Invoices in Project Madeira via Outlook

Few days ago, I wrote article about working with contacts in Project ‘Madeira’ via Outlook. Now,  want to show something more about integration with Office and Outlook.

What if you get an e-mail with invoice number in mail body? Outlook will underline this number and make link to your actual invoice in NAV if you just click on it. Beautiful.


If invoice with this number doesn’t exist, system will offer you to search document in all your sales and purchase documents. You just need to choose type of documents, and you will get list of your documents as bricks. Impressive.


But what when you find your documents? First, you can continue to work with this document in your mail body or you can choose to open it in new window for a better visibility. And then, you can choose a lot of actions, everything from your e-mail (you don’t need to open your Madeira client during all these actions).


If I choose the first option (Send), system will just make a reply mail with this Invoice in PDF as attachment with the basic details about this invoice in a mail body.


But you can make a different actions as well. Maybe you need to correct this posted document (system will automatically create and post Credit memo and create new document) or you want to create a Credit memo or change your payment service… Everything of this is possible, but only if this contact is connected with your customer.

There are still more possibilities, but in some other article… Currently we can say, Project ‘Madeira’ promises a lot.


Report Layouts per Customer in NAV 2016

Microsoft Dynamics NAV 2016 is released about one month and we could see a lot of different new features. One of the small but amazing news is possibility to add different report layouts per each customer. This was one of very often requirement in implementation process and finally we can use it.

We can choose different reports per customer and after that, different report layouts. We can also add an e-mail as default per each document. It is possible for Quote, Order Confirmation, Invoice, Credit Memo and Customer Statement.


We just need to open a customer card and find Document Layouts on Navigate tab. Than choose report IDs and layouts. Eventually, you can add an e-mail. You can use RDLC or Word layouts, as well. Now, if you print one of these documents, you will see that these report document layouts are configured as default.

If you want to make new document report Word layout, I already wrote about it here.

Sending Electronic Invoice in NAV 2016

We already be able to send invoice as e.g. PDF in mail attachment and it was good feature, but now in NAV 2016 we can do more. We have a really new good feature for invoice sending. Now, we can send business documents electronically. The same situation is for purchase documents; we can receive and convert vendor’s invoices to a purchase invoices in NAV. As document exchange service, we will use external provider. Standard NAV will support sending and receiving electronic invoices and credit memos in the PEPPOL format.

Before we start with using electronic documents, we need to configure Document Exchange Service Setup.


Then, we have to make Document Sending Profile as we need. This is place where we can choose how we want to send our invoice to customer. If we want to send electronic document directly Through Document Exchange Service, you need to set it and then choose format.


After that, we have to add this profile to our customer. Before we send document to our customer, it must have configured VAT Registration No. or GLN. To send document, we have to choose Post and Send on our Sales Invoice and system will send it.

We can also decide to send our sales invoice in electronic format as mail attachment. To do it, we have to configure Document Sending Profile on different way:


Now, when we run Post and Send on our Sales Invoice, system will make an e-mail (every time when we choose Post and Send system will give us possibility to change way of document preparation and sending).


When you see your electronic document, you can see that it is an XML file. You can also choose to save this document on disc or some other possibilities.


Posting Groups #14 – Payment Discounts

One of features in Microsoft Dynamics NAV is using of payment discount. You can configure conditions of using this functionality on General Ledger Setup. With this configuration, I mean on Appln. Rounding Precision and Payment Tolerance and types of Payment Accounts from Customer Posting Groups. More about this configuration, you can find using Help for these fields.

We can use payment tolerances and discounts in few different situations. You can see how it generally works on following flowchart:


In my first example, I have configured only payment tolerance without discounts. When we post payment some less from original amount on invoice (e.g. 2.395 instead 2.400), we will get following G/L entries:


If our payment is greater than Invoice Amount reduced by discount, we will get following entries. System will post full payment as original invoice amount plus tolerance and discount, as well:


If payment is less than Invoice Amount reduced by discount, we will get following entries. System will post full payment as original invoice amount, discount and tolerance:


Posting Groups #11 – Prepayments Posting

Before I start with this post, I want to emphasize once again, in all my examples I use W1 database. I know that prepayments can be quite differently from country to country, but I have used only W1 examples here.

Now, when this is clear, we can continue with examples. First, I will describe purchase prepayment invoice. When we choose to create Prepayment Invoice from Purchase order, system will post document with G/L Account in line (from General Posting Setup) and with following G/L entries:


The similar situation is when we create and post sales prepayment invoice. Then, we will get these G/L entries:


If we want to post Prepayment Credit Memo, in both cases, we will get the same entries, but with opposite signs.