For individuals working with a financial system, the ability to ‘find’ transactions is paramount. Microsoft Dynamics NAV 2015 provides many tools and methods that can be used for this. As a former Controller I wanted to share with you in this blog series those I always found most helpful.
The “G/L Balance by Dimension” View:
The life of a Financial Controller is spent mostly delving into the depths of a General Ledger (G/L). Having the ability to easily dissect the G/L is something we all have dreamt about. In Microsoft Dynamics NAV 2015, like its predecessors, one of the simplest ways of doing so is by using the G/L Balance by Dimension view. You will find this view neatly hidden in the Balance group of the ribbon on the Chart of Accounts page:
This view gives you the options to add and remove filters on the data you are looking at and then modify these filters as you work your way through the G/L.
At the end, what you get is a matrix that is easy to navigate through.
For Rows and Columns of the matrix, you have the following options to choose from:
- G/L Account
- Period (Day, Week, Month, Quarter, Year, Accounting Period)
- Business Unit
- Global Dimension 1
- Global Dimension 2
Once the lines and columns are set, the next step is to apply filters to the data if you are looking for limited results. Commonly used here is the Date Filter, for which you must use the ‘MM/DD/YYYY..MM/DD/YYYY’ formula. Note that the fields ‘Department Filter’ and ‘Project Filter’ shown in the screenshot below refer to the ‘Global Dimension 1 & 2’ for our demo company:
Next we have some more options on what we want to see in our resulting matrix:
And, lastly, we need to set the two ‘Matrix Options’; ‘View by’ in this case will let you cycle through various period options if period has been set as the line or column option. ‘View as’ lets you choose if the amounts shown in the matrix are ‘Balance at Date’ or ‘Net Change’:
Once all the options are set, click ‘Show Matrix’ in the ribbon to view the results:
Within the matrix you have the option to navigate to the ledger entries that make up the amount using one of these two methods:
- For amounts in the ‘Total Amount’ column, hover over them with your mouse until the underline appears, click the underlined amount and the ledger entries window will open.
- For amounts in ‘Other’ column, hover over them with your mouse until the button with the ellipses appears, click the button and the ledger entries window will open.
To create a quick report, the resulting matrix can be copied to an Excel spreadsheet (Select all by clicking the blank space to the left of the first column header, right-click and use Copy Rows to copy and then paste it to an Excel file):
Hope these tips help you find what you are looking for in Microsoft Dynamics NAV 2015. Please stay tuned for my next blog post, where we will explore the ‘Navigate’ function!