used to launch all list pages, forms, inquiries and reports.
The Area page is displayed within the content pane when a module is selected. It
displays all menu items relevant to that module. They are grouped logically to
make it easier for end-users to find what they need. You can expand or collapse
groups by clicking the arrow next to the name.
• Common contains the most commonly used menu items for an
application module. Most menu items in this group are designed to
quickly find a record or group of records and then perform an action
with those records.
• Journals are used for posting transactional data. A journal details
which transactions occurred and which accounts were affected.
Menu items in this group provide access to forms for interacting with
journals.
• Inquiries are designed for read-only access to information in an on-
screen form. They enable search and analysis of data without
needing to generate a traditional report. This menu group provides
access to forms used for inquiry.
• Reports are designed to display data in a printable report format.
• Periodic contains menu items for forms that are used periodically.
They often are used for bulk updates to a set of records.
• Setup contains menu items that maintain the general setup of
features related to the selected module.
Commonly used menu items can be added to an end-user's Role Center or to
their favorites list in the navigation pane. This makes it faster and easier to
access areas of the application that are used most frequently.
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Navigation Pane
The navigation pane is an alternate way to change modules and access menu
items.
Personalize the navigation pane
An end-user can personalize the navigation pane. Options are available to
rearrange the order or hide modules. The navigation pane can also be hidden
completely if you prefer to use the address bar and area page only. These options
are available in the View menu. You can access the View menu from the File
menu, the View button in the command bar or by pressing Alt+V.
Auto-hide
You can choose to auto-hide the navigation bar. This increases the space that is
available for the content pane. The navigation pane collapses to a vertical bar and
expands when you move the mouse pointer over the bar.
Favorites
You can add regularly used menu items to your favorites list which is displayed
at the top of the navigation pane. Right-click on a menu item and select Add to
favorites to add it to your favorites.
Switch Between Companies
Microsoft Dynamics AX supports multiple companies within one instance of the
application. The title bar displays the current company account that the user is
working in. Some users find it useful to have multiple workspaces open when
they work simultaneously across multiple company accounts.
End-users can switch between companies in different ways:
• Open a different company from the Address bar by clicking the
arrow icon to the left of the company ID.
• Click the company ID displayed in the Status bar. This displays a
list of companies available. Click OK to switch to the selected
company within the same workspace or New Workspace to open the
company in a separate workspace.
Security controls which companies a user can access. You can configure security
within a company so a user may have more or less access in other companies.
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Demonstration: View setup in another company
Role: April, Accounts Payable Clerk.
Scenario: April usually works in Contoso US but wants to see the vendor groups
used in the Contoso Europe company.
Follow these steps to open Contoso Europe in another workspace and check
vendor groups.
1.
2.
3.
4.
5.
Click the ceu company ID displayed in the status bar.
Select CEE company ID.
Click New Workspace.
Open the Accounts Payable module by using the address bar or
navigation pane.
Vendor groups are part of the general setup of the Accounts Payable
module. Use either the navigation pane or area page to open
Setup - Vendors - Vendor groups.
Click Close to close the Vendor groups form.
Click the Close button in the Title bar to close the CEE workspace.
An infolog is displayed to notify you that you are returning to the
CEU company. Click Close.
6.
7.
8.
Role Centers
A role center displays specific data, reports, alerts, and common tasks associated
with a user's role in the organization. There are 39 roles available out of the box
with Microsoft Dynamics AX 2012. These roles cover the most common types of
end-users.
The benefits of roles centers are as follows:
• Makes relevant information easily accessible in one screen. This
reduces the need to open multiple forms and reports to access
important information.
• Helps prioritize the most important tasks that need to be performed.
• Highlights exceptions that may need additional action.
Roles centers are customizable both globally and for an individual user. You can
also create new role pages. For example, an ISV solution may include
functionality for different roles and therefore may include new role centers.
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Role pages are deployed by using SharePoint and display multiple web parts.
Web parts are controls that can display information from various sources. These
sources can include Microsoft Dynamics AX, other applications and external
web-based sources such as weather reports.
FIGURE 2.2 ROLE CENTER
Role Center Web Parts
The standard Microsoft Dynamics AX web parts that are displayed on role
centers include the following:
• Cues are visual stacks of work that display the number of records
found satisfying the query criteria.
• Key Performance Indicators (KPIs) are visual indicators of goal
achievement. They may be displayed in various forms including
traffic light or arrow indicators.
• The Work list displays all alerts, activities and outstanding
workflow actions.
• Charts display directly in the role page.
• Reports display directly in the role page.
• Quick Links are links to commonly used menu items, files or web
pages.
• My Reports are links to commonly used reports.
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List Pages
A List page is the first place an end-user should go to search and act on
information. It is optimized to view and search through a list of records.
The components of a list page are as follows:
• The Grid displays a list of records. It displays only a few of the most
important fields for each record.
• The Filter pane is used to enter search criteria. This filters the list in
the grid to show only the records an end-user is interested in. The
filter pane contains the quick filter bar and buttons for advanced
filters.
• The Preview pane displays more fields about the selected record.
This helps to make sure that you have selected the correct record in
your search.
• The FactBox pane displays more information about the selected
record from related tables.
• The Action pane contains menu items that let you do typical tasks
related to the selected record.
FIGURE 2.3 LIST PAGE
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Demonstration: Data in List pages
Role: Arnie, Accounts receivable.
Scenario: Arnie regularly uses the full customer list. He uses various methods to
view, sort, and filter data in the All customers list page.
1. Go to Accounts receivable > Common > Customers > All
customers.
2. Click on the top of the column Customer account or right-click on
the customer account and select Sort ascending.
3. Remove the sort by using either of these methods:
a. Click the Remove Filter/Sort button in the Advanced filter
buttons.
b. Press Ctrl-Shift-F3.
c. Right-click and select Remove filter/sort.
4. Add a column with the customer group to the grid. Click the down
arrow next on the button showing Customer account in the Quick
filter and select More.
FIGURE 2.4
Expand Customers and select Customer group.
Click Add.
Close the Select fields form.
Show only customers who contain sun in the name. Type sun and
select Name as the field to filter on. Press ENTER.
9. Click the Remove filter/sort button.
10. Select the customer group field on the Cave wholesalers record.
Click the Filter by selection button in the Advanced filter buttons or
right-click and select Filter by selection.
11. Reset the form to remove customer group and return to the standard
form layout. Right-click in the grid and then click Personalize.
12. Click the Reset button.
13. Close the Personalization form.
5.
6.
7.
8.
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Master Detail Forms
Master Detail forms display all fields on a specific master record. These forms
are used for master records such as customers, vendors, fixed assets and
products.
The components of a master details form are as follows:
FastTabs display fields in logical groups. You can collapse or expand them by
clicking the arrow to the left of the FastTab name. Alternatively, you can right-
click and expand all, collapse all, or go directly to a tab.
Summary fields are displayed at the top of each FastTab. This lets you see the
more important data without having to expand the tab.
The FactBox pane displays more information about the selected record from
related tables.
The Action pane contains menu items which let you perform typical tasks
related to the record.
FIGURE 2.5 MASTER DETAIL FORM
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View/Edit Mode
View mode
In most cases, an end-user will go to a master details form to view information.
When you double-click a record or press Enter on a selected record in a list
page, the details form will usually open in view mode. This reduces the risk of
you accidentally changing data.
Edit mode
To edit a record, you must enter Edit mode. Click the Edit button in the action
pane or right-click on a record and select Edit record.
View/Edit option
If an end-user mostly uses a particular details form to edit information, you can
change the settings to always open that form in edit mode. This option is
available in the View menu. File menu > View > Default Form View/Edit
mode.
Saving changes
Microsoft Dynamics AX automatically saves changes when you move off a
record or close a form. You do not have to click Save every time that you make a
change. If you have made a change that you do not want to save, press F5 to
refresh the form. Alternatively press ESCAPE and you will be prompted to save
changes. If you click No, the change that you made will not be saved. You must
do this before you move off the record or closing the form.
General Actions
Most menu items in the action pane are specific to the type of data that is
displayed in the form. However, there are several common items that appear in
most forms.
Edit is used to open the details form in edit mode.
Edit in grid is used to open the grid in edit mode. This lets you update data on
multiple grids more easily.
Delete is used to delete the selected record.
Refresh is used to refresh the list. Any new records or changes since the form
was opened will be displayed.
Export to Microsoft Excel will export the data in the grid to an Excel sheet.
This is covered in more detail in the Reporting chapter.
Attachments is where you can add notes, documents, spreadsheets, and other
files to records.
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Demonstration: Find and view a customer record
Role: Connie, Collections Agent.
Scenario: Connie has a message from Paul Shen. He works for a university but
the message taker did not write down the exact name. The message says to stop
sending account statements because he now has access to view his account on the
customer portal. Find the correct customer account and change details.
1. Open the Accounts receivable module by using either the address
bar or navigation pane.
2. Go to Accounts receivable > Common > Customers > All
customers list page.
3. Type university and Press ENTER. Notice that when you open the
page, the focus is set automatically to the search field. You do not
have to click in the search field to start searching.
4. There are three results that satisfy the search criteria. Expand the
Contacts FactBox and verify which of the three accounts Paul Shen
is associated with.
5. When you have highlighted the correct customer account, just press
ENTER to open the Details form. The customer details form opens
in view mode to show all details on the Mountain University
customer record.
6. Expand the Miscellaneous details FastTab to see the Account
statement setting that is currently set to Always.
7. Click Maintain > Edit in the action pane. The customer details
form is now in edit mode.
8. Change Account statement to Never.
9. Click the Close button to close the form and save changes.
10. Click OK to recalculate the credit limit.
Transaction Detail Forms
Transaction detail forms are optimized for data entry. Examples of transaction
detail forms are sales orders and purchase orders. Transaction detail forms
contain a header and lines section.
In most cases, an end-user will enter a transaction detail form to enter line items.
Therefore, the form is opened by default in edit mode and the focus moves to the
lines.
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For example, most of the information on the sales order header will default from
the customer record. Therefore, most data entry on the sales order form involves
entering sales order lines. The sales order form facilitates this most common
scenario. It takes a user directly to the sales order line entry area. The sales order
form displays the following sections:
• Sales order header - the most commonly changed fields from the
sales order header.
• Sales order lines - the most commonly changed fields from the lines
in a grid view.
• Line details - tabs displaying all fields for the line highlighted in the
sales lines grid.
• FactBoxes - display information related to the sales order header.
• Action pane - contains action buttons that you can use to perform
tasks related to the sales order header.
• Status bar - contains information and tools relevant to viewing data
in detail.
If a user wants to see or edit other information on the header, you can switch to
header view by using the Header view button in the action pane.
FIGURE 2.6 TRANSACTION DETAIL FORM
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Demonstration: Enter a sales order
Role: Nancy, Super sales rep.
Scenario: Nancy receives a call from her account River Hotel. The company
would like a quotation for a black, 50-inch, HD, LCD model 01 television. The
item number is 1001. The company needs it quickly so one of its employees will
pick it up from warehouse 21.
1. Go to Sales and Marketing > Common > Sales orders > All sales
orders list page. This displays a list of all sales orders in the grid.
The preview pane displays the lines of the selected sales order.
2. Click New > Sales order in the action pane.
3. The Create sales order form opens and the focus is on the customer
account number. You can start typing in the drop-down list to find
the customer by pressing Tab to go to the customer account name
field in the drop-down list, and then type River until you find River
Hotel, customer number 2002. Click the record or press ENTER to
select the customer.
4. Go to Mode of delivery in the Shipping FastTab. Change the mode
of delivery to 60 - Customer pick up.
5. Press OK to create the sales order and enter the sales order lines.
6. Enter the item number 1001.
7. Enter Quantity 1, Configuration HD, Size 50, Color Black 01,
Warehouse 21.
8. Most of the details on the sales order header are default values based
on the customer and company setup. However, if you want to check
the header, click Show > Header view in the Action pane to see all
the fields.
9. Close the Sales order form.
Alerts
Alerts give end-users the ability to set up rules for Microsoft Dynamics AX to
notify them about data changes or dates.
Alerts can be received by a dialog box in the main window or by email with a
hyperlink to launch Microsoft Dynamics AX and take the user directly to the
form and record in the alert.
Alert notifications appear in the work list on an end-users role page. They can
also be viewed when you click on the Notifications button in the status bar or
File menu > View > Notifications.
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Alert Types
There are two types of alerts.
• Change based alerts can notify you if a change has been made to a
record. Perhaps a record has been created or deleted or that a
particular field on the record has changed. For example:
o Arnie in Accounts Receivable may want to be notified every
time that a new customer is created so that he can perform a
credit check.
o Nancy in Sales may want to be notified every time that a
customer credit limit has been changed for customers who have
her as the main salesperson.
o Annie in Accounting may want to be notified every time that a
general ledger entry is posted to the petty cash account that has
an amount greater than $100.
• Date based alerts can notify you within a time frame of a date. For
example:
o April in Purchasing may want to be notified if any purchase
order was scheduled to be delivered yesterday and the status is
still Open order. This indicates that it is a late delivery.
o Nancy in Sales has an important sales order and wants to be
notified when the ship date is due the following day so that she
can confirm with the customer.
o Prakash in Projects may want to be notified if any projects he is
project manager for have an end date that has been postponed.
Demonstration: Create an alert rule
Role: Nancy, Super Sales Rep.
Scenario: Nancy wants to be notified when the sales order she created for River
Hotel has been collected and the status is updated to delivered so she can send a
thank you note.
1. Go to Sales and Marketing module > Common > Sales orders >
All sales orders list page.
2. The sales order number for River Hotel which you created in the
previous procedure ended in number 1248. Type 1248 in the search
bar and press ENTER.
3. The order status is displayed in the grid. The Status is currently
Open Order. When the order has been collected, the status will
change to Delivered. You can set an alert to notify you when that
field changes. Right-click on Open order in the Status field and
select Create alert rule.
4. Confirm in the Create alert rule form that you are setting an alert to
notify you about the Status field on the Sales orders table.
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5. Change the event from has changed to is set to..
6. Select Delivered as the selected value in the drop-down field next to
the Event.
7. Set the alert for only this Current record in sales orders (Sales
order: SO-101248, Name: River Hotel).
8. Enter the message "They've picked up the order, send a thankyou
note".
FIGURE 2.7 CREATE ALERT RULE
9. Click OK to save the alert rule.
10. Close the Manage alert rules form.
NOTE: You will see an alert pop up notifying you that the sales order has been
delivered after you complete the next demonstration.
Make sure that you have completed Step 1 of the Virtual Machine Setup
Instructions that are included at the end of Chapter 1 of this training course
before you start this demonstration.
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Document Handling
Chapter 2: Basic Navigation
Document handling lets an end-user attach notes and files to any record in
Microsoft Dynamics AX.
Role: Sammy, Shipping and Receiving.
Scenario: Sammy uses the Sales pickup list page to update orders that a
customer has picked up from the warehouse. An employee from River Hotel has
arrived to pickup a television which the company ordered earlier that day. Update
the order to delivered status.
Demonstration: Deliver sales order
1. Go to Inventory and warehouse management > Common > Sales
pickup. This form displays all open sales orders with the customer
pickup mode of delivery.
2. Hold the mouse pointer over item number 1001 to see the tooltip that
displays summary information about the item.
3. Sammy noticed that this model is poorly packaged and is likely to be
damaged during transport. He adds a note to the item so that other
end-users know about this. Right-click on the item number 1001 in
the preview pane and select View details. View details is a fast way
way to drill down to a related details form without returning to the
main menu.
4. The item details form is displayed. Click the Attachments button in
the action pane.
5. Click the New button and select Note.
6. Type Poor packaging in the Description field.
7. Type This item is poorly packaged and damage during transport
is likely in the text box in the lower half of the Document handling
form.
8. Close the Document handling form
9. Close the Item details form.
10. Select the sales order number SO-101248 and then click the Packing
Slip button in the action pane to update the sales order to delivered
status and print a packing slip.
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11. The Packing slip report is displayed on the screen.
12. Close the Packing slip report.
13. Close the Sales pickup form.
FIGURE 2.8 PACKING SLIP
Help
Help with using Microsoft Dynamics AX is available in multiple ways. Full
application help is available from within the client application.
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Press F1, or click the Help button, in the command bar and select Help to launch
the end-user application help. This contains Help on individual fields and forms.
It also contains procedural Help to assist with completing a business process
within the application. Search is available within the application Help.
FIGURE 2.9 HELP
Other sources for help include the following:
Search Help for application users on Microsoft TechNet
(/fwlink/?LinkId=205285). Use optimized search to
find the latest updated Help on the web for Microsoft Dynamics AX
application users.
Search Help for system administrators on Microsoft TechNet
(/fwlink/?LinkId=193183). Use optimized search to
find the latest updated Help on the web for Microsoft Dynamics AX system
administrators.
Search Help for developers on MSDN
(/fwlink/?LinkId=188679). Use optimized search to
find the latest updated Help on the web for Microsoft Dynamics AX
developers.
The Microsoft Dynamics AX developer center on MSDN
(/en-us/dynamics/ax/). Browse the
online developer resources for Microsoft Dynamics AX, including news,
downloads, and blogs.
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The Microsoft Dynamics AX site on
(/fwlink/?LinkId=103682). As the home portal for
Microsoft Dynamics AX users, this site provides access to current product
documentation and technical articles, and serves as a catalog of other
Microsoft Dynamics AX resources.
CustomerSource (/fwlink/?LinkId=92647). A benefit
of your Enhancement Plan enrollment, CustomerSource helps you keep your
solution current and enhance the productivity of your users. You can search
the Microsoft Dynamics AX Knowledge Base, download product and
documentation updates, view online training, update your profile, retrieve
product registration keys, read product news, and receive support and
documentation for earlier versions of Microsoft Dynamics AX.
Microsoft Dynamics AX Community
(/dynamics/ax/). Participate in the
Microsoft Dynamics AX community, and interact with a pool of experts and
experienced users. Microsoft Dynamics communities offer a unique
opportunity for you to share valuable tips, receive answers to difficult
questions, and broaden your understanding of business management software.
The community provides links to newsgroups, technical chats, weblogs
(blogs), webcasts, events, user groups, and newsletters.
Microsoft Dynamics Training
(/dynamics/using/). Whether the
people in your organization are just starting to learn about Microsoft
Dynamics AX or they are seasoned veterans who want a quick refresher,
Microsoft Dynamics provides a wealth of training opportunities designed to
increase their knowledge and productivity. From classroom training to
Internet-based learning, Microsoft Dynamics provides high-quality training
when they need it, and where they need it.
Demonstration: Invoice sales order
Role: Arnie, Accounts Receivable.
Scenario: Arnie regularly checks the Shipped but not invoiced sales orders list
page to make sure that he generates and issues invoices as soon as possible after
shipment.
Follow these steps to invoice the sales order for River Hotel.
1. Go to Accounts Receivable > Common > Sales orders > Shipped
but not invoiced sales orders list page.
2. Double-click the sales order for River Hotel to view the sales order
details.
3. Go to the Invoice tab of the action pane.
4. Arnie notices there is an option for a Pro forma invoice. He is not
sure what that is used for. Press F1 to access the Help.
5. Click Hide all to collapse all the help topics displayed.
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6. Scroll down the Invoice actions topic. Click on the arrow next to
Invoice actions to expand the topic. View information about the Pro
forma invoice action. This just prints a preview of the invoice
without journalizing any transactions. Arnie does not need this action
today.
7. Close the Help window.
8. Close the Sales order details form to return to the list page.
9. Click Generate > Invoice in the Invoice tab of the action pane.
This opens the Posting invoice form.
10. Select the Print invoice check box in the Print options group. The
default print options will print the invoice to screen.
11. Click OK to process the invoice.
12. Click Yes to print the invoice to screen.
13. Click Close to close the Invoice report.
FIGURE 2.10 INVOICE
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Personalization
Workspace Personalization
Hide panes
Some end-users prefer to have less information and maximize screen space. You
can hide components of the workspace by using the view menu. You can access
the View menu from the File menu, the View button in the command bar or by
pressing ALT+V.
The following components can be hidden from view:
• The preview pane
• The FactBox pane
• The navigation pane
FactBoxes
Individual FactBoxes in the FactBox pane can be hidden or rearranged. Click the
yellow Configure button at the end of the FactBox name to hide or move the
box. This is also available in the view menu.
Form Personalization
End-users can personalize their view of forms anywhere in Microsoft Dynamics
AX. There are multiple ways to personalize a form:
• Hide fields or groups of fields.
• Move fields or groups of fields.
• Rename a field or action.
• Turn off editing of a field.
• Rearrange FastTabs on a form.
• Select fields to skip when pressing tab through a form.
• Hide or rearrange options in the action pane.
Form changes are saved automatically and will remain for that end-user. Changes
do not affect how another end-user sees the form. In addition, an end-user can:
• Save multiple versions of the form.
• Retrieve another user's version of the form.
• Reset the form to the standard layout.
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You can open the Personalization form in two ways:
• File > Command > Personalize
• Right-click in a field on a form and select Personalize.
Demonstration: Enter customer payment
Role: Arnie, Accounts Receivable.
Scenario: Arnie receives the following checks from customers.
• River Hotels $3800.00 check number 100012.
• Rainbow Hotel $5502.00 check number 390099.
Arnie enters many customer payments. He enters the first payment and then
realizes that he can speed up his data entry time by personalizing the customer
payment form.
1. Go to Accounts receivable > Journals > Payments > Payment
journal form.
2. Press Ctrl+N to create a new journal.
3. Select the journal name ARPay. Arnie always uses this journal name
for the check payments that he processes.
4. Click Enter customer payments in the action pane.
5. Press TAB to move to the Payment reference field and enter the
check number 100012.
6. Press TAB three times to move to the customer account field and
select customer 2002 River Hotel as the customer.
7. Press TAB four times to move to the description field and enter
"Check payment".
8. Press Tab to move to the amount field and enter $3800.
9. A list of outstanding invoices is displayed in the Select to pay
section at the bottom of the form. Select the Mark check box to
select invoice number 101093 which is being paid.
10. The amount to be settled now displays $3800.00 and the amount
remaining to be allocated is $0.00.
11. Click Save in journal.
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Demonstration: Enter customer payment - Part 2
After he enters the first check, Arnie decides to personalize his form to make it
easier to enter the required data. He customizes his form in the following way:
• Hide the deposit slip field because his bank deposits each check
individually into the bank account.
• The payment date field is usually today so he wants to skip this
field when tabbing through the form.
• The customer field should appear at the top of the page.
• He would prefer the Payment reference field to be called "Check
number".
1. Right-click on the deposit slip check box and select Hide.
2. Right-click on the payment date field and select Personalize. The
personalize form reflects the form components in a tree view.
3. Highlight the Payment date field in the personalize form and select
the Skip check box in the area beside the tree.
4. Expand the PaymentInfo_Total group until you see the field
Amount. Highlight the Amount field. Type Payment Total in the
label field in the area to the right of the tree.
5. Highlight the group of fields called PaymentInfo_Account. This
group contains the customer number. Click the Up button below the
tree to move the group to the top of the form above the
PaymentInfo_TransDate group.
6. Expand the PaymentInfo_Account > PaymentInfo_PaymMode
and select the Skip check box on the field Method of payment.
7. Expand the PaymentInfo_Account > OffsetAccountGroup and
check the Skip option on the fields Offset account type
and Offset
account.
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Chapter 2: Basic Navigation
8. Close the Personalization form.
9. Close the Enter customer payments form to return to the journal
header.
FIGURE 2.11 FORM PERSONALIZATION
Demonstration: Enter customer payment - Part 3
Follow these steps to enter the second payment with the new customer payment
details form layout. Notice fewer keystrokes are required to enter the same
transaction data.
1. Click Enter customer payments in the action pane.
2. Press tab to enter the customer number. Hint: The keyboard
shortcut to open the drop-down box is ALT+Down Arrow. Select
customer 2003 Rainbow Hotel.
3. Press TAB to go to the Payment reference field. Enter the check
number 390099.
4. Press TAB to go to the Description field. Enter the letter C.
Autocomplete suggests the previously used text. Autocomplete can
be disabled in user options.
5. Press TAB to go to the Payment Total field and enter the amount of
$5502. Notice that the field label has changed from Amount.
6. Select the Mark check box to select invoice 101068.
7. Click Save in journal.
8. Click Close.
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9. Post the journal by clicking the >> button in the action pane to show
more options. Select Post > Post.
10. Close the infolog.
11. Close the Payment journal form.
Workflow
In Microsoft Dynamics AX, the term workflow is defined in two ways:
• Workflow is a System. This system is included in Microsoft
Dynamics AX and provides functionality that can be used to create
individual workflows, or to automate business processes.
• Workflow is a Business Process. This business process defines how
a document "flows" through the system by displaying who must
process and approve it.
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The following illustration shows an example of a purchase requisition workflow.
This workflow shows which users must review and approve purchase
requisitions. In this example Phyllis, the Accounting Manager must approve all
purchase requisitions. If the requisition includes an item with a cost greater than
$5,000.00 it will be routed for approval to Sara, the CFO. If the requisition
includes an item of computer equipment, it will be routed for approval to Tim,
the IT Manager.
FIGURE 2.12 EXAMPLE WORKFLOW FOR PURCHASE REQUISITION
REVIEW AND APPROVAL
Benefits of Workflows
There are many benefits of using the Workflow system in an organization. Some
key benefits are as follows:
• Consistent business processes. The Workflow system enables
managers to implement the desired business process for specific
documents, such as purchase requisitions and expense reports. By
using the Workflow system, managers make sure that documents are
reviewed and approved in a consistent and efficient manner.
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• Business process visibility. The Workflow system enables managers
to track the status and history of a specific workflow. This enables
the managers to analyze and determine whether changes must be
made to the workflow to improve efficiency.
• Centralized work list. Users can view a centralized work list to
view the tasks assigned to them by the workflow system. This work
list is available from the Role Centers in the Microsoft Dynamics AX
client and Enterprise Portal.
Working with Workflow
Workflow requirements are clearly visible to the end-user. A yellow workflow
message bar appears at the top of the form if workflow processing is required.
This makes it simple for the end-user to comply with business policy and reduces
the risk of users taking actions to bypass required approvals.
Submitters and reviewers both work with the workflow message bar to take
specific workflow-related actions. The button options change , depending on
whether a user is submitting, approving or taking another type of action. This
provides a consistent method of interacting with workflow.
Demonstration: Submit a workflow
Role: Julia, Marketing Executive.
Scenario: Julia needs to purchase Microsoft Access for some advanced market
research. Purchase requisitions can be created in both the rich client and
enterprise portal. Julia works in the rich client most of the time so she will create
it in there.
Follow these steps to submit the purchase requisition:
1. Go to Procurement and Sourcing > Common > Purchase
requisitions > Purchase requisitions prepared by me list page.
2. Click New > Purchase requisition in the action pane.
3. Enter Market research software as the Name.
4. Click OK.
5. Select Research as the Business justification - Reason.
6. Click the Add items button.
7. Select Procurement category Computer.
8. Highlight item D4 Access 2010.
9. Click the Select button.
10. Click OK.
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11. Click the Submit button in the yellow workflow message bar.
12. Enter the comment "Software needed for marketing research" and
then click the Submit button.
13. Close the Purchase requisition form.
Make sure that you have completed Step 2 and 3 of the Virtual Machine Setup
Instructions that are included at the end of Chapter 1 of this training course
before you start this demonstration.
Demonstration: Approve a workflow
Role: Phyllis, Accounting Manager.
Scenario: Phyllis receives a workflow task in the work list on her role center.
She views the requisition and approves it. Log on to Microsoft Dynamics AX as
Phyllis and approve the purchase requisition.
1. Click the Windows Start button.
2. Click the power button options and select Switch user.
FIGURE 2.13 POWER BUTTON OPTIONS
Press Ctrl-Atl-Del.
Select Other user.
Enter User name Phyllis and Password Pa$$w0rd.
Open Microsoft Dynamics AX.
Click OK to be prompted later to participate in the customer
experience improvement program.
8. The Work list displayed on Phyllis's Role center displays any
outstanding tasks, alerts or approvals. Select the Approval of
purchase requisition task.
9. Look at the various approval options available. Click the Actions
button and select open purchase requisition.
10. Phyllis reviews the request and approves the requisition. Click the
Actions button in the yellow workflow bar and select Approve.
11. Click Approve to approve without a comment.
12. Close the Purchase requisition form.
13. Click the Windows Start button.
14. Click the power button options and select Switch user.
15. Select ContosoAdministrator.
3.
4.
5.
6.
7.
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16. Enter Password Pa$$w0rd.
17. Press ENTER.
NOTE: An end-user can also see workflow alerts by clicking the Alert icon in the
status bar or from File menu > Tools > Alerts - event inbox.
Make sure that you have completed Step 2 and 3 of the Virtual Machine Setup
Instructions That Are Included at the end of Chapter 1 of this training course
before you start this demonstration.
Demonstration: View workflow configuration
Role: Tim, IT Manager.
Scenario: Tim is responsible for maintaining the workflow rules for purchase
requisition approval. He wants to check the current setup to make sure that it is
correct.
1. Go to Procurement and Sourcing > Setup > Procurement and
sourcing workflows form.
2. Select the workflow with the name of Purchase requisition review.
3. Click Maintain > Edit in the action pane.
4. Double-click the Approve purchase requisition icon in the
workflow explorer to view the approval steps.
5. Notice there are two approval steps. The first level is for All
purchase requisitions. The second is for purchase requisitions
Greater than $100,000. Right-click the All purchase requisitions
icon and select Properties to see more information about the
approval step.
6. Click Assignment in the list on the left. Click the Role based tab to
see that this approval step is assigned to the Accounting manager.
Phyllis is the accounting manager so she will approve all purchase
requisitions.
7. Click Close to return to the workflow steps.
8. Right-click the Greater than $100,000 icon and select Properties.
9. Click Assignment in the list on the left. Click the Role based tab to
see that this approval step is assigned to the Chief executive officer.
Charlie is the CEO so he will also approve any purchase requisitions
with a value of over $100,000.
10. Click Condition in the list on the left to see the condition that must
be satisfied before this workflow step is activated.
11. Click Close to close the properties form.
12. Close the workflow form.
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Quick Tips
Chapter 2: Basic Navigation
Session Date
End-users can change their session date. This is useful if they are processing
many transactions for a date other than the current day. This can help reduce data
entry errors because they do not have to keep changing the date. Any time that
you create a line with a date field, it will use the system date instead of the
current date. For example, you can use this when back dating journals or posting
invoices in advance.
You can change the session date by going to the File menu > Tools > Session
date and time. You can also change it when you click on the date field if it is
displayed in the status bar.
Note: The transaction created date and time always will be the current time. The
audit trail always will show the actual date and time that the transaction was
created regardless of the transaction date.
Field Entry
Date entry
If you type "d" in a date field it always will give the current session date.
If you type "t"in a date field it always will give the current date. This is useful if
an end-user has changed the system date.
The month and year fields always will default to the current month/year. For
example, if today is August 1 2011, you can type 15 to enter the date August 15
2011. Or you can type 0903 or 9/3 to enter the date September 3 2011.
Most punctuation keys can be used as the date separator including period,
comma, forward slash or space.
Numerical entry
All numerical fields in Microsoft Dynamics AX act as a calculator. You can type
a mathematical expression in a numerical field and it will return the result. For
example, if you enter 1000*.95 in the sales lines price, the field will calculate
$950.00.
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Filter In Grid
Filter in grid can be used to search and filter data wherever there is a list of data.
For example in list page grids or drop downs.
CTRL+G or the Filter by grid button will make the first line a filter where you
can enter criteria. The arrow at the end of the field gives the user filter options.
This makes creating a filter simple because it adds the necessary wildcard
characters such as *, >, <.
Keyboard Shortcuts
Keyboard shortcuts are available throughout Microsoft Dynamics AX and can
reduce the need to use a mouse if an end-user prefers to only use the keyboard.
For a full list of keyboard shortcuts, refer to the Help. Search the Help for
"shortcut keys".
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Lab 2.1 - User Options
Scenario
Role: All roles
Chapter 2: Basic Navigation
Challenge Yourself!
Scenario: Change your user options to meet the following requirements:
1. You will be away tomorrow on vacation. You are responsible for
approving general ledger journals. You delegate all workflow
approvals assigned to you to Charlie while you are away.
2. You want to display the time and date in the status bar.
3. You want to receive alerts by email.
Step by Step
Select the File menu.
Select Tools.
Select Options.
Select Delegation.
a. Click the Add button.
b. Select Scope All.
c. Select Delegate Charlie.
d. Enter Start date tomorrow.
e. Select End date tomorrow.
f. Select the Enabled check box.
5. Select Status bar.
a. Select Show clock.
b. Select Show session date.
6. Select Notifications.
a. Select Send notifications in email.
1.
2.
3.
4.
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Lab 2.2 - Customer Inquiry
Scenario
Role: Arnie, Accounts Receivable
Challenge Yourself!
Scenario: Arnie is investigating customers. Follow these steps:
1.
2.
3.
4.
5.
6.
7.
8.
Find the customer account for Desert Wholesales.
View the primary address.
Find the average invoice amount.
Find the date of the last payment.
View the balance of the account.
View the open transactions on the account.
View a full transaction history.
Find which segment and sub segment they are in.
Need a Little Help?
• There are many way to find the information that is required in this
lab. Try different options such as the following:
• All Customers list page.
• FactBoxes
• Actions in the Action pane.
• Customer details form.
Step by Step
Go to Accounts receivable > Common > Customers > All customers
Enter desert in the quick filter.
Press ENTER.
Expand the Primary Address FactBox to view the address.
Expand the Statistics FactBox and then click Refresh to view the
average invoice amount of $6,336.84.
6. Expand the Recent activity FactBox to view the last payment date of
5/30/2008.
7. Click Transactions in the Action pane to see a full list of
transactions.
8. Close the Transactions form.
9. Double-click Desert Wholesales to view the details of the account.
10. Expand the Sales demographics tab to view the Segment and
Subsegment.
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1.
2.
3.
4.
5.
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Lab 2.3 - Create a Purchase Order
Scenario
Role: Alicia, Purchasing
Chapter 2: Basic Navigation
Scenario: Alicia is responsible for purchasing. Contoso Entertainment uses the
Master Planning module so Alicia rarely has to manually create purchase orders.
However, there is an urgent special order so she creates the purchase order
immediately.
Challenge Yourself!
Create a purchase order with the following details:
1. Vendor:
o 1001 - Earth Televisions
2. Item
o 1000 - LCD Television HD Black 42 Inch.
o Quantity 100.
o Unit Price $200.00.
o Discount 5%.
There are many fields displayed in the purchase order line which Alicia is not
interested in. Hide the following fields from the form:
• Budget check results.
• Procurement category.
Print the purchase order to screen.
Need a Little Help?
• There are multiple ways to create a purchase order. For example:
o Go to Procurement and sourcing > Common > Purchase
orders > All purchase orders. Click New > Purchase order in
the action pane.
o Go to Accounts payable > Common > Vendors > All vendors.
Select the correct vendor and then click New > Purchase order
in the Procurement tab of the Action pane.
• To print the purchase order, go to Generate > Purchase order on
the Purchase tab of the purchase order details. Make sure that you
check the Print purchase order check box.
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Step by Step
1. Go to Procurement and sourcing > Common > Purchase orders >
All purchase orders.
2. Click New > Purchase order in the action pane.
3. Select vendor 1001.
4. Click Yes to transfer vendor information.
5. Click OK.
6. Enter Item number 1000.
7. Enter Quantity 100.
8. Enter Unit price $200.00.
9. Enter Discount percent 5.00.
10. Right-click the Budget check results field and then click Hide.
11. Right-click the Procurement category field and then click Hide.
12. Close the details form to return to the list page.
13. Click Generate > Purchase order on the Purchase tab of the
Action pane.
14. Select the Print purchase order check box.
15. Click OK.
16. Close the Purchase order report.
17. Close the Purchase order details form.
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Summary
Chapter 2: Basic Navigation
The rich client interface is the client application that is installed on an end-user's
computer. It is designed to make users more efficient in how they work with the
system.
The client workspace is divided into areas for menus, toolbars and the content
pane. List pages are primarily designed for viewing and searching lists of data.
Master details forms are used to view and edit master records. Transaction details
forms are designed for fast and efficient data entry.
The workspace is highly personalizable to an end-users needs.
Help is available from many sources. Help is available which documents the
functionality available.
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Test Your Knowledge
Test your knowledge with the following questions.
1. Which menu can you find the following options in?
_____ 1. Default Form View/Edit
Mode
_____ 2. Session date and time
_____ 3. New workspace
_____ 4. Personalize
_____ 5. Organize favorites
_____ 6. Application user help
a.
b.
c.
d.
e.
f.
File menu > Favorites
Windows menu
File menu > View
File menu > Command
Help menu
File menu > Tools
2. What is the purpose of a list page? (2 correct answers)
( ) View records
( ) Edit records
( ) Find records
( ) Enter transactions
3. Which of these is a valid way to create a new purchase order? (Select all that
apply)
( ) Sales and Marketing module > All sales quotations list page > New
Purchase order action
( ) Procurement and Sourcing module > All purchase orders list page >
New Purchase order action
( ) Sales and Marketing module > All sales orders list page > New
Purchase order action
( ) Accounts payable module > All vendors list page > Procurement tab >
New Purchase order action
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4. What is the keyboard shortcut for each of the following actions?
_____ 1. Help
_____ 2. Move the focus to the address
bar
_____ 3. Print
_____ 4. Filter by grid
_____ 5. Create a record
_____ 6. Refresh the form
a.
b.
c.
d.
e.
f.
CTRL+N
F1
CTRL+P
CTRL+G
F5
F11
5. Which of these settings can be changed in a user's options available in the
File > Tools menu? (Select all that apply)
( ) Language
( ) Show company account in status bar
( ) Hide navigation pane
( ) Send all alerts as email messages
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Quick Interaction: Lessons Learned
Take a moment and write down three key points you have learned from this
chapter
1.
2.
3.
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Solutions
Chapter 2: Basic Navigation
Test Your Knowledge
1. Which menu can you find the following options in?
c 1. Default Form View/Edit
Mode
f 2. Session date and time
b 3. New workspace
d 4. Personalize
a 5. Organize favorites
e 6. Application user help
a.
b.
c.
d.
e.
f.
File menu > Favorites
Windows menu
File menu > View
File menu > Command
Help menu
File menu > Tools
2. What is the purpose of a list page? (2 correct answers)
(√) View records
( ) Edit records
(√) Find records
( ) Enter transactions
3. Which of these is a valid way to create a new purchase order? (Select all that
apply)
( ) Sales and Marketing module > All sales quotations list page > New
Purchase order action
(√) Procurement and Sourcing module > All purchase orders list page >
New Purchase order action
( ) Sales and Marketing module > All sales orders list page > New
Purchase order action
(√) Accounts payable module > All vendors list page > Procurement tab
> New Purchase order action
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4. What is the keyboard shortcut for each of the following actions?
b 1. Help
f 2. Move the focus to the address
bar
c 3. Print
d 4. Filter by grid
a 5. Create a record
e 6. Refresh the form
a.
b.
c.
d.
e.
f.
CTRL+N
F1
CTRL+P
CTRL+G
F5
F11
5. Which of these settings can be changed in a user's options available in the
File > Tools menu? (Select all that apply)
(√) Language
(√) Show company account in status bar
(√) Hide navigation pane
(√) Send all alerts as email messages
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