ER-4: The file that you are trying to use is too large

Error:

While uploading a large file through XML you might get this error


"The file that you are trying to use is too large"

Resolution:

Go to Microsoft Dynamics NAV 2013 R2 Administration:

Fix the following field in the client service tab of your service:

Max upload size by default is 30: you can go to the extent of 2047. Change here to upload large files

thanks
manish

ER-3: Error: Data at root level is invalid. Line 1, Position 1

Error:

While uploading an XML file in Microsoft Dynamics NAV 2013 R2, You would get this error

Resolution:
1. Goto the design of the XML
2. Go to last empty line
3. Open properties
4. Fix following fields to remove the error
   a. Format/Evaluate: XML Format/Evaluate
   b. Format :Variable Text

Thanks
manish

ER-2: Migration 2009 to 2013: Cannot drop index because it enforces the full-text key for table or indexed view

Following error occurs while converting database and opening 2009 database in 2013 development environment.

The following SQL Server error or errors occurred when accessing the G/L Entry table:

7613,"42000",[Microsoft][SQL Server Native Client 10.0][SQL Server]Cannot drop index 'Company_$G_L Entry$0' because it enforces the full-text key for table or indexed view 'Company_$G_L Entry'.
3727,"42000",[Microsoft][SQL Server Native Client 10.0][SQL Server]Could not drop constraint. See previous errors.

SQL:
ALTER TABLE [Database_Live].[dbo].[Company_$G_L Entry] DROP CONSTRAINT [Company_$G_L Entry$0]


Resolution:

The following script need to be executed in SQL on the same database:

DROP FULLTEXT INDEX ON [Database_Live].[dbo].[Company_$G_L Entry]

Thanks
manish

TAX-1: Sales Tax Setups and its working in Microsoft Dynamics NAV

Sales tax setups in NAV is simple to understand:

There are basically following setups to start sales tax working:

Lets discuss the setups one by one:

1. TIN Numbers: Tin numbers is the list of all tin numbers of your own different locations situated in different states. 

2. Form Codes: Forms are of two types: Tax Forms and Road Permits (Transit Documents). The tax forms are formC, ST31, ST32, all those documents which are being used by sales tax department for sales or interstate sale purposes. The transit documents are those documents which are necessary while movement of goods within india from one state to another state, Here in this table, we would maintain all the form codes which we will going to use in our sales and purchase transactions.

Note: In case of Cform just mark the cform boolean true in the table and same as in road permits, all road permits will be mark true in the "transit documents" check mark field in the table:

3. Schedules: Not so important while creating setups, but still for better reporting it is recommended to have schedules in place. These are basically schedules of sales tax act in which our goods would fall. This is quite important when you are selling the different items falling in various different schedules.

4. States: Here you would give all states falling in india in which you are working. This is important to have all states here but the accounts and all other setups in this tables are necessary if your company's locations are located in those states otherwise only state code and description is enough. The other fields are necessary if you are selling from that state. So, lets discuss the fields one by one:

1. Code: This would be code of the state which has limit of 10 characters. So, give a code of your state like DL for delhi, MH for maharastra.

2. Description : full name of the state

3. State code for eTDS/ eTCS: in nav you can create the E-Tds returns for which the state code as per norms of the income tax is necessary. The system would pick the state code on that return from here so you would have to give the state code for income tax norms here if you are using eTDS from NAV.

4. State code for TIN: In India, the tin number starts with 2 characters which represents the state as per the law. So whenever in NAV you are creating a customer master and filling its TIN number, if the tin number starting 2 characters doesnt match with the the customer's state's TIN number state code in this table, it would not be allowed to user. same as in vendor master.

5. Tax Account (Sales): This is VAT Output account. The state's output tax would hit this account while posting an entry of sales invoice

6. CST Acount (Sales): This is the state's CST account which would be used while sales entry. 

7. Tax Account (Purchase): This is the state's VAT input tax account which would be used while posting a local purchase transaction of that state.

8. VAT Deferred Account:This account would be used when the Fixed assets deferment is used. The fixed asset or capital assets VAT input can be deferred in future years as per the state wise tax laws. The deferred tax amount would be posted in this account which would be used in future years while settlement of the tax in subsequent years through system,

9. VAT Payable account: When you would use the settlement of the VAT in NAV after end of the year, the system calculate the total VAT input and Output, It would transfer the Input and output entries to calculate Net amount payable/ Recoverable.

10. Vat Refund account No.:  In settlement if some amount is recoverable and you have filled the refund amount instead of carry it forward to future quater/ period, this account would be used by system to transfer from recoverable/payable account to refund account.

11. Excess Cr. Carry forward Account:  In case of user wants to carry forward the recoverable amount to future periods, system transfer the amount shown recoverable in payable account in to this account. 

12. Branch transfer retention %:  This account would be used when any item purchased locally on which VAT input account has been debited and the same item has been transferred to any other state, the system would calculate the percentage (given in this field) of input tax on that stock which is being transferred and reverse the input tax on that transaction.

13. Tax Period:  Tax period is the period/ duration of return to be filled. Like in case of delhi the return duration is 3 months, so we would give 3M in this field.

14. Deferment Period : The deferment period is the period in which the capital assets input VAT is deferred, like in delhi if it is 3years, then put 3Y here.

Now, you would have to give the form codes applicable to each state. This is mandatory ie if you have not mentioned the state wise form codes, system would not show the forms in the list of forms while creating a purchase order/ sales order. In navigate, you would find a button of 'Forms'

After clicking the form, system would open the page to add forms applicable to the state you have selected before clicking on forms. 

5. Tax Groups: These are group codes which are connected with the items. The group of items like software, hardwares, Etc. These codes would be available to pick while creating an item master. The item master would have a field called "Tax Group code" where you would have to choose on of the code which would create in this table.

6. Tax Jurisdictions: Each tax area is a grouping of sales tax jurisdictions based on a particular geographic location. Each state would have 2 tax jurisdictions, one for vat and one for CST. Like this below table :

Forms not applicable would be selected if no state tax forms are needed. In this case the forms are not applicable if the check mark is marked true.

7. Tax Details: This is main setup in which the tax percentages would be fixed, This would be fixed as per the dates. As and when there is any amendment, you dont need to modify the tax percentage instead you would create a new line with the new effective date. 

a. Tax Jurisdiction: Here select the tax jurisdiction we have created in table

b. Tax Group code: This is the item group as per the items in which we trade

c. Effective date: the date from which the tax percentage is applicable. From this date in the said jurisdiction and for the said items group this percentage would be applicable. So, effective date is important to undertsand

d. Form code: If the sale/ purchase is 'C form' the tax rates change. So, a separate line for the jurisdiction of CST and tax group with the Cform need to be create to specify the c form percentage applicable. If you dont create line here for cForm, system would not calculate the tax in sales / purchases in which you have selected Cform. 

ER-1: Migration 2009 to 2013: TableData 2000000120 does not exist

Case:

While converting the data from 2009 to 2013. You would have to open the processed data of Navision 2009 in 2013 development enviroment. While opening system would prompt for conversion of database in to 2013 from 2009. The error comes: "TableData 2000000120 does not exist"

Resolution:

This error comes when you open the database of 2009 in 2013 with database authentication. Open the database with windows authentication. 

GL-2: Dimensions (Cost Centers)

Dear Readers,

If you know tally or any other accounting software, you must be aware of the concept of cost centers in it. Lets one by one try to understand the concepts

What is Cost Center?
Cost center is the part of a unit like departments, branches,etc considered as unit so that cost related to it can be calculated for the company's accounts. When we create an entry, we want to attach the cost center ie which department is responsible/ which branch is responsible for this expense. The cost centers and profit centers are the same thing but the profit centers generates revenue and cost centers dont generate revenue.

What is Dimension in NAV?
The cost centers are Dimensions in NAV. We can create new dimensions and can be used while creating any entry.

How to create Dimensions?
You can create dimension with following steps:

1. Create dimensions in financial setup

Here you would find two fields,
1. Code: Specify the code of the dimension; like for department you can specify (DPT), branch (BRANCH) and so on
2. Description: Specify description of the dimension. The full name of dimension code for example for DPT: Department would be description.

2. Create dimension values ie all the values of the dimension created in the dimension table

Go to dimension values in the ribbon. You would see another table which would have following fields:

Code: Now you would give the values of dimension code here. Like for department dimension, you would give values like Finance, IT, Marketing,etc. for those you would give a code with at most 10 characters. Like for marketing you give MKT as code of dimension value. You can also use some numerical logic while giving the codes of dimension value.

Description: Since you would give a small code of the dimension value in code, you would give the full name of dimension in description.

Type: Standard, Begin total and End Total : This is an important part to understand. You can create values in groups. Like for example you want to create dimensions of areas. You can do like this as we have stated in below image

Begin total would be used to start a group
End total would be used to stop a group
Standard would be the value in which the entry would be posted

What are global dimensions and Shortcut dimensions?
A global dimension is a dimension which you can filter anywhere in the form of NAV. You can set up two dimension as global dimensions. The global dimension can be fixed in general ledger setup page.








The global dimension can be changed by clicking "Change global dimension" over the ribbon of thye general ledger setup page.

What are Short Cut Dimensions?

In vouchers or in sales or purchase documents. You would find difficult while attaching dimension. After creating an entry you would have to click on a button "dimension", another page will open on which you can give dimensions for that entry. but if you give short cut dimensions in general ledger setup, you would find these dimensions in the column of your entry itself, you dont need to go to the another window to give these dimensions. You can fix 8 dimensions as short cut dimensions.

1. Fixing short cut dimensions:

in general ledger setup page, you would find the tab of Dimensions as shown below, two are global, you can give another 6 dimensions directly here:

2. Using dimensions in vouchers:

You can choose the dimensions in the columns of your voucher by right clicking "choose columns" in the header. after your selection you can find the dimensions directly on your vouchers :

same as voucher, you can find these shortcut dimensions on the sales and purchase documents.

GL-1: Chart of Accounts- and posting group machanism

Dear All,

This is my first blog and need to share some experiences for the benefit of the functional people who are beginners or new commers. I found it really difficult to solve my quarries in functional things in begenning so i thought to share whatever i know one by one for the benefit of the community of NAV.

First of all lets discuss the whole mechanism of posting groups and chart of accounts.

A. Background about Chart of Accounts:

In India, Tally is really popular and there is general tendency of an accountant to find it difficult to shift its mind from the tally to an ERP like NAV. In Tally every general ledger can be seen in the trial balance. The customer is also an account under the head Sundry Debtors/ Customer and vendors are also ledger accounts but under the head Sundry Creditors. In NAV it is not like that.

In NAV, there are 5 masters:

1. Customers
2. Vendors
3. Items
4. Bank
5. Fixed Assets

That means anything which related to above head would not be shown in the trial balance (in NAV the trial balance can be referred to as "Chart of Accounts"). The trial balance part of the related accounts under above 5 heads can be taken separately and can be tallied with the account in chart of accounts, Like if you want to take the trial balance you would see in chart of accounts a head "Domestic Customers" now the list of all those customers can not be seen in this chart of accounts. That is available in separate report, the total of which must tally with this account. So, please dont be confuse in this part.

I am assuming that the fields of chart of accounts are pretty clear to you so i am not going to discuss here about the its fields. If anybody has any quarry about the chart of accounts page and the way it is being maintained, please send me in comments. 

B. Posting groups

As per the nature of item the posting groups can be understood. There are two type of accounts: Balance sheet and Account Statement (Profit & Loss account). Any sale/purchase account involves two type of accounts: one is balance sheet and another is P&L. Lets take an example of sales entry

Customer A/c Dr
Sales A/c Cr

In the above entry, customer is balance sheet item and sales is P&L Item. same is in purchase entry. So, the posting groups are of following types:

1. Specific posting groups (which is basically connected to balance sheet item of an entry)
2. General posting groups (which is basically connected to P&L items of the entry)

1. Specific Posting groups are as follows:
 a. Customer posting group
 b. Vendor Posting group
 c. Inventory posting group
 d. Fixed Assets Posting group
 e. Bank Account posting group

These posting groups would be a created. The same would be selected in the connected master. When the master would be created its connected group would be selected. Like when you will create the customer master, there would be a field " customer posting group" which would be selected. The customer posting group would have the account associated with that group. When you would post the sale invoice system would use the group from customer and post the entry in the general ledger associated with that group. Same happens with purchase accounting.

Now if we see the P&L account like sales account. Now sale in general ledgers might depend one two paremeters

1. To whom i am selling

2. What i am selling

So, customer and item combination determine the sale account. Like the account "software export account" this account would be used when we know that customer is forign and item is software.

So following group would be used 

General posting groups would be of following types

1. General business posting group: this would determine to whom i am selling. Customer and vendor masters would have this field. 

2. General product posting group: this would determine what we are selling. This would be attached to item master.

The account of sales and purchase would be fixed in general posting setup. This is simple setup which connects accounts with the combination of general product and business posting groups. 

So in summary there are 2 types of groups ie specific which are for balance sheet accounts used in any entry. These group master would connect group with account of balance sheet.
The group master would be mandatory field on the masters like customer etc. 

This is general discussion. The second part of this blog would include the posting groups detailed descriptions including invetory interim and posting methodology.