How to Use “Record Permissions” in Dynamics NAV

In a previous post on Dynamics NAV Essentials; understanding user setup and security, we have clarified how the security model is built and configured in Dynamics NAV. The following representation illustrated how users, user groups, permission sets and permission represent a comprehensive security model which allows the client to have full control over the system forms and associated activities ( read, insert, modify and delete )

User Security Assignment

Security Model

In this post, we are going to shed a light on an important feature in Dynamics NAV which is “Record Permissions”, this feature allows System Admins to collect the require permissions of a specific tasks by simply “recording” it.

We will illustrate this feature by creating a new permission set for ( Create and Edit Items ) . In order to create this permission set, we’ll follow the following steps:

  1. Go to Permission Sets, click on “New” and type a name for the permission set, lets say “Create and Edit Items”Permission Set
  2. From the permission set, click on “Permissions”
  3. On the Permissions form, make sure to check the “Add Read Permissions to Related Tables” check box in order to retrieve all required associated permissions required . Once ready to record, click on “Start” to start the record and the system will prompt a message ” Do you want to start Recording Now”, Click on Yes.
    Record

    Record Permissions

    Record-Ready

  4. Now you will have to simulate the same process of creating any item, you do need to consider that anything you do will be recorded.

As you can see from the above permissions retrieved, the recording listed down all the required tables, table data, code unit and pages required for this permission set. After all, you will be the one choosing what to be retrieving as part of the recording process. For instance, you may run a specific report while recording and it will be included in the permissions.

Manage Corporate IT Infrastructure using Microsoft Dynamics GP

Here are some of the highlights of the Microsoft Dynamics GP based Multi-Entity Management Essential for Corporate IT Infrastructure which is based on the years of technical expertise of SIROCo.

 Real-time Corporate Performance

Get real-time insight into your company’s health with rolled-up financial reports across all companies without time-consuming spreadsheets or expensive external reporting systems. Dig deep down to individual business units’ performance using the familiar standard Microsoft Dynamics GP reports.

Achieve Productivity Gains

Achieve efficiency with work and load tasks at the ground level. Shrink the time needed to close the books from days or weeks to hours. Automate the workflow for intercompany transactions. Microsoft Dynamics GP shall streamline the accounting processes including AP, AR, and payroll across the companies.

Cost Efficient Growth

For a fast-growing company, it is advisable to consider a move from the present accounting software which is inadequate to migrate to the unlimited possibilities of Microsoft Dynamics GP. It allows you to meet growing requirements without adding IT overhead costs and at a fraction of the cost of Tier 1 ERP.

Manage the Financials with Data

Microsoft Dynamics GP enables real-time reporting across the entities without the need for spreadsheets and the staff required to build reports. The Microsoft Dynamics GP enables financial information in a single database, it is far simpler and faster to create consolidated reports across all companies while still maintaining individual sets of financial statements. This assessment can be done to the transactions in the individual business unit using Microsoft Dynamics GP reports. Even if the firm prefers to use third-party reporting BI tools, Microsoft Dynamics GP makes this easier too because you only need to connect to a single data source.

Closing the Books Faster

Month-end close takes far less time and is accomplished with greater accuracy with Microsoft Dynamics GP. By not having to log in and out of countless databases, the technical team shall able to quickly prepare the reports required for period-end close. Microsoft Dynamics GP also helps reduce the occurrence of miscoded transactions, accounts not balancing, and other time-wasting errors. Microsoft Dynamics GP can easily produce government and tax reports including 1099s and W2s.

Automate Transaction Work-flow

Microsoft Dynamics GP automates the work-flow for intercompany transactions. The transactions are created and posted on the GL of the destination entity and allocations are automatically completed. Microsoft Dynamics GP modules facilitate the easy transaction between entities–fixed assets, inventory, bank transactions, and more. Voided transactions automatically reverse the intercompany distributions between entities. Full audit trail capabilities are supported in Microsoft Dynamics GP.

Centralized or De-Centralized Processing

Setting up centralized accounting and finance processing in your organization can lead to huge productivity gains but in a typical multiple database environment, it is virtually impossible to pull off. Microsoft Dynamics GP’s single database give the ability to centralize the processing of payments, receipts, payroll, invoicing, and purchase orders. Rather than sending multiple checks to the same vendor, send one check on behalf of all entities instead. Process a single purchase order for multiple entities. Bill from a corporate head office and fulfill stock from a branch office. Apply a single receipt from one customer to all entities. Process payroll for the entire organization that is paid through a central cash account. Centralize all processes for all entities or keep some de-centralized.

Meeting the Growth Targets

Growing your company is good. Facing the spiraling costs of maintaining your stretched accounting system is bad. Whether your firm is growing by acquisition or expansion, M makes adding a new company to your accounting set-up a breeze. Backing up databases, upgrading systems, adding or updating master records across entities take a fraction of the time when everything is on one database, instead of 10, 100, or even 1000 databases. Microsoft Dynamics GP makes possible and without the sticker shock that comes with buying and implementing a Tier 1 ERP system. No matter which Microsoft product you work with, SIROCo has enhanced the Microsoft GP solutions for all corporate IT infrastructure needs.

 

Dynamics NAV – Change Item Base Unit of Measurement

In a recent implementation of Dynamics NAV 2018, the client has requested to upload the master data from their old legacy ERP system. In the old ERP system, there was two unit of measurements which are:

[icon name=”adjust” class=”” unprefixed_class=””] Each

[icon name=”adjust” class=”” unprefixed_class=””] Piece

Now logically speaking, both are just an identifier of one unit, regardless of the terminology used to describe this unit. Import occurred at the beginning of the year, and then opening balances and transactions have been posted to all the items throughout the whole year. Now, at the year-end closing, the client decided to clean their data after reaching a stability status, and for that purpose, they decided to link all items to the unit of measurement “Each”, rather than “Piece”. Therefore, the result should be one unit of measurements “EA”, and the piece should be cleared from the system.

In Dynamics NAV, when you change the unit of measurement for an item with existing open ledger entries, an error message would pop up as illustrated below:

Dynamics NAV - Change Item Base Unit of Measurement

Change Base Unit of Measurement Error

The error indicates the following:

” You cannot change base unit of measure because there are one or more open ledger entries for this item ( select refresh to discard errors ) “

When looking at the ledger entries of the item, you will find that there is an open balance for this item as illustrated below:

Dynamics NAV - Change Item Base Unit of Measurement

Item Balance

Resolution

In order to be able to change the unit of measurement, the item balance should be zero. Which means, that there should be no open ledger entries at all.

  1. Create an item journal, entry type is a negative adjustment which results with zero inventory balance.
  2. Change the base unit of measure of the item.
  3. Create an item journal, entry type is a positive adjustment with the exact same balance which was adjusted out

 

Important Note:

After changing the base unit of measurement of the item, the system keeps a record in the item unit of measurement table that the item has two unit of measures, the old one and the new one. Here is an item which has been changed from Piece to Each.

Dynamics NAV - Change Item Base Unit of Measurement

Item Unit of Measure

It is not recommended to delete the old unit of measure from the item unit of measure table due to having historical transactions. Such deletion would occur with relational errors as the one stated below for an item used in production BOM, which has been linked with Each and then changed to Piece, and then “Each” was deleted from the item unit of measure table.

Error Message

“The field unit of measure code of the table prod. order component contains a value (Each) that cannot be found in the related table ( Item Unit of Measure) “

Dynamics NAV - Change Item Base Unit of Measurement