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NC Cost Accounting Documentation NCKR 6.12 for Microsoft Dynamics NAV 2016* *NC Cost Accounting 6.12 is available for Microsoft Dynamics NAV 2013, Microsoft Dynamics NAV 2013 R2, Microsoft Dynamics NAV 2015 and Microsoft Dynamics NAV 2016.

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NC Cost Accounting

Documentation

NCKR 6.12 for Microsoft Dynamics NAV 2016* *NC Cost Accounting 6.12 is available for Microsoft Dynamics NAV 2013, Microsoft Dynamics NAV 2013 R2, Microsoft Dynamics NAV 2015 and Microsoft Dynamics NAV 2016.

DOCUMENTATION

NC COST ACCOUNTING 6.12

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DISCLAIMER

This documentation serves for information purposes only. In case of using the manual for other purposes, NAVAX Consulting GmbH rejects any guarantee because of material defects and/or title defects.

NAVAX Consulting GmbH rejects any adhesion for direct and/or indirect damage – irrespective of whether on a contractual or legal basis -, which may arise in connection with application and/or other use of the documentation, as well as any errors and/or omissions in this publication. This documentation can be edited at any time if necessary without previous announcements by NAVAX Consulting GmbH.

The content of this documentation is protected by copyright. Without written permission of NAVAX Consulting GmbH no part of this documentation may be multiplied or transferred for any purposes, irrespective of whether by electronic or mechanical means.

Microsoft Dynamics® NAV, Microsoft Dynamics® AX, Microsoft Dynamics® CRM, Microsoft SharePoint, QlikView and Corporate

Planner are registered trademarks. Further mentioned product and company names may be protected by copyright terms of their legal owners.

TRADEMARK NOTICE

Microsoft, Great Plains, NAV, FRx, AssistButton, C/AL, C/FRONT, N/ODBC, C/SIDE, FlowField, FlowFilter, NAV Application Server, NAV Database Server, NAV Debugger, NAV Financials, Microsoft Business Solutions–NAV, SIFT, SIFTWARE, SQL Server, SumIndex, SumIndexField, Windows, Windows 2000, Windows 2000 Server, Windows XP, Windows Vista are either FastTabed trademarks or trademarks of Microsoft Corporation or Great Plains Software, Inc., FRx Software Corporation, or Microsoft Business Solutions ApS or their affiliates in the United States and/or other countries. Great Plains Software, Inc., FRx Software Corporation, and Microsoft Business Solutions ApS are subsidiaries of Microsoft Corporation.

NAVAX Consulting GmbH rejects any adhesion for errors and omissions in this publication.

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NC COST ACCOUNTING 6.12 | MANUAL

Publisher | NAVAX Author | NAVAX Date | 2015

Copyright © 2015 NAVAX Consulting GmbH

Head Office:

NAVAX Consulting GmbH Technologiestrasse 8 A-1120 Wien Phone: +43 50 83 83 0 Fax: +43 50 83 83 199 E-mail: [email protected]

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Introduction

The processes and scenarios defined in this manual were developed using the NC Cost Accounting 6.12 add-on.

This documentation was written and reviewed most thoroughly and tested by means of examples. In case you still have any proposals for improvements, please do not hesitate to let us know by visiting our website www.navax.at.

Target Group

In first place, this documentation is addressed to users who have basic knowledge of and experience in data processing, financial accounting and working with the Microsoft Dynamics NAV application.

Structure

The structure of this documentation is process-oriented. Each chapter contains a step-by-step description of the most important functions for working with the NC Cost Accounting module.

Naming and commands

In this manual, there are multiple commands using names from Role Center, Lists and Action Tabs, which inform you about which window will be open or what function will run. If the requested window is currently not open, manual will suggest the entire sequence (e.g. „Departments“, „Sales & Marketing“, „Sales“, „Lists“, Customers“).

Please note: The first command is always a name of Navigation Pane. Navigation Pane consists of panels which are at your disposal due to the definition of Your Role Center.

Masks and functions

Any masks, functions or fields mentioned in this documentation are highlighted in ‘bold’.

EXAMPLE:

TO CREATE A NEW DATA SET CLICK THE NEW BUTTON IN THE HOME MENU BAR. A NEW WINDOW DOCUMENT CARD OPENS IN WHICH YOU CAN DEFINE THE FOLLOWING FIELDS: CODE, DESCRIPTION

Notices

NOTICE: THERE ARE PARTS IN THIS DOCUMENTATION WHICH ARE HIGHLIGHTED IN ITALIC CAPITAL LETTERS. THESE CONTAIN INFORMATION OF SPECIAL IMPORTANCE.

Further information: There are parts in this documentation which are highlighted in italic letters. These contain additional information.

Profile Overview

Please note: All examples and screenshots in this manual were prepared by means of a Profile - NC Cost Accounting and use the Role Page ID 1002300.

To use the same Role Center page, please register in the User Setup window.

Demo Database

The demo database for NC Cost Accounting was prepared based on CRONUS International demo for Dynamics NAV.

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Since the postings in the CRONUS database were performed between 2015 and 2017, the work date is set to 26.01.2017. Using other dates can cause unexpected system behavior.

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Contents

1. Overview .............................................................................................................................. 11

1.1 Functionality and Modules of NC Cost Accounting ............................................................................... 11

1.2 1.001.760 – NC Cost Accounting - Base ................................................................................................. 11

1.3 1.001.770 – NC Cost Accounting - Project ............................................................................................. 13

1.4 1.001.780 – NC Cost Accounting - NaviCalc .......................................................................................... 13

1.5 1.001.790 – NC Cost Accounting - Budget ............................................................................................. 14

1.6 1.001.800 – NC Cost Accounting - Allocation ........................................................................................ 15

1.7 1.001.810 – NC Cost Accounting - Section ............................................................................................ 15

2. Setup ................................................................................................................................... 17

2.1 Cost Accounting Setup ........................................................................................................................... 17

2.1.1 Creating Cost Accounts ................................................................................................................................... 20

2.1.2 Cost Account Mapping .................................................................................................................................... 22

2.1.3 Mapping of Cost Accounts to G/L Accounts .................................................................................................... 24

2.1.4 Summary of G/L Accounts to a Cost Account ................................................................................................. 25

2.1.5 Split of a G/L Account to Cost Accounts .......................................................................................................... 25

2.1.6 Editing and Deleting Cost Accounts ................................................................................................................ 26

2.1.7 Cost Account Authorizations ........................................................................................................................... 27

2.1.8 Trailing Transactions ....................................................................................................................................... 29

2.1.9 Creating Integration Dimensions .................................................................................................................... 30

3. Working with Cost Accounting .............................................................................................. 31

3.1 Transferring Primary Postings from the General Ledger ....................................................................... 31

3.2 Cost Accounting Correction ................................................................................................................... 32

3.3 Chart of Departments ............................................................................................................................ 32

3.3.1 Setting up Departments .................................................................................................................................. 33

3.3.2 Insert Page Break ............................................................................................................................................ 34

3.3.3 Adding Comments to a Department ............................................................................................................... 35

3.3.4 Changing and Deleting Departments .............................................................................................................. 35

3.4 Chart of Projects .................................................................................................................................... 36

3.4.1 Setting up Projects .......................................................................................................................................... 36

3.4.2 Inserting Page Breaks ...................................................................................................................................... 37

3.4.3 Adding Comments to Projects ........................................................................................................................ 37

3.4.4 Changing and Deleting Projects ...................................................................................................................... 37

3.5 Chart of Sub-Accounts ........................................................................................................................... 37

3.5.1 Project Integration .......................................................................................................................................... 38

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3.5.2 No Project Integration..................................................................................................................................... 38

3.5.3 Sub-Accounts Setup ........................................................................................................................................ 38

3.5.4 Chart of Sub-Accounts Setup .......................................................................................................................... 39

3.5.5 Sub-Accounts Setup in the Chart of Sub-Accounts window ........................................................................... 39

3.5.6 Adding Comments to Sub-Accounts ............................................................................................................... 40

3.5.7 Changing and Deleting Sub-Accounts ............................................................................................................. 40

3.6 Chart of Sections .................................................................................................................................... 41

3.6.1 Chart of Sections Setup ................................................................................................................................... 41

3.6.2 Sections Setup in the Chart of Sections Window ............................................................................................ 42

3.6.3 Adding Comments to Sections ........................................................................................................................ 44

3.6.4 Changing and Deleting Sections ...................................................................................................................... 44

3.7 Overview of Work Types and Units ....................................................................................................... 44

3.7.1 Setting up Work Types .................................................................................................................................... 45

3.7.2 Setting up Units ............................................................................................................................................... 46

3.7.3 Cost Account Authorizations ........................................................................................................................... 46

3.7.4 Transfer Prices................................................................................................................................................. 47

3.7.5 Create Dimensions .......................................................................................................................................... 48

3.8 Cost Accounting Journals ....................................................................................................................... 48

3.8.1 Overview ......................................................................................................................................................... 48

3.8.2 Filling and Posting Journals ............................................................................................................................. 49

3.8.3 Journal Templates ........................................................................................................................................... 49

3.8.4 Journal Names ................................................................................................................................................. 50

3.8.5 Journal Lines .................................................................................................................................................... 51

3.8.6 Posting Cost Journals ...................................................................................................................................... 51

3.8.7 Posting Reports ............................................................................................................................................... 51

3.9 Cost Journals .......................................................................................................................................... 51

3.9.1 Overview ......................................................................................................................................................... 51

3.9.2 Filling and Posting Cost Journals ..................................................................................................................... 52

3.9.3 Importing External Data into Cost Journals .................................................................................................... 53

3.10 Performance Journals .......................................................................................................................... 55

3.10.1 Overview ....................................................................................................................................................... 55

3.10.2 Filling and Posting Performance Journals ..................................................................................................... 55

3.11 Recurring Transactions ........................................................................................................................ 57

3.11.1 Special Fields in Recurring Journals .............................................................................................................. 57

4. Working with Cost Accounting Tasks ..................................................................................... 60

4.1 Searching Cost Ledger Entries ............................................................................................................... 60

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4.1.1 Searching Documents ..................................................................................................................................... 60

4.2 Cost Accounting Schedules .................................................................................................................... 61

4.2.1 Creating Cost Account Schedules .................................................................................................................... 62

4.2.2 Copying Cost Accounts into a Cost Account Schedule .................................................................................... 64

4.3 Evaluating Cost Ledger Entries .............................................................................................................. 64

4.3.1 Entering a Cost Account .................................................................................................................................. 64

4.3.2 Entries of all Cost Accounts ............................................................................................................................. 65

4.3.3 Displaying Balances ......................................................................................................................................... 65

4.3.4 Chart of Cost Accounts window ...................................................................................................................... 65

4.3.5 Displaying Net Changes for all Cost Accounts ................................................................................................. 66

4.3.6 Cost Acc. Registers .......................................................................................................................................... 66

4.3.7 Cost Ledger Entries ......................................................................................................................................... 68

4.3.8 Source Entries ................................................................................................................................................. 68

4.3.9 Cancelling Cost Acc. Registers ......................................................................................................................... 69

4.4 Closing a Fiscal Year ............................................................................................................................... 70

4.4.1 Closing Cost Accounting .................................................................................................................................. 70

4.4.2 Cost Ledger Entries Compression ................................................................................................................... 71

4.4.3 Deleting Empty Cost Accounting Registers ..................................................................................................... 73

4.4.4 Cost Budget Entries Compression ................................................................................................................... 74

4.5 Cost Allocation in Cost Accounting ........................................................................................................ 74

4.5.1 Overview ......................................................................................................................................................... 74

4.5.2 Structure of Cost Allocations........................................................................................................................... 74

4.5.3 Cost Allocation Lines ....................................................................................................................................... 75

4.5.4 Cost Allocation Target Lines ............................................................................................................................ 75

4.5.5 Cost Allocation Methods ................................................................................................................................. 75

4.5.6 Relational Base ................................................................................................................................................ 77

4.5.7 Cost Allocation Base ........................................................................................................................................ 77

4.5.8 General Posting Types ..................................................................................................................................... 77

4.5.9 Cost Allocation Journals .................................................................................................................................. 78

4.5.10 Filling and Posting Cost Allocation Journals .................................................................................................. 79

4.6 Budget Cost Allocations ......................................................................................................................... 83

4.6.1 Recording Budget Cost Allocations ................................................................................................................. 83

4.6.2 Recurring Cost Allocation Journals .................................................................................................................. 84

5. Budgets ................................................................................................................................ 85

5.1 Overview ................................................................................................................................................ 85

5.2 Setting Up and Administering Budgets .................................................................................................. 85

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5.2.1 Setting up Budgets .......................................................................................................................................... 85

5.2.2 Budget Header ................................................................................................................................................ 87

5.2.3 Choosing Appropriate Precision ...................................................................................................................... 87

5.2.4 Changing Budget Amounts .............................................................................................................................. 88

5.3 Multiple Budgets ................................................................................................................................... 88

5.3.1 Setting up New Budget Names ....................................................................................................................... 88

5.4 Copying Budgets .................................................................................................................................... 89

5.4.1 Budget Filter .................................................................................................................................................... 90

5.5 Budget Comparison ............................................................................................................................... 90

5.5.1 Balance/Budget-Comparison for all Cost Accounts of one Period .................................................................. 90

5.5.2 Balance/Budget-Comparison for one or all Cost Accounts in Several Periods. .............................................. 92

5.6 Quantity Budgets ................................................................................................................................... 93

5.6.1 Setting up Quantity Budgets ........................................................................................................................... 94

5.7 Cost Budget Journals ............................................................................................................................. 94

5.7.1 Filling and Posting Cost Budget Ledger Journals ............................................................................................. 95

6. Calculatory Fixed Assets ....................................................................................................... 97

6.1 Overview ................................................................................................................................................ 97

6.2 Fixed Asset Setup ................................................................................................................................... 97

6.2.1 Transfer of Cost Accounting Depreciation ...................................................................................................... 98

7. NaviCalc ............................................................................................................................. 100

7.1 Overview .............................................................................................................................................. 100

7.1.1 Structure of NaviCalc .................................................................................................................................... 100

7.1.2 NaviCalc Header ............................................................................................................................................ 100

7.1.3 Schedules ...................................................................................................................................................... 100

7.1.4 NaviCalc Lines................................................................................................................................................ 101

7.1.5 NaviCalc Entries ............................................................................................................................................. 102

7.1.6 Setting up NaviCalcs ...................................................................................................................................... 103

7.2 Inserting Comments to a NaviCalc ...................................................................................................... 105

7.3 Working with NaviCalc ........................................................................................................................ 105

7.3.1 Viewing NaviCalc Results on the Screen ....................................................................................................... 105

7.3.2 Printing a NaviCalc ........................................................................................................................................ 105

7.3.3 Cancelling NaviCalcs ...................................................................................................................................... 106

7.3.4 Copying NaviCalcs ......................................................................................................................................... 107

7.3.5 Exporting NaviCalcs to Excel ......................................................................................................................... 108

7.3.6 Batch Calculation .......................................................................................................................................... 109

8. Technical Information ......................................................................................................... 110

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8.1 System Requirements .......................................................................................................................... 110

8.2 Installing Objects ................................................................................................................................. 110

8.3 Installing Roles ..................................................................................................................................... 112

8.4 Uninstalling .......................................................................................................................................... 113

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1. Overview

1.1 Functionality and Modules of NC Cost Accounting

NC Cost Accounting for Microsoft Dynamics NAV is a fully integrated application module which is subdivided into the following sub-modules:

1.001.760 NC Cost Accounting - Base

1.001.770 NC Cost Accounting - Project

1.001.780 NC Cost Accounting - NaviCalc

1.001.790 NC Cost Accounting - Budget

1.001.800 NC Cost Accounting - Allocation

1.001.810 NC Cost Accounting - Section

1.001.820 NC Cost Accounting - Page

The following sections describe the scope of functions and the properties of the individual modules (with reference to the optional extras).

1.2 1.001.760 – NC Cost Accounting - Base

This module is the base of Cost Accounting for Microsoft Dynamics NAV. On the level of cost accounts and departments, the costs of the individual organizational areas are recorded. The initial account assignment of the primary posting is already performed in the Finance & Accounting module. Cost Accounting offers additional analytical dimensions and ability to separate cost analysis from initial cost posting.

Master Data

The module allows the setup of any departments and cost accounts (or revenue types). By involving the general ledger accounts of the NC Finance module for the Microsoft Dynamics NAV standard application, cost accounts can be created automatically. The user can work with and complete these cost accounts in NC Cost Accounting. A chart of cost accounts and a chart of departments are available to the user for organizing cost accounts and departments in a hierarchy. By maintaining master data you can accommodate the structure of cost accounts and departments for the specific informational needs of your operation. With group assignments you can define large groupings and hierarchies as additional evaluation levels of cost account and department accounting.

Cost Accounting Dimensions

Cost accounts and departments are two dimensions of cost accounting that allow for the allocation of postings as they relate to cost accounting. Each posting line in NC Cost Accounting contains at least one cost account. Each posting in the basic department accounting module additionally contains at least one department. This information is also contained in the posted net change data, which results from the posting line. The posted net change data are designated in Microsoft Dynamics NAV as entries. Entries in cost accounting are called cost ledger entries; those in the General Ledger are called general ledger entries.

Transferring Primary Costs from the General Ledger

NC Cost Accounting allows you to assign particular general ledger accounts to one or more cost accounts. Individual general ledger accounts can be summarized to cost accounts or split over deposited percentage relationships to cost accounts. The cross reference is the foundation of the automatic transfer of primary postings from the general ledger into NC Cost Accounting.

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Essential for the transfer of postings from the general ledger is the relevant cost accounting allocation of the postings in the general ledger. This means that for department accounting a department must be specified when posting to a general ledger account. The transfer into Cost Accounting can alternatively be drawn by individual entries or balanced following the allocation (i.e. one balance will be transferred per general ledger account and department).

An informative reference to the postings in the general ledger from the posted cost ledger entries is possible at any time. Each transfer operation can be cancelled individually. Postings that were not yet transferred can be posted to cost accounting through a repeated transfer.

Manual Cost Postings

In NC Cost Accounting, primary costs can also be recorded and posted by manual postings. These manual cost postings (additional and calculated cost postings, transfers) can be carried out to cost accounts and departments in the cost journals.

Recurring Cost Postings

As a supplement to the manual postings by cost journals, recurring postings can be used for postings. In the recurring cost journals, time intervals can be implemented with date formulas that control the posting date. With recurring journals you can automate activities without new entries; which, for example, periodically repeat in the same way within the frame of the monthly balance. As a rule, these postings remain unchanged over a long period of time.

Cost Account Authorization

Authorizations can be set up for each individual cost account. As a result, postings to these cost accounts in the cost journals will only be authorized for particular departments.

Performance Accounting

For performance accounting, various tools are available. The included performance journal allows to post work type-oriented activities between departments in department accounting by making reference to price transfers that are implemented in the departments by work type. The performance journal can only be set up with either the basic department accounting module or the supplementary project accounting. Further information is provided in the next sub-section. For periodically recurring postings in performance accounting, the recurring performance journal is available with similar functions as the recurring cost journal.

Calculatory Depreciation

Transferring the already calculated depreciation from the asset accounting allows to calculate the depreciation in the Cost Accounting module independently of the FA module and to directly transfer it from the standard FA module into Cost Accounting. Projects can be specified for the transfer by FA posting groups.

Evaluations

Evaluations of postings to cost accounts and departments are performed either via various standard reports, cost account and department schedules, or optionally by the NaviCalc-Report generator (see the section "NaviCalc" in this chapter).

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The evaluation schedule for cost accounts allows to create multiple compressions of cost account postings based on the cost account chart. This also applies to the evaluation schedule for departments.

Further information: Detailed information about standard reports is provided in the online help system.

1.3 1.001.770 – NC Cost Accounting - Project

The Project accounting module supplements the basic department accounting module of cost accounting for Microsoft Dynamics NAV. Project accounting shows which costs and revenues have incurred for which product areas and activities. This requires various time and result comparisons.

Moreover, this module allows to track costs of projects as well as to set up sub-accounts as a further dimension of account assignment. With sub-accounts, projects of the standard application can be integrated into cost accounting.

The module allows for the setup of any projects and sub-accounts. For an overview of all projects as well as for further groupings and compressions of the individual projects, a chart of projects is available. (With the maintenance of the master data, the projects and sub-accounts can be assigned individual groups and evaluated on this basis).

Cost Accounting Dimensions

Projects, departments and sub-accounts, along with cost accounts and departments, define two further cost accounting dimensions to which relevant cost accounting postings can be allocated. Each posting line in project accounting contains at least one project and, optionally, a sub-account.

Transferring Primary Postings

Transfer of the primary postings to projects is performed with the automatic transfer of postings to general ledger accounts of the general ledger as described in the section "Department Accounting." Using the Microsoft Dynamics NAV General Ledger, it is possible for G/L postings with projects or jobs to transfer this information into cost accounting.

Manual Cost Postings

For additional manual postings, the cost journals are available for postings to cost accounts, projects, or sub-accounts. The basic module is extended by the option to not only post monetary amounts but also to define and post quantitive units (e.g. hours, square meters, etc.) with appropriate cost rates.

Performance Accounting

Performance journals can also be used within project accounting, an extended performance accounting available. Performance journals allow to post work type-oriented activities between departments and projects.

1.4 1.001.780 – NC Cost Accounting - NaviCalc

The NaviCalc module supplements the basic cost accounting module and the individual extensions of cost accounting for Microsoft Dynamics NAV. NaviCalc lets the user create, manage, and re-use flexible and multi-dimensional evaluations based on schedule structures. Most of the tasks in the controlling area are reported efficiently. Most standard reports may be modified to meet individual users' needs.

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Schedules

In order to provide flexibility in organizing and defining evaluations, NaviCalc uses a combination of schedule structures that are easy to adapt, may be created as often as desired, and are simple to manage. Evaluations can be analyzed on paper, viewed on the screen, or copied from screen lists into other application programs, i.e. spread sheets.

The NaviCalc module allows the user to choose combinations of schedules based on cost accounts, departments, projects, and sub-accounts in lines, columns, and column segments of an evaluation matrix.

For evaluations, NaviCalc uses not only posted actual costs within a certain time grid (considering periods allows, for example, to compare results of previous years), but also budgeted costs with filters set to individual periods and allocations. This allows planned/actual comparisons of various characteristics that can refer to cost accounts, departments, projects or sub-accounts and can be displayed as column or line dimensions of the evaluation matrix.

The Planned/Actual consideration of NaviCalc supports both the amount and quantity dimensions of performance accounting. Costs and performances can be compared to budgeted values by period. Furthermore, NaviCalc lets you carry out your own calculations based on actual or budgeted values of individual evaluation columns. The user can also relate individual columns to each other using the four basic arithmetic operations, or with absolute value in ratios. Formulas may be entered in the same form that is used in many spreadsheets.

By using the individual NaviCalc dimensions, the major part of report demands can be displayed.

EXAMPLE:

BY USING A LINE STRUCTURE FROM COST ACCOUNTS AND A COLUMN STRUCTURE BASED ON A DEPARTMENT SCHEDULE, A COST STRUCTURE CAN BE CREATED. THE LINE STRUCTURE IN NAVICALC CAN BE COMPLETED WITH LINE FORMULAS. THIS STRUCTURE CAN CONSIST OF ACTUAL AND PLANNED VALUES OF DIFFERENT PERIODS AND CAN BE ENHANCED BY FORMULAS SO THAT A PLANNED/ACTUAL COMPARISON, A PREVIOUS YEAR COMPARISON, AND A PERCENTAGE DIFFERENCE CAN BE PRINTED.

THE EVALUATION DOES NOT HAVE TO BE CALCULATED FOR EACH REPORT PRINTING SINCE EVALUATION RESULTS WILL BE SAVED ANALOGOUS TO THE POSTED NET CHANGE DATA IN NAVICALC ENTRIES. THESE ENTRIES ARE ACCESSED BY A REPORT THAT ALLOWS THE USER TO DEFINE THE INFORMATION THAT IS TO BE DISPLAYED PER LINE. MOREOVER, IT AUTOMATICALLY BEGINS A NEW PAGE AFTER EACH COLUMN. THEREBY, THE INDIVIDUAL PROJECTS OF OUR EXAMPLE WILL BE PRINTED ONE AFTER ANOTHER.

AFTER DEFINING AN EVALUATION IN NAVICALC, THE USER CAN MAKE A COPY BY SIMPLY CHANGING THE DATE. FOR EXAMPLE, THE JANUARY COST STRUCTURE MAY BE COPIED TO BE THE BASIS OF THE FEBRUARY COST STRUCTURE, WITHOUT CHANGING THE JANUARY EVALUATIONS.

1.5 1.001.790 – NC Cost Accounting - Budget

This module supplements the basic department accounting module and the project accounting module of cost accounting for Microsoft Dynamics NAV by cost budgeting and performance budgeting.

It allows to budget the four cost accounting dimensions (cost accounts, departments, projects, sub-accounts) depending on the extent of the set up module.

Budgets are based on value or quantity sizes. In order to budget performances (quantity dimension) it is necessary to specify a work type.

The definition of a unit is behind the work type so that performance quantities can be budgeted by units in the budgeted costs module.

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Any number of budgets can be defined for every allocation and period. This allows the user of the budgeted costs module to display different versions of the cost accounting and performance accounting, e.g. normal cost accounting.

Budgets for value or quantity sizes are set up in separate windows where the user can freely specify the cost accounts which are to be budgeted, and eventually the different cost accounting dimensions such as periods. You can apply as many budgets as you like, each containing particular filters depending on their intended purpose. You can create your own functions to copy or allocate an existing budget.

The cost budget journals offer an alternative way to record budgeted values. In a cost budget journal, value and quantity sizes can be recorded for individual budgets and periods. As in the budget windows you can record and post budgeted values for departments, projects, and sub-accounts in the cost budget journals.

To evaluate and compare actual and budgeted values you can use standard reports as well as the NaviCalc report generator. Additional features in the system allow the user to compare differences between posted and budgeted values by filter.

1.6 1.001.800 – NC Cost Accounting - Allocation

This module allows a comfortable cost allocation of a certain posted cost entry.

The posting of allocations is performed in a special Cost Allocation Ledger, which allows, compared to the standard Cost Ledger additional, to record the following additional specifications:

Cost types, projects or departments to be credited.

Limitation of the considered postings of costs by choosing a desired period of time.

Allocation using a fixed or a variable rate. The variable rate can be provided as value or other numerical figure.

Defining allocation keys in percentages or other ratios.

Automatically balancing allocated costs of given cost entries.

Simultaneous charge and discharge within a transaction.

Iteration allocation.

1.7 1.001.810 – NC Cost Accounting - Section

This module allows to transfer another dimension from the General Ledger into Cost Accounting. the General Ledger.

Structure of Cost Accounting

The following illustration shows the basic structure of Cost Accounting and the value flow from outside into and within Cost Accounting. Some master data (departments, cost objects, work types and units) are used equally by the standard application and Cost Accounting. For other master data, assignments (G/L accounts and cost accounts, projects and sub-accounts) must/can be set up.

For a detailed description of the individual structures and functions, see the corresponding chapters of this manual.

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Cost Accounts

Departments

Projects

Sub-Accounts

Area

Work Types

Units

Transfer Prices

Fixed Assets

Work Types

Units

G/L Account

Department

(Global Dimension 1 Code)

Project

(Global Dimension 2 Code)

Job or

Shortcut Dimension 1-8

Shortcut Dimension 1-8

Records

RecordingG/L Entries

G/L Transfer

Journals

Costs

Perfrmances

Cost Allocations

Cost Budget

Posting

Registers

Entries (Net Change Data)

Cost Ledger Cost Budget Entries

Log

Recording

Evaluating

Reporting

NaviCalc

Reports

Schedules

Budgets

Legend:

NC Cost Accounting

NAV

AfA

Transfer

Import

Import

Export

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2. Setup

2.1 Cost Accounting Setup

Before a transaction can be posted, some basic settings must be specified in Cost Accounting.

1. Select Departments > NC Cost Accounting > Setup > Cost Accounting Setup. 2. The Cost Accounting Setup window opens:

In this window, you first set the required settings for the date-dependent release of postings, e.g. the posting periods in Cost Accounting.

Furthermore, certain information must be recorded in order to access sub-accounts as a dimension of Cost Accounting and/or to use the NaviCalc module.

The following table shows the fields in the Cost Accounting Setup window. A large number of tables in this manual is structured according to this pattern. The symbol in the Filling column indicates whether the field must be filled in:

The field must be filled.

The field can be filled if necessary.

No data entry is possible in the field. It will be filled in automatically.

A more detailed description of all fields (including those which are not described in this manual) is available in the online help.

General FastTab:

Field Description

Allow postings from

Allow posting to

The starting and ending dates are entered in this field. They serve to limit the time period in which postings in Cost Accounting are possible.

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Integration FastTab:

Max. Iteration Steps

In Cost Accounting it is possible to perform allocations by the iteration procedure.

The iteration will be repeated until the maximum number of iteration steps is reached or no further iteration is possible.

It is set up in the Max. Iteration Steps field by entering the maximum number of iteration steps.

Field Description

G/L Posting Integration Tick off this field to enable the immediate transfer into Cost Accounting.

I.e., along with creating the G/L entry, a cost ledger entry is created or the G/L entry is transferred into Cost Accounting.

Dimension Controlled G/L Account – Cost Account Mapping – Dimension Code

It is possible to specify a dimension code that allows for the overdriving of the setup in the G/L Account - Cost Account Mapping window in Cost Accounting.

It uses the cost accounts as the dimension value of the dimension code.

If the specified dimension is used in creating a posting and is thereby assigned to the G/L entry, it will be considered in the transfer of G/L entries into Cost Accounting which uses them for assigment as cost type.

Integration (Department/Project)

This field allows to specify which type of dimension is to be applied in Cost Accounting.

Depending on the general ledger setup, the department/project dimension dimension is entered here.

Typically, the department is equal to the global dimension code 1, the project is equal to global dimension code 2.

Dimension Code (Department/Project)

In the Dimension Code field, the appropriate department or project is then selected from the dimension overview.

Synchronization (Department/Project)

In this field you specify when you want to transfer the dimension values from the General Ledger into Cost Accounting.

In Batch: Only if the Department Transfer feature is enabled, the departments will be transferred into Cost Accounting.

Permanent: When a new department is created in the General Ledger, it is automatically created in Cost Accounting too.

At Posting: When a posting to a department created in the General Ledger is performed, it is created in Cost Accounting too.

Integration

(Sub-Account)

For sub-accounts it can be selected whether they are to be linked to the Projects module or to another dimension:

Projects and Dimensions.

Dimension Code (Sub-Account)

If Project is selected, no further provision of dimension information is necessary.

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Fixed Assets FastTab:

Version FastTab

If Dimension is selected, enter the dimension code which you want to use for the sub-accounts.

Synchronization (Sub-Account)

This field specifies when the dimension values are to be taken over from the General Ledger or project into Cost Accounting.

In Batch: Only if the Sub-Account Transfer feature is enabled, the departments will be transferred into Cost Accounting.

Permanent: When a new department is created in the General Ledger, it is automatically created in Cost Accounting too.

At Posting: When a posting to a department created in the General Ledger is performed, it is also created in Cost Accounting.

Integration (Section) This field allows to specify a fourth dimension to perform calculations and evaluations with.

Dimension Code (Section) In this field the desired section is selected from the dimension overview.

Synchronization (Section)

This field specifies when the dimension values are to be taken over from the General Ledger or project into Cost Accounting.

In Batch: only if you enable the Acquisition Cost feature, the departments will be transferred into Cost Accounting.

Permanent: When a new department is created in the General Ledger, it is automatically created in Cost Accounting too.

At Posting: When a posting to a department created in the General Ledger is performed, it is created in Cost Accounting too.

Field Description

Calculatory Depr. Book. Enter the code of the calculatory depreciaton book that contains the calculatory depreciation postings.

Numbering FastTab

NaviCalc Numbers

If automatic allocation of transaction numbers for the NaviCalc module is desired, select a range of numbers from the list. To learn how number series can be set up, see the “General Ledger” manual. Further information is provided in the “NaviCalc” chapter of this manual.

Field Description

Version Displays the Cost Accounting version

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2.1.1 Creating Cost Accounts

An essential component of Cost Accounting is the Chart of Cost Accounts. Being the center of cost account accounting, it allows to record and structure all costs incurred within an accounting period. The cost accounts in Cost Accounting correspond to the G/L accounts in the General Ledger.

Cost accounts serve to record costs in first place according to the type of used production factors. Accounts of the chart of cost accounts are also used for revenue accounts. This can be indicated by the number sequence or an appropriate entry in the group mapping (see below).

In the General Ledger, postings are allocated to G/L accounts. In Cost Accounting, they are allocated to cost accounts.

Firstly, it allows a quick overview of the created cost accounts and their balances and net changes, and, secondly, a logical report structure and design through headlines and various sums.

This chapter describes how to set up cost accounts and how to create a chart of cost accounts.

There are two ways of creating a new chart of cost accounts in Cost Accounting:

Manually

Automatically: Use the chart of accounts from the General Ledger as basis for the chart of cost accounts by automatically importing the G/L accounts into the cost accounts. This procedure is described in the "Tranferring Primary Postings from the General Ledger" section. To create a new chart of cost accounts, you can, by means of batch processing, transfer G/L accounts into cost types. Please proceed as follows:

1. Select Role Center > Departments > NC Cost Accounting > Administration > Integration > Create Cost Accounts to open the Create Cost Accounts window:

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2. Fill the fields on the Options FastTab as described below:

3. The Account Type field filter defines which G/L accounts are to be transferred into cost

accounts can be set. 4. In the No. field the number range of G/L accounts which is to be transferred can be set.

Please note that only G/L accounts of the account type Account are transferred into cost accounts.

5. In the Income/Balance field it can be defined whether Income Statements or Balance Sheets are to be transferred.

EXAMPLE: TO TRANSFER ALL PROFIT AND LOSS ACCOUNTS OF THE DEMO CLIENT INTO COST ACCOUNTS, EITHER ENTER 6000..9999 IN THE NO. FIELD OR SELECT INCOME STATEMENT IN THE INCOME/BALANCE FIELD.

IF NO FILTERS ARE SET, ALL G/L ACCOUNTS INCLUDING HEADINGS ETC. ARE TRANSFERRED INTO THE COST ACCOUNTS.

6. Click OK and confirm the following message with Yes.

If this batch processing was used to create the chart of cost accounts, first a 1:1 relation exists between the selected G/L accounts and the created cost accounts, i.e. each G/L account has one corresponding cost account, and vice versa.

How to define other relations between G/L accounts and cost accounts is described in the following section Cost Account Mapping.

Field Description

Length G/L Account Enter how many characters the G/L account numbers in your chart of accounts have. In the demo company, the G/L accounts are 4-digits.

Length of

Cost Account

Enter the number of characters the cost accounts that will be generated by the transfer of G/L accounts from the general ledger need to have. In the demo company the cost accounts are 5-digits. If Length of Cost Account is larger than Length G/L Account, an appropriate number of 0’s is added to the G/L Account numbers in order to produce the cost account numbers. In the opposite case, the G/L Account numbers will be shortened.

Make Cross Reference Tick off this field to automatically create a cross reference of the cost account to the corresponding G/L Account (see section "Cost Account Mapping" in this chapter).

Convert Balance

Enter a standard for how the postings of the G/L accounts should be transferred when you automatically create a cross reference of the cost account to the corresponding G/L account.

The field provides two options: Sum and Detailed. The value can still be changed manually after the transfer (see the sub-section "Cost Account Mapping" in this chapter).

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2.1.2 Cost Account Mapping

To transfer the G/L accounts posted in the General Ledger into Cost Accounting, you must define which G/L accounts are directly transferred into Cost Accounting and which G/L accounts corresponds to which cost account.

Select Role Center > Departments > NC Cost Accounting > Administration > Integration > G/L Account - Cost Account Mapping to open the G/L Account - Cost Account Mapping window.

If G/L Posting Integration in the cost accounting setup is ticked off, first a 1:1 relation exists between the G/L and cost accounts, i.e. each G/L account has one corresponding cost account, and vice versa.

The following illustration shows this mapping:

Other relations between G/L and cost accounts can be defined manually by editing the table.

Firstly, several G/L accounts can be summarized with their postings as a single cost account as they are transferred into Cost Accounting. In this case there is an n:1 relation between G/L accounts and a cost account.

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This is illustrated in the following figure: The three accounts 8710, 8720 and 8730 are summarized as cost account 87100. The following illustration shows this mapping:

Another example are separate revenue accounts for individual tax cases (sales revenue 20%, sales revenue 10%, etc.).

Since it is not necessary in Cost Accounting to separate the revenue accounts (according to the selected VAT - as it is in the General Ledger) these accounts can be summarized as one cost account.

Secondly, postings of one G/L account can be distributed to several cost accounts as they are transferred into Cost Accounting. In this case, a 1:n relation exists between the G/L and cost accounts. The distribution is based on a fixed percentage distribution.

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This is illustrated in the following figure: As the G/L account 8140 is transferred into Cost Accounting, it is divided into the two cost accounts 81300 and 81400.

2.1.3 Mapping of Cost Accounts to G/L Accounts

To assign a G/L account to a cost account, please proceed as follows in the G/L Account - Cost Account - Mapping window:

1. Select the G/L Account No. field and enter the appropriate G/L account number. 2. Select the Cost Account No. field and enter the appropriate cost account number. The G/L

Account Name and the Cost Account Name fields will be automatically filled in using the master data.

3. In the Convert Balance field, select how the G/L account is to be transferred into Cost Accounting at the G/L-transfer. The following two options are available:

Sum: Transfers the postings from the general ledger for this line of the mapping table as sum per account assignment, account and date filter. Therefore, all postings posted to the selected G/L account with a possible sub-account assignment (project), are transferred as a balance entry for each account assignment.

Detailed: Each posting will be transferred from the general ledger into Cost Accounting, i.e., for each G/L entry a cost ledger entry is created.

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4. If Sum is selected in the Convert Balance field and you want to split the postings of the corresponding G/L account, enter the appropriate percentage that should be posted to the cost account of this cross reference line at the G/L-transfer in the %-Split field.

2.1.4 Summary of G/L Accounts to a Cost Account

1. The following example describes the summarization of several accounts to one cost account: 2. Enter the number of the first account of the sum in the G/L Account No. column. In this example it

is account 7210 3. Then insert the number of the charged cost account in the Cost Account No. column. In this

example it is cost account 71100. 4. In the balance field, select Sum or Detailed as converting balance method. In this example, select

the Detailed option 5. Select the appropriate line and press ENTER, or press F3 above the next number to create a new

line. This is only necessary if the corresponding row in the acquisition is not yet created.

Enter the number of the next account of the sum in the G/L Account No. column. In this example it is account 7220 and assign it to the same Cost Account No. as in the previous assignment row. Repeat steps 1 through 4 (if necessary) for the G/L account 7230.

Postings to these three accounts are now summarized and posted on the same cost account.

2.1.5 Split of a G/L Account to Cost Accounts

The split of a G/L account into several cost accounts is illustrated by the following example:

The G/L account 8140 is split into 81300 (Repairs and Maintenance) and 81400 (Other Repairs).

1. Select the number of the G/L account to be splitted in the G/L Account No. field. 2. Enter the number of the first cost account which will be posted to in the Cost Account No.

field. For this example, enter 81300. 3. Select the Sum option in the Convert Balance field. In this case the Detailed option is not

available. 4. Enter the percentage of the bookings that is to be posted to the selected cost account in the %-

Split field. For this example, enter 50 for the cost account. 5. At the end of the line, press ENTER. 6. Select the number of the previous line (8140) in the G/L Account No. window, in the Cost

Account Number field select the number of the next cost account that will be posted to, i.e. 81300 and 81400. In the Convert Balance field, select Sum.

7. Again, enter the percentage of the bookings that is to be posted to the current cost account in the %-Split field. The system suggests the proportion missing for 100%, i.e. 50%. In this example, select 40%.

8. Enter additional lines until 100% are reached for all lines for the cost account split.

Repeat steps 1 through 6 until a line is set up for every cost account which is to be posted to.

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2.1.6 Editing and Deleting Cost Accounts

The fields of a cost account can be edited in the Cost Account Card. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Cost Accounts. Select the desired cost account and click View to open the corresponding Cost Account Card.

The number of a cost account can be edited by entering a new number and confirming the message that follows. To change the number the same instructions apply as in the general ledger.

All other entry fields can be edited as needed. These changes will only affect future transactions. Cost accounts can be deleted in the Chart of Cost Accounts window or in the Cost Account Card. In both cases, select Delete in the menu bar.

Cost accounts can only be deleted if the balance is zero and no entries exist in the current fiscal year. Already posted cost account entries are not deleted from closed fiscal years, however, the cost account number from this entry is removed (the Cost Account No. in the cost ledger entries is then blank).

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2.1.7 Cost Account Authorizations

If only certain projects should be allowed to post to a cost account, enter an authorization code for this cost account. With this code you can define explicitly which projects may post to this cost account.

To set up cost account authorizations, please proceed as follows:

1. Select Departments > NC Cost Accounting > Setup > General > Cost Account Authorizations to open the Cost Account Authorization window:

2. Enter a unique cost account authorization code in the Code field and an appropriate description in the Description field. In the demo company, a cost account authorization code DE1 is set up for calculated costs.

3. Enter the first department which may post to the cost account in the Code field of the lines. 4. The description of the project will then be entered automatically in the Description field.

Repeat this step until all departments that may post to the cost account are recorded. 5. For cost account authorization code DE1, the departments, including the sales departments, of the

Sales/Marketing department have already been set up. 6. When the authorization codes are set up, an authorization code can be assigned to each cost

account. 7. Select the desired cost account in the Chart of Cost Accounts window and click Cost Account Card.

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You can now assign an authorization code to the cost account in the Authorization Code field on the Posting FastTab of the Cost Account Card. Click the AssistButton to open the Cost Account Authorizations window:

8. Select the desired cost account and click Home > Manage > Edit. (In the demo client, select cost account 92900 (imputed interest)).

9. On the Posting FastTab > Authorization Code field, an authorization code can now be assigned to the cost account.

10. To enter the authorization code, click the drop-down button and select the desired authorization code from the list.

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2.1.8 Trailing Transactions

A source code is automatically assigned to all posted entries in both Cost Accounting and the General Ledger so that completed transactions can always be trailed. Furthermore, reason codes can be assigned to transactions.

Select Financial Management > Administration > Setup > Trail Codes > Source Code Setup to open the Source Code Setup window:

Fill the fields of the Cost Accounting (NCKR) FastTab as follows:

Field Description

Cost Journal (NCKR) Enter the source code that should be filled in automatically at a cost journal posting.

Performance Journal (NCKR)

Enter the source code that should be filled in automatically at a performance journal posting.

Cost Allocation Journal (NCKR)

Enter the source code that should be filled in automatically at a transfer journal posting.

G/L-Transfer (NCKR) Enter the source code that should be filled in automatically at a G/L-transfer.

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Reason codes allow to add additional information to posts as they indicate why a post was created. They are set up in Financial Management > Administration > Setup > Administration > Trail Codes > Reason Codes:

Further information on setting up and working with source and reason codes is available in the General Ledger volume of the Microsoft Dynamics NAV standard application manual.

2.1.9 Creating Integration Dimensions

The integration dimensions defined on the Integration FastTab of the Cost Accounting Setup window can now be created automatically in Cost Accounting via batch processing.

1. Select Role Center > Departments > NC Cost Accounting > Administration > Integration. In this example, select Create Departments to open the Create Departments window.

2. Click OK.

Repeat these steps for each integration dimension (Create Projects, Create Sub-Accounts, Create Sections) that you want to create.

The Cost Accounting setup is now finished.

The next chapter describes how G/L accounts (which serve as data basis for Cost Accounting) can be applied as primary bookings in Cost Accounting.

Cost Account Close (NCKR)

Enter the source code that should be filled in automatically at a cost account closing.

Cost Accounting Register Cancellation (NCKR)

Enter the source code that should be filled in automatically at the cancellation of a cost account register.

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3. Working with Cost Accounting

3.1 Transferring Primary Postings from the General Ledger

For the necessary basic data for monthly results based on Cost Accounting, the primary postings must be transferred from the General Ledger into Cost Accounting.

The G/L transfer is controlled via the G/L Account - Cost Account Mapping window (as previously described in the “Creating Cost Accounts” section).

The G/L entries of all G/L accounts of the general ledger, which are listed in the G/L Account - Cost Account Mapping table and are assigned to cost accounts, will be transferred. Depending on the selection in the Convert Balance field, entries are transferred as sums or as individual postings.

NOTICE: ONLY THOSE G/L ACCOUNT POSTINGS RECORDED IN THE G/L ACCOUNT - COST ACCOUNT MAPPING TABLE WHICH HAVE AN ACCOUNT ASSIGNMENT RELEVANT FOR COST ACCOUNTING, WILL BE TRANSFERRED INTO COST ACCOUNTING. FOR SUCH POSTINGS, A DEPARTMENT OR PROJECT, OR BOTH, MUST BE ENTERED.

To transfer primary postings from the general ledger into Cost Accounting, please proceed as follows:

Select Role Center > Departments > NC Cost Accounting > Tasks > Periodic Activities > G/L-Transfer to open the G/L-Transfer window:

The following information can be recorded on the Options FastTab:

The Posting Date from and Posting Date to fields define from which time period G/L entries will be transferred into Cost Accounting.

G/L-Transfer is suggested in the Posting Text field; it can be changed manually.

In the Document No. field, a document number for the G/L transfer can be recorded.

A reason code can be selected in the Reason Code field.

The document number and reason code are transferred into cost ledger entries created by the G/L-transfer, unless the G/L entries are transferred individually. In this case, the cost entries are posted with the document number of the G/L entries.

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1. Click OK to start the transfer.

The G/L entries from the general ledger are set up internally in a cost journal at transfer and are posted automatically (see the structural diagram of Cost Accounting in the "Functionality and Modules of Cost Accounting" section in the "Overview" chapter). The process is the same as for direct posting with cost journals. For example, it will also run through the same tests.

Each posting from the general ledger, i.e. each G/L entry, will only be transferred once into Cost Accounting. Each transferred G/L entry is numbered.

If dates of already transferred time periods are included, only unnumbered postings will be transferred.

Therefore, prior year entries in the general ledger can be transferred into Cost Accounting at a later date.

3.2 Cost Accounting Correction

If not all the required dimension information for a G/L entry is available because it is not recorded in the General Ledger and therefore a transfer to Cost Accounting is not possible, the application will tag this post with the budget line item No. -1 and the following message appears:

1. Click Yes to open the G/L Entries - Cost Accounting Correction window. It allows to review and correct the untransferred entries and to record the missing information. Alternatively, click No to perform these steps at a later time.

2. Enter the required information, in this example the department code. The application transfers the information from the G/L entry and removes the value “-1” from Cost Ledger Entry No. field.

3. Click OK to reperform the transfer and to transfer the corrected G/L entries.

3.3 Chart of Departments

Departments are internal divisions that can be calculated independently as a account assignment unit. They mostly correspond to the functional, spatial, or organizational subdivision into internal areas or organizational units. When defining and constructing departments, keep in mind that a department is an independent area of responsibility. Furthermore, for each department clear reference quantities should be defined for the cost origin and cost transfer. Beyond that, the department in the general ledger must be clearly allocatable.

The chart of departments illustrates the hierarchy of the individual departments in the system. Primary and subsidiary departments should be delimited from one another by corresponding number definitions. In the chart of departments, corresponding compressions are already pre-defined by summation. These are available to you for further analysis, or as information on entries level.

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3.3.1 Setting up Departments

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Departments to open the Chart of Departments window:

2. Select the desired department and click View to open the corresponding Department Card window.

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General FastTab:

Group FastTab:

3.3.2 Insert Page Break

To insert a page break after a department when a chart of departments is printed, please proceed as follows:

1. Select the line of the department from the Chart of Departments window after which the page break is to be inserted.

2. Select Department > Card to open the Department Card. 3. Select the New Page field on the General FastTab.

Field Fill In Description

Code This code may consist of both numbers and letters.

Name Enter the department name.

Responsible Person The department can be assigned to a responsible person.

Account Type

Totaling

No. of Blank Lines

Enter the number of blank lines to be inserted in the chart of cost accounts above the current cost account.

New Page Tick off this field to insert a page break after this cost account when the chart of cost accounts is printed.

Search Description The cost account description is predefined, but can be changed manually.

Balance

Direct Posting Untick this field if no entries should be directly posted to this cost account.

Blocked Tick off this field to block postings to this cost account.

Last Date Modified The date when the respective cost account was modified last is automatically filled in this field.

Field Fill In Description

Group 1 – Group 8 These fields allow to assign each department to a freely definable group. This assignment will later serve for evaluation purposes.

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3.3.3 Adding Comments to a Department

To add comments to departments, select the desired department in the chart of departments and select Navigate > Comments. Alternatively, click View to open the corresponding Department Card and click Navigate > Comments to open the Comments window.

Any number of comment lines can be entered for each department. Moreover, a date can optionally be added for every comment line.

All comments of a department appear on the appropriate department card.

3.3.4 Changing and Deleting Departments

Modifications to fields of a department are made in the department card.

Select the desired department in the chart of departments and click View to open the corresponding Department Card window.

To change the number, please proceed as described for changing a number in the general ledger.

For more information, see the “General Ledger” volume of the Microsoft Dynamics NAV standard application manual.

All other entry fields can be edited as needed. These changes only affect future transactions.

To delete departments, click Delete either in the Chart of Departments window or the Department Card.

Departments can only be deleted if the corresponding balance is zero and no entries exist in the current fiscal year. Previously posted entries of the respective department from closed fiscal years will not be deleted. However, the department code will be removed from these entries (the Department Code field in the cost ledger entries is then blank).

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3.4 Chart of Projects

Projects represent a company’s results. Projects are performances to put the incurred costs in relation to revenues. The definition and relation of projects to individual items as product groups or order groups depends on how these are allocated in Microsoft Dynamics NAV.

Furthermore, projects can serve to record internal performance as sales/marketing activities, e.g. if they are used for posting to projects.

The central question of project accounting is:

“Why did which costs of which height accrue and to what extent do the accumulated revenues cover these costs?”

3.4.1 Setting up Projects

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Projects to open the Chart of Projects window:

2. For a description of the relevant fields in this window, see the list provided in the section “Chart of Departments”.

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3.4.2 Inserting Page Breaks

To insert a page break after a project in the printed chart of projects, please proceed as follows:

1. Select the line of the project from the Chart of Projects window after which the page break is to be inserted.

2. Select Project > View to open the corresponding Project Card. 3. Tick off the New Page field on the General FastTab.

3.4.3 Adding Comments to Projects

To add comments to a project, select the the desired project in the Chart of Projects and click Navigate > Comments to open the Comments window.

3.4.4 Changing and Deleting Projects

To change the fields of a certain project, select the desired project from the Chart of Projects and click View to open the corresponding Project Card window.

To change the project number, enter the new number and confirm the message box. The same instructions as in the general ledger apply. These changes will only affect future transactions.

To delete a project, click Delete either in the Chart of Projects or on the Project Card.

Projects can only be deleted if the corresponding balance is zero and no entries exist in the current fiscal year. Previously posted project entries from closed fiscal years will not be deleted. However, the project code will be removed from these entries (the Project Code field in the cost ledger entries is then blank).

3.5 Chart of Sub-Accounts

Sub-accounts provide, besides projects, departments and extensions by groupings or compressions, another account assignment dimension for Cost Accounting.

Sub-accounts can only be allocated together with departments or projects. This serves as a filter option for cost and revenue postings below the project or department account assignment level.

Cost Accounting provides two different ways of selecting sub-accounts. This selection is defined by the Integration field in the Cost Accounting setup (See the chapter “Setup”):

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3.5.1 Project Integration

If Project is entered in the Integration field, all projects will be used as sub-accounts in Cost Accounting. This approach is useful to keep track of internal investment or customer projects or to allocate costs or performances to these projects. This way, e.g. internal investment orders or internal orders can be tracked through the account assignment Department and Sub-Account separately from the plain department costs.

3.5.2 No Project Integration

To create sub-accounts manually, the further definitions are free for you to set. If Dimensions is selected in the Integration field, new allocations to post deferrals and accruals can be defined as sub-accounts, e.g. if you want to repost costs from one project to an internal job.

3.5.3 Sub-Accounts Setup

Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Sub-Accounts to open the Chart of Sub-Accounts window.

Fill the fields of the Sub-Account Card window as follows:

Field Fill In Description

No. Both numbers and letters can be entered in this field.

Description, Description 2 These fields allows to record individual descriptions.

Customer No.

This field allows to assign a sub-account to a customer. When a sub-account is created automatically by a G/L transfer, this field will indicate the customer who the project was carried out with.

Customer Name

If a customer has been assigned to the current account, the name is automatically displayed in this field.

Search Description

By default, the project name is entered here which can be changed manually.

Balance The balance of the sub-account.

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3.5.4 Chart of Sub-Accounts Setup

To set up a new chart of sub-accounts or to add new sub-accounts to an existing chart of sub-accounts, every sub-account must be entered individually. Sub-accounts can be set up in the Chart of Sub-Accounts window or the Sub-Account Card. It is recommended to create a new Sub-Account in the Chart of Sub-Accounts window. The Sub-Account Card is designed for modifying or adding details of sub-accounts.

3.5.5 Sub-Accounts Setup in the Chart of Sub-Accounts window

To create a new chart of sub-accounts, please proceed as follows:

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Sub-Accounts. 2. If no sub-accounts have been set up yet, start recording data in the first line of the window and

click New to open the Sub-Account Card window. 3. Enter the sub-account number in the No. field.

Please note that to each sub-account a unique code must be assigned (also to codes which will only be used as heading or total line).

4. Enter the name in the Description field. 5. Enter the sub-account type in the Account Type field. Click the AssistButton in the Account Type

field and select one of the options described below. 6. Please note that only the first account type is designed for posting; all others are required only to

create total and heading lines in the chart of sub-accounts.

Account Type Function

Posting Posting.

Heading A headline for a sub-account group.

Total A total that is defined in the Totaling field.

Begin-Total This date marks the beginning of a totaling sub-account series which ends on the date entered in the corresponding End-Total field.

End-Total This date marks the ending for a totaling sub-account series which begins on the date entered in the Begin-Total field, the final total is defined in the Totaling field.

7. For sub-accounts of the type Total, the Totaling field must be filled. For sub-accounts of the type End-Total, this field is filled automatically by the Indent function.

Direct Posting Untick this field if no entries should be directly posted to the project.

Blocked Tick off this field to block postings to this project.

Last Date Modified The date when the respective project was modified last is automatically filled in this field.

Group 1 to Group 8 These fields allow to assign each department to a freely definable group. This assignment will later serve for evaluation purposes

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This field defines which accounts will be considered in the calculation of the total; the application then automatically summarizes the entries of the sub-accounts in the used filter.

8. In the Group 1 to Group 8 fields you can enter sub-account groupings or classifications. These groupings can be used for filters and evaluations in sub-account schemas and NaviCalc.

9. When the last field is filled, repeat steps 2 through 9 for every other sub-account. 10. To insert blank lines between two sub-accounts when the chart of cost accounts is printed, the

desired number of blank lines above the sub-account can be entered in the No. of Blank Lines field in the Sub-Account Card.

11. When all sub-accounts are set up, select Indent Chart of Sub-Accounts and confirm the following message box with Yes.

All sub-accounts of one account type will then be indented to the same position. Usually, all sub-accounts of the type Account are indented to one level.

If there is not the same number of Begin-Total and End-Total sub-accounts, the Indent function cannot be performed. A message box displays which sub-accounts could not be indented.

3.5.6 Adding Comments to Sub-Accounts

To add comments to a sub-account, select Navigate > Comments in the Sub-Account Card to open the Comments – Sub-Account window.

For every sub-account, as many comments (optionally with their appropriate date) as desired can be added.

3.5.7 Changing and Deleting Sub-Accounts

The fields of a sub-account can be changed in the Sub-Account Card.

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Sub-Accounts to open the Chart of Sub-Accounts

2. A sub-account number can be changed simply by entering a new number, then confirm the following message. To change the number, the same instructions as in the General Ledger apply.

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NOTICE: CHANGING THE NUMBER OF A SUB-ACCOUNT OF THE TYPE “PROJECT” IS NOT POSSIBLE. IT MUST BE CHANGED IN THE PROJECT MODULE OF THE MICROSOFT DYNAMICS NAV STANDARD APPLICATION. THE NUMBER OF THE CORRESPONDING SUB-ACCOUNT WILL THEN BE UPDATED AUTOMATICALLY.

All other fields can be changed if necessary. These changes will only affect future transactions. Sub-accounts can only be deleted if the corresponding balance is zero and no entries exist in the current fiscal year. Previously posted entries of the sub-account from closed fiscal years will not be deleted. However, the sub-account number will be removed from this post.

3.6 Chart of Sections

Sections provide, besides projects, departments and extensions by groupings or compressions, and sub-accounts, another account assignment dimension for Cost Accounting.

Sections can only be allocated together with departments or projects. This serves as a filter option for cost and revenue postings below the project or department account assignments level.

Hierarchically, sections are therefore below project and department allocations. Sections allow to transfer another dimension from the General Ledger into Cost Accounting.

This selection is defined by the Integration field in the Cost Accounting setup (See the chapter “Setup”):

To create sub-accounts manually, the further definitions are free for you to set.

If Dimensions is selected in the Integration field, an available dimension from the general ledger can be assigned as section account.

3.6.1 Chart of Sections Setup

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Sections to open the Chart of Sections window.

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Fill the fields in the Chart of Sections window as follows:

General FastTab:

Field Description

Code Enter the code of the section.

Name Enter the name of the section.

Account Type Enter the account type.

Totaling

No. of Blank Lines Enter the number of blank lines to be inserted in the chart of sections above the current section

New Page Tick off this field to insert a page break after section line when printing.

Search Description By default, a description is entered here which can be changed manually.

Balance

Direct Posting Tick off this field if to post entries directly to the project.

Blocked Tick off this field to block postings to this section.

Last Date Modified The date when the respective project was modified last is automatically filled in this field.

Grouping FastTab:

Field Description

Group 1 to Group 8 These fields allow to assign each department to a freely definable group. This assignment will later serve for evaluation purposes.

To set up a new chart of sections or to add new sections to an existing chart, each section code must be entered individually.

Section accounts can be set up in the Chart of Sections or the Section Card window. It is recommended to create a new section in the Chart of Sections window. The Sections Card is designed for modifying or adding details of sections.

3.6.2 Sections Setup in the Chart of Sections Window

To create a new chart of sections, please proceed as follows:

1. Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Sections. 2. If no sections have been set up yet, start recording data in the first line of the window and click

New to open the Section Card window.

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3. Enter the section code in the Code field. Remember that to each section a unique code must be assigned (also to codes which will only be used as heading or total line)

4. Enter the name in the Name field. 5. Enter the the type of the sub-account in the Account Type field. Click the AssistButton in the

Account Type field and select one of the options described below. 6. Please note that only the first account type is suitable for posting; all others are required only to

create total and heading lines in the Chart of Sub-Accounts.

Account Type Function

Posting Posting.

Heading A headline for a section group.

Total A total that is defined in the Totaling field.

Begin-Total This date marks the beginning of a totaling section series which ends on the date entered in the corresponding End-Total field.

End-Total This date marks the ending for a totaling section series which begins on the date enteres in the Begin-Total field, the final total is defined in the Totaling field.

The section accounts will be considered for the totaling. The application automatically summarizes the section account entries within the set filter.

7. In the Group 1 to Group 8 fields, section groupings or classifications can be entered. 8. When the last field is filled, repeat steps 2 through 9 for every other section. 9. To insert blank lines between two sections when the chart of sections is printed, the desired

number of blank lines above the section can be entered in the No. of Blank Lines field in the Section Card.

10. When all section accounts are set up select Indent Chart of Sections and select Yes in the following message box.

If there is not the same number of Begin-Total and End-Total sub-accounts, the Indent function cannot be performed. A message box indicates which sections could not be indented.

NOTICE: IF THE SECTION END-TOTAL FIELDS HAVE ALREADY BEEN FILLED BEFORE INDENTING, THEY MUST BE ENTERED AGAIN AS THEY ARE OVERWRITTEN BY THE FUNCTION.

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3.6.3 Adding Comments to Sections

To add comments to a section, select Navigate > Comments in the Section Card to open the Comments - Section window.

For every section account, as many comments (optionally with their appropriate date) as desired can be added.

3.6.4 Changing and Deleting Sections

The fields of a section can be changed in the Section Card window.

1. Select the desired section in the Chart of Sections and click View to open the corresponding Section Card window.

2. A section account code can be changed simply by entering a new code, then confirm the following message. To change the code, apply the same instructions as in general ledger.

All other fields can be changed if necessary. These changes will only affect future transactions.

Sections can be deleted either in the Chart of Sections window or in the Section Card, but only if the corresponding balance is zero and no entries exist in the current fiscal year. Previously posted entries of the section from closed fiscal years will not be deleted. However, the section code will be removed from this post (the Section Code field in the cost ledger entries is then empty).

NOTICE: CHANGING THE NUMBER OF A SECTION ACCOUNT OF THE TYPE “PROJECT” IS NOT POSSIBLE. IT MUST BE CHANGED IN THE PROJECT MODULE OF THE MICROSOFT DYNAMICS NAV STANDARD APPLICATION. THE NUMBER OF THE APPROPRIATE SECTION ACCOUNT WILL THEN BE UPDATED AUTOMATICALLY.

3.7 Overview of Work Types and Units

Work types define bases, which can be used to settle costs in the performance and cost journals. In contrast to the settlement of calculated sizes, bases allow to settle costs differentiated after use. Individual bases are the basis of a cost allocation which should replace an overhead cost distribution. To pass on costs (e.g. between individual departments or from departments to projects), they can be settled depending on their quantitative service output or input for a certain work type.

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In this context, transfer prices must be defined for the individual work types (see “Transfer Prices” in this chapter).

Cost Accounting distinguishes between work types and units. They are administered separately in order to be able to define output independently of units.

For example, this allows to create various work types of the unit Hours (Production hours, maintainance hours, etc.).

Units and cost accounts are connected to ensure that different quantity units will not be posted with one cost account. Otherwise, significant attributions of quantity allocations to cost postings are not possible.

3.7.1 Setting up Work Types

The work types in Cost Accounting refer to those in the Microsoft Dynamics NAV standard application. To set up work types in Cost Accounting, select Departments > NC Cost Accounting > Administration > Setup > General > Work Types to open the Work Types window.

Field Fill In Description

Code Enter the work type code.

Description

Unit of Measure Code Select the unit with which the work type will be posted.

Cost Account No.

Credit (NCKR) Enter the cost account to be suggested for crediting when the current work types are posted in the journal.

Cost Account No.

Debit (NCKR) Enter the cost account to be suggested for debiting when the current work types are posted in the journal.

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3.7.2 Setting up Units

The units in Cost Accounting refer to those in the Microsoft Dynamics NAV standard application. To set up units in Cost Accounting, select Departments > NC Cost Accounting > Setup > General > Units of Measure to open the Units of Measure window.

Enter a unique code in the Code field. A descriptive text can optionally be entered in the Description field.

3.7.3 Cost Account Authorizations

To enable only certain departments to post to a cost account, create a cost account authorization code for this cost account. This code explicitly defines which departments may post to a cost account.

To set up cost account authorizations, please proceed as follows:

1. Select Departments > NC Cost Accounting > Setup > General > Cost Account Authorizations.

2. Assign a unique cost account code in Code field, and, optionally, a description in the Description field.

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In the demo client there is an authorization code CALC for calculatory costs. 3. Enter the first department which may post to the cost account in the Code field of the lines. 4. Repeat these steps until all departments which may post to the cost account are recorded.

Once authorization codes are set up, one can be assigned to each cost account by entering the approriate code in the Posting FastTab of the chart of cost accounts.

3.7.4 Transfer Prices

Transfer prices are set per department, work type, and period. They define the value component of the internal cost allocation and should be chosen considering budgeted empirical values from the respective cost volume on the basis of the annual performace of a work type.

Transfer prices can be defined for the individual departments per work type. They specify the price of one unit of the work type which is to be applied when the department causes additional costs or revenues to settle.

At the internal cost allocation, the departments will then be credited or debited with the product of transfer price and amount of the work type. This amount is calculated within certain filters.

To set up transfer prices, select Departments > NC Cost Accounting > Setup > General > Department Transfer Prices to open the Department Transfer Prices window. This window may also be opened from the Chart of Departments and the Department Card.

Field Entry

Department Code Select a department for which the current transfer price is to be applied.

Work Type Code Select a work type for which the current transfer price is to be applied.

Starting Date Enter the date from which the current transfer price is to be applied.

Transfer Price Enter the amount per unit which is to be applied for the current transfer price.

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3.7.5 Create Dimensions

If necessary, the various integration units can be transferred from general ledger into Cost Accounting or be updated in the general ledger.

1. Select Departments > NC Cost Accounting > Setup > Integration > Create Dimensions to open the Create Dimensions window:

2. On the Options FastTab, tick off each integration unit (cost account, department, project, sub-account and section) which is to be created in the general ledger.

Only dimensions set up in the Cost Accounting Setup window can be ticked off.

If Project is selected in the Integration field on the Sub-Account FastTab of the Cost Accounting Setup window, the Sub-Account Dimension field cannot be ticked off.

3. Click OK.

3.8 Cost Accounting Journals

3.8.1 Overview

In Cost Accounting, there are two ways to perform postings and to create posted entries with them.

The first is to manually record data via journals as in the general ledger and to create entries by posting these cost accounting journals. Cost accounting journals is to be understood as a general term for all journals existing in Cost Accounting (cost journals, performance journals and cost allocation journals).

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For postings in Cost Accounting, a cost account must be entered as account assignment. Further account assignments can be performed to a department, project or sub-account. These can be cost postings, revenue postings, or transfer postings. The detailed procedures are described later in this chapter.

The second way for periodic cost results is to automatically transfer the postings from the general ledger into Cost Accounting, where cost ledger entries are created depending on the G/L entries and the procedure described in “G/L Account - Cost Account Mapping”. In these cost ledger entries, G/L entry allocations regarding department, project, and Sub-Account are transferred into the appropriate fields.

The exact procedure is described in the section "Transferring Primary Postings from the General Ledger" of the chapter "Working with Cost Accounting."

3.8.2 Filling and Posting Journals

What must be considered when filling in journals depends on the journal type. Detailed descriptions are provided in the appropriate chapters. This section explains the general structure of the journals and gives instructions that apply to all journals. A cost accounting journal, like a G/L journal, consists of three levels: the journal template, the journal name, and the journal lines.

3.8.3 Journal Templates

Select Departments > NC Cost Accounting > Setup > General > Cost Journal Templates to open the Cost Journal Templates window:

Fill the fields in the Cost Journal Templates window as follows:

Field Entry

Name The name of the cost journal template.

Description The description of the cost journal template.

Test Report ID The number of the printed test report, if Post - Test Report is selected after filling all journal lines.

Test Report Name The name of the test report ID.

Page ID The form (window) number which is used to display the journal.

Page Name The name of the page ID.

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Posting Report Name The name of the posting report ID.

Source Code The source code which is automatically entered in the entries posted via the journal.

Reason Code The reason code which is automatically entered in the entries posted via the journal.

Reccuring Tick off this field for recurring journals.

By default, some fields are not displayed. To add these, right-click one of the field names, click Choose Columns select the desired fields and click Add > >.

Each journal template of Cost Accounting appears in its own window with particular functions. The General journal template is used for cost accounting journals, the Recurring journal template for recurring cost accounting journals.

3.8.4 Journal Names

On the second level, one or more journal names for one journal template can be set up. A journal name is an individual journal that was created in a journal template. The data of the respective journal template apply for all journal names of this template. To add a journal name for a cost journal of the General template, please proceed as follows:

1. Select Departments > NC Cost Accounting > Administration > Setup > General > Cost Journal Templates to open the Cost Journal Templates window. Then select Navigate > Batches.

2. Fill the fields as follows:

Field Entry

Name The cost journal name.

Description A description of the cost journal name.

Reason Code

The reason code which is automatically entered in the entries posted via the journal.

If a reason code was set up in the journal template, it will be automatically transferred into the journal name, but can be changed as needed.

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No. Series This field contains the code of the number series which is used to assign document numbers to journal lines in the journal.

Posting No.

Series

This field contains the code of the number series which is used to assign document numbers to the entries which are created by posting this journal.

To set up more journals of one type, different names can be set up for one journal template. This procedure is identical for all journals. To do this, repeat the steps as described above.

3.8.5 Journal Lines

The posting data of the journal name must be entered in the journal lines. Any number of lines can be added with one journal name.

The data entered in a journal can be changed as long as it is available there. When a journal is posted, cost ledger entries are created which cannot be changed later.

3.8.6 Posting Cost Journals

To post a cost journal, select Actions > Post and click Yes to confirm the following message.

Before posting, the journal lines are reviewed. If an error is found, a message appears, the processing will be interrupted and no lines from the journal will be posted until the error(s) is/are fixes.

After successfully posting the journal, a message appears. Click OK to confirm.

After posting, the journal lines will be deleted, unless it is a recurring journal. More information on recurring journals is available in the section "Recurring Transactions" of this chapter.

The cost ledger entries created at posting are available in various views. The chapter "Working with Cost Accounting" describes how to display cost ledger entries.

3.8.7 Posting Reports

To print a cost journal when it is posted, select Posting > Post and Print. The report is selected in the Posting Report ID field in the Cost Journal Templates window.

It is also possible to display or print a report before posting via Actions > Test Report in the Cost Journal Templates window.

In the test report, all journal lines as well as errors or missing data that must be corrected before posting are displayed.

Printing a test report is not mandatory, but if you want to post an incorrect journal, an error message will appear for each error and each time the process must be restarted.

3.9 Cost Journals

3.9.1 Overview

Cost journals allow manual postings to cost accounts with various allocations. You can post manually to cost accounts with various allocations in the cost journals. The allocations relevant for Cost Accounting are the cost accounting dimensions department, project, and sub-account. The postings can be cost postings, revenue postings, or transfer postings.

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Cost journals let you record and post other and calculated costs (calculated values) or correction postings (transfer between individual allocations) in Cost Accounting. Postings to cost accounts in cost journals can be performed with various allocations (department, project, and sub-allocation). Postings in cost accounting journals do not affect primary postings of the general ledger. Cost journals allow to record and post by type: Cost, Revenue, or Transfer postings.

A balance test, in the sense of an according to amount balanced debit and credit posting, is only necessary for the type Transfer.

3.9.2 Filling and Posting Cost Journals

To fill in and post cost journals, select Departments > NC Cost Accounting > Tasks > Cost Journals to open the Cost Journal window.

Fill the necessary fields of the lines as described below. By default, some fields are not displayed. To add these, right-click one of the field names, click Choose Columns, select the desired fields and click Add > >.

Field Entry

Posting Date Enter T for the application to use today’s date, W for the work date or enter any other date.

Document No.

Entering data is not necessary as the system automatically records the number if a document number was entered in a previous row. However, the suggested value may be overwritten.

Type Select one of the provided options or enter the initial letter of the desired option: C (Costs), R (Revenue) or T (Transfer).

Cost Account No.

Enter the number of the cost account to which the entry is to be posted. You can enter the code directly or click the AssistButton to view the chart of cost accounts.

Select the desired cost account and confirm with OK.

Department Code Enter the code of the department to which the entry is to be posted or click the AssistButton to view the chart of

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departments. Select the desired department and confirm with OK.

Project Code

Enter the project code for this posting line. You can enter the code directly or click the AssistButton to view the chart of projects. Select the desired project and confirm with OK.

Description Enter a text to describe the repective document.

Amount The amount to be posted. Costs are filled in without signs. A minus sign has to appear before revenues.

Sub-Account No.

Enter the appropriate number for a sub-account. You can enter the code directly or click the AssistButton to view the Sub-Account list. Slect the desired sub-account and confirm with OK.

Unit of Measure Code

Enter a unit of measure code for the posting line. If you have chosen a work type code in the Work Type Code field, then the unit of measure code, which is assigned to this work type code, is automatically transferred.

Quantity Enter which quantity of the selected work type is to be allocated in the corresponding unit of measure.

Unit Amount

Enter the transfer price per unit for a work type.

The product Quantity * Unit Amount equals the value of the Amount field.

Work Type Code Enter a work type code for a performance type to specify the base.

Cancellation Tick off this field if the current posting is a cancellation. For cost postings, the amount must be negative, for revenue postings it must be positive.

3.9.3 Importing External Data into Cost Journals

In some cases it is necessary to import data for cost postings from external data sources (systems). In these cases, use the Import Cost Journal function.

1. In the Cost Journal window, select Actions > Import Cost Journal to open the Import window.

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2. Select the file which contains the costs and click Open.

Note: The data in the file must have to following structure:

Posting Date

Document No.

Cost Account No.

Department Code

Project Code

Section Code

Sub-Account No.

Description

Amount

Variable Costs %

Reason Code

The following screenshot shows an example of an appropriate data source file:

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3.10 Performance Journals

3.10.1 Overview

Performance journals are part of the internal cost allocation, which serves to allocate costs of service or main departments according to their use by other departments, i.e. appropriately allocating department performances to projects.

Each department or project must be debited with costs, which are calculated based on the underlying transfer prices and the received benefits, assessed as work type amounts. Vice versa, this also applies for crediting the performing unit. For these posting procedures, Cost Accounting provides the performance journal to quickly record and post performances to allocate. Performance journals allow to post individual credits and debits to different allocations.

The structure is designed in such a way that all request fields for a performance-based allocation of costs between projects and departments, between departments or between projects can be entered in one posting line.

Transfer prices stored in the departments will be automatically transferred per work type into the journal lines. The same applies for cost accounts stored as suggestions in the work types for crediting and debiting.

3.10.2 Filling and Posting Performance Journals

To fill and post a performance journal select Departments > NC Cost Accounting > Tasks > Performance Journals to open the Performance Journal window.

Fill the necessary fields as described below:

Field Entry

Posting Date Enter T for the application to use today’s date, W for the work date or enter any other date.

Document No. Entering data is not necessary as the system automatically records the number if a document number was entered in a previous row.

Department Code Debit

Enter the code of the department, which is to be debited with the posting amount or click the AssistButton to view the chart of departments. Select the desired department and confirm with OK.

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Department Code Credit

Enter the code of the department, which is to be credited with the posting amount or click the AssistButton to view the chart of departments. Select the desired department and confirm with OK.

Work Type Code

Enter the code of the work type which is to be used for the posting or click the AssistButton to view the Work Type list. Select the desired work type and with OK. If there is a transfer price stored at a department for this work type code, it will be automatically transferred into the journal.

Unit of Measure Enter the unit of measure which is assigned to the selected work type. This field is automatically filled when the work type is selected.

Cost Acc. No. Debit

Enter the number/code of the cost account which is to be debited with the posting amount or click the AssistButton to view the Chart of Cost Accounts. Select the desired cost account and confirm with OK.

Cost Acc. No. Credit

Enter the number/code of the cost account which is to be credited with the posting amount or click the AssistButton to view the Chart of Cost Accounts. Select the desired cost account and confirm with OK button.

Project Code Debit

Enter the code of the project, which is to be debited with the posting amount or click the AssistButton to view the Chart of Projects. Select the desired project and confirm with OK.

Project Code Credit

Enter the code of the project, which is to be credited with the posting amount or click the AssistButton to view the Chart of Projects. Select the desired project and confirm with OK.

Sub-Account No. Credit

Enter the number of the Sub-Account, which is to be debited with the posting amount or click the AssistButton to view the Sub-Account list. Select the desired Sub-Account and confirm with OK.

Sub-Account No. Debit

Enter the number of the Sub-Account, which is to be credited with the posting amount or click the AssistButton to view the Sub-Account list. Select the desired Sub-Account and confirm with OK.

Description Enter a posting text.

Quantity Enter the quantity of the selected work type which is to be allocated in the appropriate unit of measure.

Price

Enter the transfer price per unit. If you stored a transfer price which corresponds to the current combination of the department which is to be credited and the work type, this field is filled in automatically.

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(Detailed information is available in the section "Transfer Prices" of the chapter "Working with Cost Accounting".)

Amount Enter the amount which is to be posted.

Cancellation Tick off this field if the current posting is a cancellation. In this case, there must be a minus sign before the amount.

3.11 Recurring Transactions

To repeatedly post the same or similar transactions, use the Recurring Transaction functions. These functions simplify the process of posting fixed and variable amounts.

The functions for recurring transactions are available in the recurring journals. A recurring journal is a journal with special fields for recurring transactions. The journal lines of a recurring journal are not deleted after the posting, but remain unchanged or are only slightly changed.

There are recurring cost, performance, and transfer journals in Cost Accounting.

3.11.1 Special Fields in Recurring Journals

To open a recurring journal select Departments > NC Cost Accounting > Tasks > Periodic Activities > Recurring Cost Journals to open the Recurring Cost Journal window.

It contains several fields which do not exist in standard cost journals and several standard fields for which the following rules apply:

Field Entry

Recurring Method

This field defines how recurring entries are handled. The following options are available:

Fixed: The amount entered in this field is maintained after the posting.

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Variable: The amount entered in this field is deleted after the posting.

Recurring Frequency

This field specifies how often the entry will be posted. Enter a date formula containing a number and a letter. It must consist of D (day), W (week), M (month), Q (quarter), Y (year), WD (weekday) or C (current), i.e. 2W = 2 weeks, 1Q = 1 quarter.

The formula specifies the next date to appear in the Posting Date field after posting. For example, if you enter 1M and the date in the Posting Date field is 09/15/14, then the date will be changed to 10/15/14 after posting the journal.

To always post a certain entry on the last day of the respective month, post the first entry on the last day of any month and enter the formula 1M+CM. This formula calculates the correct date independently of the number of days of the respective month.

Posting Date

This field specifies if a posting line can be posted. If the date is later than the work date, the line cannot be posted. However, you can enter a false date to set up individual journal lines for a later posting.

Document No.

This field identifies a document. You can enter a document number or a code which is updated at each posting of the journal line. During the posting process the document number is copied into the appropriate field of the cost ledger entry. You can enter the code alone or together with a text.

During the posting, the code is converted into the corresponding text:

Code Result

%1 The number of the current day in the month

%2 The current calendar week

%3 The number of the current month

%4 The name of the current month

%5 The name of the current accounting period

The number or name is determined by the date entered in the Posting Date field. To call up all rental cost entries (R + the number of the month), enter R%3 in the Document No. field. If, for example, you post the journal line in June, R6 appears in the appropriate Document No. field of the cost ledger entry.

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Description You can enter a fixed text, a text/code combination or only a code as description of the entry.

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4. Working with Cost Accounting Tasks

4.1 Searching Cost Ledger Entries

4.1.1 Searching Documents

The Navigate search function is available in the Cost Accounting menu and all entry windows. It allows to search for all posts that were posted with the same document number or the same date.

The document number can either be a number entered in a cost journal or the document number of a G/L-transfer (the document number of the G/L posting for individual postings).

To work with the Navigate function, please proceed as follows:

1. Select Departments > NC Cost Accounting > History > Navigate. The Navigate window opens.

2. Set a filter in the Document No. and Posting Date fields on the Document FastTab to find entries. If you do not set a filter, all entries and documents in the system will be found and displayed.

3. The External FastTab is not relevant in Cost Accounting. 4. Click Find. The records within the filter are counted and a list of all found cost accounts and

documents are displayed along with their numbers.

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5. Select the Cost ledger Entry line and click Show Related Entries to display the individual cost ledger entries within the filter. The Cost Ledger Entries window appears. If no filters are set, the result may look as follows:

If the cost ledger entry was created in a G/L-transfer, i.e. if it is based on G/L entries in the general ledger, it can be displayed by selecting the entry and clicking Navigate > General Ledger Entries in the Cost Ledger Entries window.

The Navigate function can also be used in entry windows.

The process is the same in all entry windows, e.g. select NC Cost Accounting > Chart of Cost Accounts. Select a cost account and click Ledger Entries to open the corresponding Cost Ledger Entries window. Select Navigate. The records for the current document number and the current posting date are counted and displayed as explained above.

4.2 Cost Accounting Schedules

There are various ways to prepare evaluations for the dimensions of Cost Accounting (based on posted cost ledger entries).

You can do simple calculations in the chart of cost accounts by using a field filter or FlowFilter.

More detailed information on how to use filers is available in the “Introduction” chapter of the Microsoft Dynamics NAV standard application manual.

For more extensive evaluations and calculations, use the cost accounting schedule. The explanations in this section also apply for cost accounts, departments, projects, and, with certain restrictions, for sub-accounts. Cost Accounting Schedule is a general term for the schedules of the Cost Accounting dimensions. The following section describes and shows model evaluations for cost accounts.

Cost account schedules are used for evaluations which cannot be directly displayed via the chart of cost accounts or the posting lists for a cost account.

A cost account schedule can be used for calculating subtotals for a group of cost accounts. These subtotals can be part of further total sums which can be part of greater totals themselves. Cost account schedules allow to create individual reports of compressed cost postings in Cost Accounting without using the report designer.

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Any number of cost account schedules can be created, each having an individual name. This allows to design diverse reports and, when necesarry, to print them with current data or to easily edit them.

The next level of schedules, in particular department, project, and sub-account schedules, is described in the "NaviCalc" chapter of this manual.

4.2.1 Creating Cost Account Schedules

To create cost account schedules, or to display an existing one, please proceed as follows:

1. Select Cost Accounting > Analysis & Reporting > Cost Account Schedules to open the Cost Account Schedule Names window.

2. Select the desired cost account schedule and click Edit Schedule to open the Cost Account Schedule window to display the existing cost account schedules.

3. Select the schedule name which you want to display or work with and click OK. To set up a new schedule name, select New in the menu bar.

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4. In the cost account schedule, set up a line for each cost account and for each total amount that should be considered in the calculation. Fill the fields of the individual lines as described below:

Field Entry

Row No. A code (consisting of numbers and/or letters) to identify the schedule line. The code can be used later to identify the row totals.

Description A text to explain the line, e.g. total material costs.

Totaling Type

Posting Accounts: The cost account number (or an interval of cost account numbers) of the type Cost Account.

Total Accounts: The cost account number of the type Total or End-Total.

Row Accounts: A code or an interval of codes set up in the Row No. field. Totaling of individual row lines can be performed here without having to define repeated account totals.

G1-Total: A code that relates to the field Group 1 of the cost account.

G2-Total: A code that relates to the field Group 2 of the cost account.

The same applies for G3-Total to G8-Total.

Totaling

Enter the numbers of the cost accounts or the codes of the cost account schedule rows whose cost ledger entries will be totaled in printing the cost account schedule. There are two ways of entering several numbers or codes.

(..) determines an interval.

Example: 6110..6669 selects all cost accounts from 6110 to (and including) 6669.

(|) determines individual cost accounts or rows:

Example: A1|A3 totals all entries with row codes A1 or A3 (the symbol & is not allowed since there are no entries which have both row codes).

If both numbers and letters are used for row numbers, please consider the rules for sorting sequences in Microsoft Dynamics NAV.

For example, if the rows are A1, A2, 3A, 4A, B1, and B2 and the defined interval is A1..A4, the rows B1 and B2 are included since they are sorted as follows: A1, A2, B1, B2, 3A, and 4A.

Further information on sorting sequences is available in the IIntroduction" chapter of the Microsoft Dynamics NAV standard application manual.

The row number of a schedule line where a totaling is determined cannot be part of a totaling.

New Page Tick off this field to insert a page break after the cost account schedule line when printing.

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5. Select Print to print or display the cost account schedule. The request window of the Cost Account Schedule report opens:

Enter the name of the cost account schedule which you want to print in the Name field on the Cost Account Schedule Name FastTab. By default, the names of the cost account schedule from which the report was called up, are filled in. This can be changed manually.

A Date Filter, Department Filter, and Project Filter, which will be applied for each schedule line in the calculation of the amounts to be printed, can be set on the Cost Account Schedule Line FastTab.

4.2.2 Copying Cost Accounts into a Cost Account Schedule

To transfer cost accounts directly from the chart of cost accounts into a cost account schedule, please proceed as follows:

Select Departments > NC Cost Accounting > Reports and Analysis > Cost Account Schedules, then select the desired cost account and click Actions > Edit Schedule to open the corresponding Cost Account Schedule window. Click Actions > Insert Cost Accounts to insert a cost account into the cost account schedule.

The Chart of Cost Accounts window opens which is used as a copy template. If you do not want to transfer all cost accounts, limit the selection of the cost accounts in this window by using field or table filters.

Select individual lines or press CTRL+A to select all lines.

4.3 Evaluating Cost Ledger Entries

Along with each posting to cost accounts of a certain account assignment (departments, projects, or sub-accounts), be it manually via one of the journals or a G/L-transfer via batch processing, cost ledger entries are created. There are several ways to evaluate and display these entries.

4.3.1 Entering a Cost Account

Select Departments > NC Cost Accounting > Archive > History > Cost Accounting Registers.

Select the desired line and click Cost Ledger Entry to open the corresponding Cost Ledger Entries window.

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In the Cost Ledger Entries window, only entries of cost accounts of the type Account are displayed, i.e. the cost accounts which can be posted to.

4.3.2 Entries of all Cost Accounts

To display the entries of all cost accounts simultaneously, use the NAV standard filter.

4.3.3 Displaying Balances

Instead of displaying individual entries, the balances of postings for the four cost accounting dimensions can be displayed. The balance is the total amount of several entries with the filter set to this cost accounting dimension, e.g. for the considered cost account.The number of the used entries can be limited via a date filter. There are three different types of balances. The fields in which these are displayed are defined as follows:

Field Entry

Balance The total of all entries. No date filter can be set for this field.

Balance at Date The total of all entries up to and including a certain date. The date filter may contain only an end date (e.g. ..08/04/07).

Net Change

The total of all entries within a particular period. No date filter with start and end dates (e.g. 04/01/99..30.04.07) can be used; it can only be one single date (e.g. 04/15/07).

4.3.4 Chart of Cost Accounts window

Select Role Center > Departments > NC Cost Accounting > Lists > Chart of Cost Accounts to open the Chart of Cost Accounts window. In this window the Net Change and Balance fields are displayed for all cost accounts. (If not, right-click one of the field names, click Choose Columns and add the fields from the list).

In the Chart of Cost Accounts window, more windows which either display the balances of all cost accounts (for this, select Cost Account Balance) or the balances of a single cost account (for this, select Cost Account), can be called up.

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4.3.5 Displaying Net Changes for all Cost Accounts

To display net changes of an individual period for all cost accounts select Role Center > Departments > NC Cost Accounting > Lists > Chart of Cost Accounts > Navigate > Cost Account Balance to open the Cost Account Balance window:

On the Options FastTab of the window header, the current date filter that was set for the net change field is indicated. More filters can be set by filling in the Department Filter, Sub-Account Filter, Project Filter, and Work Type Filter fields. Furthermore, you can determine whether the net changes should contain closing entries by selecting one of the two options in the Closing Entries field.

The window displays turnover and revenue for the chosen cost account. You can view individual net changes of the compressed numbers by selecting the Net Change field.

4.3.6 Cost Acc. Registers

With every posting in Cost Accounting, a register is automatically created (i.e. along with each direct posting via one of the journals and each G/L-transfer). A register records important information of each posting procedure. The registers of Cost Accounting are called cost Cost Accounting Registers. Cost accounting registers cannot be modified.

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To display a list of the existing cost account registers, select Departments > NC Cost Accounting > Archive > History > Cost Accounting Registers to open the Cost Account Registers window:

Field Entry

No. This field contains the unique number of the register.

Type

This field provides the following options: (blank), G/L-Transfer, Cost Allocation, Performance, Date Compression. It contains information about the type of procedure that was recorded in the register.

Cancellation Posting This field is ticked off if the register was created with a cancellation posting of a different register. (see "Cancelling Cost Acc. Registers").

Creation Date This field contains the date when the register was set up.

User ID This field contains the user ID of the person who created the register with his/her postings.

Source Code This field contains the source code of the register.

Journal Batch Name This field contains the name of the journal from which the register was created.

From Entry No. This field contains the entry number of the first cost ledger entry that was recorded in this register.

To Entry No. This field contains the entry number of the last cost ledger entry that was recorded in this register.

From Source Entry No. See the description below.

To Source Entry No. See the description below.

From Source Date See the description below.

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To Source Date See the description below.

Cancelled This field is ticked off if the register was cancelled (see sub-section "Cancelling Cost Acc. Registers").

Cancelled by Entry No. If the register was cancelled, this field contains the register number of the cancellation posting.

Posting Time (sec) This field contains the total time in seconds for all postings that are recorded in this register.

4.3.7 Cost Ledger Entries

To display the individual entries that were created at the recorded postings, select Departments > NC Cost Accounting > Archive > History > Cost Accounting Registers > Cost Ledger Entry.

The Cost Ledger Entries window opens with a filter set to the cost ledger entries recorded in the current cost accounting register.

4.3.8 Source Entries

Select Departments > NC Cost Accounting > Archive > History > Cost Accounting Registers > Source Entry to receive various information, depending on the type of transaction that was recorded in the appropriate register.

If the transaction was a G/L-transfer, the G/L Entries window opens and the following applies: From Source Entry No. = 1 and To Source Entry No. = entry number of the last G/L entry that was found before the G/L transfer. Please consider that generally the entry number is not the entry number of the last G/L entry that was transferred at the G/L-transfer. This is because at the time of the transfer, a filter for the posting date is set.

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If the transaction was a cost allocation, in this and the following cases the Cost Ledger Entry window opens and the following applies: From Source Entry No. = 1 and To Source Entry No. = entry number of the last cost ledger entry that was found before the cost allocation. Please consider that this entry number is generally not the entry number of the last cost ledger entry that was included in the cost allocation. This is because at the time of the cost allocation, various filters for date fields and cost accounting dimensions are set.

If the transaction was a performance posting, the From Source Entry No. and To Source Entry No. will not be filled in.

If the transaction was a date compression, the following applies: From Source Entry No. = 0 and To Source Entry No. = entry number of the last cost ledger entry that was found before the date compression. Please consider that this entry number may not be the entry number of the last cost ledger entry that was included in the compression. This applies if a date filter with an ending date different from the work date is set for the compression and if postings were performed between ending and work date (see "Cost Ledger Entries Compression" section). Information about this date filter is then available in the From Source Date and To Source Date fields.

If the transaction was a different posting (type = none), the fields From Source Entry No. and To Source Entry No. will not be filled.

If the transaction was a cancellation posting, the section of the cost ledger entry is indicated (see the next sub-section "Cancelling Cost Acc. Registers").

4.3.9 Cancelling Cost Acc. Registers

You can cancel an entire cost accounting register. In this case all postings recorded in this register are cancelled. To cancel a cost accounting register, please proceed as follows:

1. Select Departments > NC Cost Accounting > Archive > History > Cost Accounting Registers and select the line which you want to cancel.

2. Select Actions > Cancellation. In this example, select the cost accounting register with the number 1.

3. The Cancel Cost Accounting Register window opens:

4. Enter a number for the cancellation in the Document No. field on the Options FastTab. This document number is stored in the cost ledger entries created by this cancellation.

5. Click OK and confirm the following message with Yes.

At the cancellation, a balancing cost ledger entry is created for each cost ledger entry of the export register, i.e. a cost ledger entry with the same account assignment, but the opposite amount. All cost ledger entries

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created by the cancellation have a document number issued for this cancellation operation. The source entries of the cancellation register are the entries recorded in the export register, therefore, the following applies: From Entry No. in the export register = From Source Entry Entry No. in the cancellation register; To Entry No. in the export register = To Source Entry Entry No. in the cancellation journal.

4.4 Closing a Fiscal Year

At the end of a fiscal year, several organizational tasks have to be completed. To close the fiscal year in Cost Accounting, first close the fiscal year in the general ledger, perform the necessary closing postings, and transfer the year’s results into the balance accounts, i.e. close the income statement or the balances.

4.4.1 Closing Cost Accounting

The closing of the balances is always performed by department, project, sub-account and section, i.e. for each cost account an entry is created per combination of department, project, Sub-Account and section, which closes the balance to zero. The posting date of this balance entry (closing entries) is the closing date of the closed fiscal year. To close the cost accounting, proceed as follows:

1. Select Departments > NC Cost Accounting > Periodic Activities > Fiscal Year > Cost Accounting Close.

2. The Cost Accounting Close window opens:

3. Enter the necessary information on the Options FastTab as described below:

Field Entry

Fiscal Year Ending Date The ending date of the closed fiscal year. This field must be filled in.

Cost Acc. Journal Templ.

The journal template from which the closing entries will be posted. The posting must be performed manually after the closing of the batch job, i.e. the batch job itself does not yet create the balance entries.

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Cost Acc. Journal Name The journal from which the closing entries will be posted (if more than one cost accounting journal is set up for this template).

Document No. Enter the document number.

Posting Description The posting text for the cost ledger entries.

4. Click OK to start the batch job. It involves all cost accounts and creates a balance posting line for each combination of department, project, Sub-Account and section in the selected cost accounting journal.

5. When the batch job is finished, select the cost accounting journal where the lines were recorded at the posting of the closing entries. All functions are described in the chapter "Cost Accounting Journals."

4.4.2 Cost Ledger Entries Compression

The ongoing work process with cost accounting causes a steadily growing amount of entries in the system. It is not possible to delete entries, however, as in the Microsoft Dynamics NAV standard application, a date compression of the no longer needed entries (i.e. cost ledger entries) can be performed. This saves space siginificantly.

In a date compression, a number of cost ledger entries within certain filters are summarized in one new cost ledger entries. The Amount and Quantity fields in the new entry are the sum of the corresponding fields in the old entries within the filters.

NOTE: THE OLD ENTRIES WILL THEN BE DELETED WHICH MAKES COMPRESSIONS IRREVERSIBLE!

Only cost ledger entries with identical Cost Account No., Department Code, Project Code, Sub-Account No., Section Work Type Code field entries will be compressed to one cost ledger entry.

NOTE: SINCE DATE COMPRESSIONS REMOVE INFORMATION FROM THE INDIVIDUAL ITEMS, A DATABASE BACKUP MUST ALWAYS BE PERFORMED BEFORE COMPRESSION. ONLY ENTRIES OF CLOSED FISCAL YEARS CAN BE COMPRESSED.

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To compress cost ledger entries, please proceed as follows:

1. Select Departments > NC Cost Accounting > Date Compression > Cost Ledger Entries to open the Date Compr. Cost Ledger Entries window:

2. The following options for date compressions are provided on the Options FastTab:

The first day to be included in the compression can be entered in the Starting Date field. If it is left blank, the compression starts with the first cost ledger entry.

The last day to be included in the compression is entered in the Ending Date field. Filling this field is mandatory.

All entries with posting dates between the starting (inclusive) and the ending date (inclusive) are compressed. To compress all cost ledger entries of e.g. 2008, enter 1.1.2008 in the Starting Date and 31.12.08 in the Ending Date field.

The period, in which the compression will be performed, is defined in the Period Length field. Click the AssistButton to display the available options:

Option Compressed Entries

Day Entries of the same posting date; i.e. all cost ledger entries of corresponding account assignment date are compressed into one post.

Week

Entries posted within the same week; i.e. all cost ledger entries that match those in the posting and of posting dates within the same calendar week are compressed into one entry.

Month Entries posted within the same month.

Quarter Entries posted within the same quarter.

Year Entries posted within the same business and calender year.

Period Entries posted within the same period.

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3. To compress the cost ledger entries of the year e.g. 2008 into one cost ledger entry per account and month, the option Month must be selected besides the described date filter.

In the Posting Text field, any text can be entered. By default, Date Compressed is entered, which can be changed manually. This posting text will then be automatically entered in the Text field of the cost ledger entries created in the date compression.

4. Click OK to start the batch processing. Confirm the message window that appears with Yes.

Every date compression is recorded in a journal. Firstly, the new transactions are recorded as usual in the cost accounting journal. Secondly, it creates its own date compression journal for every date compression.

Date compression journals are available in Departments > NC Cost Accounting > History > Cost Accounting Register.

4.4.3 Deleting Empty Cost Accounting Registers

Since cost ledger entries are deleted by date compressions, logged cost ledger entries are no longer available for the cost accounting journal of the compression period.

Cost accounting journals whose cost ledger entries are no longer available can be deleted via batch processing.

To do this, please proceed as follows:

1. Select Departments > NC Cost Accounting > Data Deletion > Del. Empty Cost Accounting Registers.

2. On the Cost Accounting Register FastTab, a filter for Creation Date can be defined, so only cost accounting register entries within this filter will be deleted.

If the cost ledger entries of the year e.g. 2009 have been compressed as described above and you want to delete corresponding cost accounting registers, enter 01.01.09..31.12.09 as filter.

3. Click OK to start the batch processing and click Yes to confirm the message window.

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4.4.4 Cost Budget Entries Compression

Select Departments > NC Cost Accounting > Date Compression > Cost Budget Entries to open the Date Compr. Cost Budget Entries window.

The procedure for compressing cost budget entries is, with one exception, identical to the procedure for compressing cost ledger entries.

For cost budget entries, the budget to be compressed must be selected on the Cost Budget Entry FastTab. Furthermore, it is possible to restrict the budget compression by means of a cost account filter.

4.5 Cost Allocation in Cost Accounting

4.5.1 Overview

Cost allocations are a part of the internal cost allocation. Cost Accounting allows to transfer costs from one cost accounting dimension to another, e.g. from one department to another (transfer from a subsidiary department to a main department), or from departments to projects.

There are several cost allocation methods to transfer costs from a sender department to a receiver department in one or more steps. The sender cost accounting dimension is credited with a posting with a certain account assignment. The receiver cost accounting dimensions are debited with postings with a corresponding account assignment.

Please note that by cost allocations, the cost accounting dimensions cost type, department, project and sub-account can be debited and credited.

4.5.2 Structure of Cost Allocations

In Cost Accounting, cost allocations are recorded and posted via cost allocation journals which consist of two elements:

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4.5.3 Cost Allocation Lines

Cost allocation lines allow to define which cost types and departments (and maybe projects) are to be credited for which time period and amount.

Those cost accounting dimensions that are credited at the cost allocation with a posting are marked with Credit in the Name field, e.g. Department Code Credit.

Those cost accounting dimensions that are used for calculating the amount to be allocated are marked with Base in the Name field, e.g. Department Code Base. Furthermore, the applied cost allocation method must be recorded in each cost allocation line.

4.5.4 Cost Allocation Target Lines

Cost allocation targets allow to define which departments, cost accounts, and future projects are to be debited with which amounts.

Those cost accounting dimensions that are debited at the cost allocation with a posting are marked with Debit in the Name field, e.g. Department Code Debit.

4.5.5 Cost Allocation Methods

The amount of a credit depends on the selected cost allocation method. There are three alternatives:

Fixed Ratio: The costs of a department are allocated to different departments or projects in a fixed ratio. For each debited cost accounting dimension, the percentage of the amount to be allocated it will receive, is defined.

EXAMPLE: COST ALLOCATION OF COST CENTER 1 BY THE RATIO 1:2:2 TO COST CENTERS 2, 3, AND 4. THE RATIO IS SET MANUALLY.

Load Capacity (Amount): The costs of a department are apportioned to different departments in ratios corresponding to the ratios of previously posted costs to these departments (or other, freely selectable departments).

Those cost accounting dimensions used for calculating the load capacity are marked with Relational in the Name field, e.g. Relational Department Code.

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The department to be debited with the highest costs in the relational cost accounts in the relational time period will in this case be debited the most with costs from the cost allocation; those with the lowest costs within the set relational filter will be debited the least.

EXAMPLE: COST ALLOCATION OF COST CENTER 1 BY THE RATIO 1:4:3 TO COST CENTERS 2, 3, AND 4. THE RATIO IS CALCULATED BASED ON THE ACCUMULATED PRIMARY COSTS.

Load Capacity (Quantity): The costs of a department are allocated to different departments in ratios corresponding to the ratios of previously posted quantites to these departments (or other, freely selectable departments). For this cost allocation method, a work type filter and thereby a reference unit for the quantity postings, must be defined.

EXAMPLE: COST ALLOCATION OF COST CENTER 1 BY THE RATIO 1:2:3 TO COST CENTERS 2, 3, AND 4. THE RATIO IS CALCULATED BASED ON THE NUMBER OF EMPLOYEES IN EACH DEPARTMENT.

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4.5.6 Relational Base

Depending on the requirements of the internal cost allocation, allocations can be defined for both actual and budget accounting. The described procedures can be used in both cases. In Cost Accounting, the basis for allocations is the cost allocation journal template. To call up the cost allocation journal templates, select Role Center > Departments > NC Cost Accounting > Setup > General > Cost Allocation Journal Templates. The Cost Allocation Journal Templates window opens:

The following two types are available:

General: Allocation journal templates of this type create allocation journal for actual values. In terms of monthly closings, such allocations affect the actual period result of departments, projects, sub-accounts and sections.

Budget: Allocation journal templates of this type create allocation journal for budget values. These allocation journals can be used for budgeting. In analogy to the actual allocations, individual budgets can be created for budget allocations.

4.5.7 Cost Allocation Base

Cost allocation by load capacity of actual cost allocations can be defined with two different value dimensions for the relational base. This allows to balance fluctuations between budgeted and posted base values for the cost allocation. In the standard cost allocations, two value dimensions are available:

Cost Ledger Entries: For a cost allocation by load capacity (amount or quantity), Cost Ledger Entry can be selected as Ledger Entry Type Base. In this case the relational dimension of the allocation is calculated as posted actual values within the selected filter.

Cost Ledger Budget Entries: For a cost allocation by load capacity (amount or quantity), Cost Ledger Entry can be selected as Ledger Entry Type Base. In this case the relational dimension of the allocation is calculated as budget values of a budget within the selected filter.

4.5.8 General Posting Types

In Cost Accounting, calculated cost allocations can be defined, for which either the General Posting Type Stat. % or Stat. Amount can be selected. Standard cost allocations are defined by the posting type Cost Allocation. For Stat. %, the cost allocation amount is determined by multiplication of the accumulated base

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amount with the percentage. If Stat. Amount is selected, the cost allocation amount corresponds to the value in the Stat. Amount field.

A counter entry can only be created for calculated cost allocations of the posting type Stat. %.

The following diagram shows an example of the percentage calculated cost allocation: 50% of the costs accumulated from i.e. department 1 are to be apportioned to the departments i.e. 2, 3, and 4. A statistical counter entry is created.

Please note that, even with credit postings, calculatory cost allocations are not equivalent to standard cost allocations. For certain assessment and reference bases it is will not be checked if cost allocations have already been posted within the time period.

4.5.9 Cost Allocation Journals

Cost allocation journals record and create cost allocations of postings that were created with cost journals and a G/L-transfer.

The following section illustrates how to fill in and post a cost allocation journal using an already set up example from the CRONUS demo mandate from the NAVAX Cost Accounting demo database.

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4.5.10 Filling and Posting Cost Allocation Journals

To define a cost allocation, please proceed as follows:

1. Select Departments > NC Cost Accounting > Tasks > Cost Allocation Journals to open the Cost Allocation Journal window:

2. The cost allocation journal lines correspond to the cost allocation lines described above. Therefore, the cost accounting dimensions for the credit and base must be defined. Each line in the cost allocation journal defines an amount to be apportioned.

This amount is calculated within certain filters that will be set by the cost accounting dimension with the Base entry and an appropriate date period.

Fill the fields of the individual lines according to the following guidelines:

Field Entry

Posting Date Enter T for the application to use today’s date or W for the work date or enter any other date.

Document No. Enter a document number.

Relational Start Date / End Date

If Load Capacity (Amount or Quantity) is selected as type, specify the date filter to determine when the load capacity of the cost accounting dimension is to be debited. Thus, only cost ledger entries within the filtered time period will be included.

Base From / Base To Enter the date interval of the cost ledger entries from which the amount to be allocated is calculated. Only cost ledger entries within the filtered time period will be included.

Type Enter the cost allocation type. You can select one of the options: Fixed Ratio, Load Capacity (Amount) or Load Capacity (Quantity).

Gen. Posting Type Enter the posting type of the cost allocation. The posting type determines the credit posting and the calculation of the

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calculatory values. You can select one of following option: Cost Allocation, Statistical % or Statistical Amount.

Stat. %

This field can only be filled if Statistical % is selected as gen. posting type.

Enter the percentage to multiply the base amount with.

Stat. Amount

This field can only be filled if Statistical Amount is selected as posting type.

Enter a fixed amount to be allocated.

Stat. Counterentry Tick off this field to create a counterentry for the posting type Statistical % as well.

Work Type Filter

This field can only be filled if Load Capacity (Quantity) is selected as type.

Enter the code of the work type to be included in calculating the load capacity in the cost allocation lines.

Entering a filter allows to use a range of work types for the calculation. Only work types of the same unit can be entered.

The code can either be entered directly or by clicking the AssistButton in the field to display the work type overview. Select the desired work type and confirm with OK.

If a transfer price is stored in a department, it will automatically be transferred into the journal.

Ledger Entry Type Base Enter the source of the allocation base. Select one of the following options: Cost Ledger Entry or Cost Budget Ledger Entry.

Cost Budget Name Base

Enter the amount or quantity budget to be used to calculate the allocation base. A budget can only be entered if Load Capacity (Quantity or Amount) is selected as type and Cost Budget Ledger Entry as ledger entry type base.

Department Code Base Enter the department for which the allocation amount is to be calculated.

Cost Account No. Base Enter the cost accounts for which the allocation amount is to be calculated. A filter can be entered.

Project Code Base Enter the project for which the allocation amount is to be calculated. A filter can be entered. This field can be filled if needed.

Sub-Account Base Enter the sub-account for which the allocation amount is to be calculated. This field can be filled if needed.

Description Enter any posting text.

Department Code Credit

Enter the department which is to be credited.

The content of the Department Code Base field is suggested in this field.

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Cost Account No. Credit Enter the cost account which is to be credited. The content of the Cost Account Number Base field is suggested in this field.

Project Code Credit Enter the project which is to be credited. The content of the Project Code Base field is suggested. This field can be filled if needed.

Sub-Account Credit

Enter the sub-account which is to be credited. The content of the Sub-Account No. Base field is suggested in this field.

The code can either be entered directly or by clicking the AssistButton to view the sub-account list. Select the desired sub-account number and confirm with OK.

This field can be filled if needed.

To specify how the respective amount is to be allocated, please proceed as follows:

The cost allocation journal lines are identical to the cost allocation lines described above. Therefore, the cost accounting dimensions for the debit and base must be defined.

In the example of the demo data base, a cost allocation journal line was set up for each sales department. Fill the fields of the individual lines as follows:

Field Entry

Department Code Debit Enter the department which is to be debited.

Project Code Debit Enter the project which is to be debited. This field can be filled if needed.

Sub-Account Debit Enter the sub-account which is to be debited. This field can be filled if needed.

Cost Account No. Debit Enter the cost account which is to be debited.

Relational Quantity

This field contains the relational quantity of the allocation line which is to be put in relation with the other allocation lines. Hereby, the value in the Cost Allocation % field is calculated. If Fixed Ratio is selected as type in the corresponding cost allocation journal line, a relational quantity can be entered manually.

Example: you want to allocate 5,000 m² in the ratio 2:3, enter the relational quantity 2,000 in the first target. In the next target line, enter 3,000. These two lines will be weighted at the debit posting with the ratio 2:3.

This field serves no purpose if Load Capacity is selected as type and therefore does not need to be filled.

Cost Allocation %

No entry.

This field indicates the percentage of this target line of the allocation amount. It is calculated automatically by means of the entries in the Relational Quantity field.

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Department Code Relation

Enter the department whose cost ledger entries are to be included in the calculation of the target ratios at the cost allocation by load capacity. The content of the Department Code Debit field is suggested in this field.

Project Code Relation

Enter the project whose cost ledger entries are to be included in the calculation of the target ratios at cost allocation by load capacity. The content of the Project Code Debit field is suggested in this field. It can be filled if needed.

Sub-Account Relation

Enter the sub-account whose cost ledger entries are to be included in the calculation of the target ratios at cost allocation by load capacity. The content of the Sub-Account No. Base field is suggested in this field. It can be filled if needed.

Relational Cost Account Enter the cost accounts whose cost ledger entries are to be included in the calculation of the allocation ratios. You can enter a filter.

1. Create a cost allocation target for each cost accounting dimension that is to be debited in the allocation of the current cost allocation line.

2. Create a cost allocation line and a corresponding cost allocation target for each cost accounting dimension that is to be credited in the current cost allocation by repeating steps 2 to 4.

When the cost allocation journal has been set up, it can be posted.

To do this, select Posting > Post. Before posting, a test report can be displayed or printed via Posting > Test Report, to print a report along with posting it, select Posting > Post and Print.

3. By posting the cost allocation, a number of cost ledger entries is created which can be viewed afterwards (more information about the individual options is available in the chapter "Working with Cost Accounting").

If Cost Allocation is selected as posting type or the Stat. Counterentry field is ticked off, a credit posting whose account assignment is defined by the cost accounting dimensions of the fields by entering Credit is created for each cost allocation line. Therefore, Cost Accounting creates one cost ledger entry each for which the following applies:

Cost Account No. = Cost Account No. Credit

Department Code = Department Code Credit

Project Code = Project Code Credit

Amount = (Totaled Amount within the set base filter)

Sub-Account = Sub-Account Credit

For each cost allocation line a debit posting is created whose allocation is given with the cost accounting dimensions of the field with the debit entry.

Therefore, Cost Accounting creates one cost ledger entry each for which the following applies:

Cost Account No. = Cost Account No. Debit

Department Code = Department Debit

Project Code = Project Code Debit

Sub-Account = Sub-Account Debit

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4.6 Budget Cost Allocations

Cost allocation journals also allow to record and post cost allocations from budget cost allocations. In budget cost allocation, postings which were created in the cost budgets and quantity budgets are included.

The following section explains how to fill and post cost allocation journals for budget cost allocation. Budget cost allocations can be defined only in connection with cost allocation journal templates of the type Budget Cost Allocation.

Please note that, for simulation purposes, budget cost allocations can be performed more than once. There is no test to determine whether previously allocated entries in a budget can be allocated again.

4.6.1 Recording Budget Cost Allocations

To define budget cost allocations in cost allocation journals, basically the same fields as for cost allocation journals are used. Therefore, only those fields which are required exclusively for budget cost allocations, are described below:

The process in the Cost Allocation Journal Target window is identical to the classic cost allocation. To define a budget cost allocation, proceed as follows:

1. Select Departments > NC Cost Accounting > Tasks > Budget Cost Allocation Journals to open the Budget Cost Allocation Journal window. Please ensure that Budget Cost Allocation is selected as type of the assigned cost allocation journal template.

2. The budget dimensions for the credit and the base must be defined in the cost allocation journal lines. Each line in the cost allocation journal defines an amount to be allocated. This amount is calculated within certain filters which are set by the budget dimensions with the Base entry as well as an appropriate date period.

Fill the fields of the individual lines for a budget cost allocation as follows:

Field Entry

Cost Budget Name Base

Enter the cost or quantity budget which is to be used to calculate the allocation amount. A budget can only be entered if, as type, Load Capacity (Quantity or Amount) and, as ledger entry type base, Cost Budget Ledger Entry is selected.

Cost Budget Ledger Relation

This field can only be filled if budget cost allocations are being recorded. The content of the Cost Budget Name Base field is suggested.

Entering the code of the cost or quantity budget, which is used to calculate the allocation ratios, can either be entered directly or by clicking the AssistButton to view the budget list. Select the desired budget and confirm with OK.

Cost Budget Name Credit

This field can only be filled if budget cost allocations are being recorded.

The content of the Cost Budget Name Base field is suggested. Enter the code of the budget which is to be credited corresponding to the filters of the base filter.

Cost Budget Name Debit This field can only be filled if budget cost allocations are being recorded.

The content of the field is suggested. Enter the code of the budget to be debited according to the base filter.

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3. When the cost allocation journal is set up, it can be posted. To do this, select Posting > Post. Before posting, a test report can be viewed or printed via Posting > Test Report. To print the report along with posting it, select Posting > Post.

More information about the individual options is available in the chapter "Filling and Posting a Journal”.

4.6.2 Recurring Cost Allocation Journals

In many cases, costs are allocated periodically based on predefined structures. For these allocations, use the functions for recurring transactions which are available in the recurring cost allocation journals via Departments > NC Cost Accounting > Periodic Activities > Recurring Cost Allocation Journals.

The Recurring Cost Allocation Journal window opens:

Recurring cost allocation journals basically contain, with the following exception, the same fields as the other recurring journals of Cost Accounting.

Field Function

Recurring Frequency Code

Based on the date formula in this field, the entry in the Posting Date field will be newly calculated in the recurring cost allocation journals.

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5. Budgets

5.1 Overview

The Cost Accounting module offers several ways to plan costs and performances, i.e. to create and administer amount and quantity budgets.

Both budget types can be entered, filtered, and administered in reference to all cost accounting dimensions. Therefore, budget values can be set up for all cost accounts, depending on department, project, sub-account and section. This dependence of the budget values for individual cost accounts on the other cost accounting dimensions can be freely combined.

Example: the budget for a department can be recorded differentiated only by projects.

The administration and maintenance of quantity budgets is mostly identical to those of amount budgets.

One difference is that for quantity budgets a work type, and thereby a unit, must be entered. Quantity budgets help control work type quantities and performances.

Budget values can be entered and administered based on time periods. Beginning with an approximate budgeting based on yearly values, administration is possible up to a precise budgeting based on daily values. Therefore, set up budgets can also be allocated later from longer to shorter periods.

For each period, any number of budgets is possible for costs and quantities. This allows multiple and parallel planning. In addition, budgets can be copied to change constant factors.

5.2 Setting Up and Administering Budgets

5.2.1 Setting up Budgets

The following section describes how to set up new budgets, or to view and work with existing budgets. The necessary steps are explained using examples (quantity budgets work relatively similar; the differences are explained in the section "Quantity Budgets" in this chapter.)

NOTICE: BEFORE ENTERING BUDGET DATA, WE URGENTLY RECOMMEND TO BE FAMILIAR WITH THE STRUCTURE AND OPTIONS OF THE BUDGET WINDOW SINCE THESE OPTIONS DO NOT ONLY AFFECT THE DISPLAY OF THE AMOUNT, BUT ALSO ITS RECORDING (WHEN FILLING THE BUDGET WINDOW).

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To set up a new budget or to display or edit an existing budget, please proceed as follows:

Select Departments > NC Cost Accounting > Cost Budgets to open the Cost Budgets window. Click New and Edit Budget to create a new budget or select the desired cost budget and click Edit Budget to edit it in the Edit – Cost Budget window:

The budget name, as well as filters and options for displaying amounts are entered on the General FastTab.

The left part of the Matrix FastTab indicates the chart of cost accounts, the right part indicates the budgeted amounts per period defined in the View By field.

Further filters can be defined on the Filters FastTab.

To show a budget amount in one of the right columns, the application calculates the total based on the cost ledger entry of the respective cost account.

Only those entries will be included whose codes correspond with the Date Filter, Department Filter, Project Filter, Sub-Account Filter, Section Filter and Work Type Filter fields.

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5.2.2 Budget Header

Click the AssistButton in the Budget Name field to open the Cost Budget Names window:

Select the budget which you would like to enter, display, or edit. Instructions for the setup of new budget names are available in the section "Multiple Budgets" in this chapter.

For example, select BUDGET2014.

Furthermore, this window allows to define which filters concerning the cost accounting dimensions department, project, and sub-account the budget should allow. The filters are controlled via entries in the fields Department Filter, Project Filter, and Sub-Account Filter.

The selected BUDGET2014 is a department budget, therefore, in this case the Department field is ticked off. The other fields are blank, i.e. the BUDGET2014 allows no filter concerning projects and sub-accounts.

If a budget which allows no filter regarding department, project, and sub-account, no budget amounts can be entered if on the Filter FastTab, the Department Filter, Project Filter or Sub-Account Filter fields are filled. Select the entry and display method for the amounts in the Rounding Factor field.

5.2.3 Choosing Appropriate Precision

Before entering budget amounts, a time interval must be chosen. It is important to choose the highest possible precision (i.e. the shortest interval) that is necessary for the budget.

Example: If you choose the time interval 31 (month) and afterwards change to 12 (year), all monthly amounts will be added to a yearly amount which is irreversible. If you choose 12 (year), then enter an amount, and afterwards change to month, the total amount will appear in the month of January. In general, all amounts are recorded for the beginning date (the first date) of the selected period.

Allocating these amounts to a smaller period by entering budget amounts for one period is possible manually or with a batch job.

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5.2.4 Changing Budget Amounts

To change a budget amount, overwrite the old one with the new one. At each amount change, a cost budget entry is created. The amounts summarized in the indicated amount can be viewed by clicking the AssistButton in the respective field. The Cost Budget Entries window opens.

The cost budget entries in this window are displayed with a filter for the current budget, cost account and period (and possibly with further filters).

5.3 Multiple Budgets

If several budgets are required for the same period, they can be created under various names. Firstly, the budget names to be used must be created. Select the desired budget name from the Budget Name field, then enter the relevant budget data. The budget name is then used for all corresponding budget entries.

5.3.1 Setting up New Budget Names

To set up a new budget name, please proceed as follows:

1. Select Departments > NC Cost Accounting > Lists > Cost Budgets to open the Cost Budget Names window.

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2. Select New in the menu to enter the new name. 3. Enter the new name in the Name field and the description of the budget in the Description

field. To set up an alternative department budget, for example, enter ALT1 in the Name field and Alternative Budget in the Description field.

4. Furthermore, use this field to specify which filters should apply to the budget regarding the cost accounting dimensions department, project, and sub-account.

For this example, tick off the Department field.

5. Click the budget name and click OK. Then only those entries which contain the budget name defined in the Budget Name field will be displayed. The window is blank because the budget name was just set up and does not yet contain any entries that meet the filter specifications.

You can now enter budget amounts for the new budget. Please consider the points described in the sub-section "Setting Up a Budget" of the section "Setting Up and Administering Budgets".

5.4 Copying Budgets

In Cost Accounting, it is possible to copy existing budgets into other budgets. There are various ways to use filters for the existing budget as well as the new (target) budget.

To copy budget entries, please specify:

Existing Budget: Should the cost budget entries to be copied be filtered, i.e. should all entries be copied or only selected ones?

Target Budget: Which data in the copied cost budget entries should change compared to the existing cost budget entries. The budget name, cost account number, department code, project code, sub-account number, date, and budget amounts can be modified.

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The Options FastTab allows to specify which filters apply for the cost budget entries of the new budget and if the budget values should change by a fixed factor compared to the existing budget.

Fill the fields as follows:

Field Entry

Budget Name Select a name from the Cost Budget Name list.

Cost Account No. Select a cost account number if one or more budget entries are copied into a cost account.

Department Code Select a department code from the Department Code list.

Project Code Select a project code from the Project Code list.

Sub-Account Code Select a sub-account code from the Sub-Account list.

Section Code Select a section code from the Section Code list.

Date Change Formula

Enter a date formula. It must consist of a number and a letter, and determines how the date of the entries change. The following characters can be used: D (day), W (week), M (month), Q (quarter), Y (year). Example: 2W = 2 weeks; 1Q = 1 quarter. The new entries are dated based on the date of the old post and the date formula.

Example: 17/11/11 is assigned to an entry with posting date 17/11/10 and date change formula 1Y.

Budget Factor

Enter a factor to multiply the budget values of the existing budget with to obtain the budget values of the target budget. By default, 1 is suggested, i.e. the budget values do not change when copying.

5.4.1 Budget Filter

When copying, please consider that the required filters for the budget (existing budget), are compatible with the required filters of the budget in which you want to copy (target budget).

EXAMPLE: IT IS NOT POSSIBLE TO COPY A BUDGET WHICH REQUIRES TO SPECIFY A DEPARTMENT INTO A BUDGET WHICH DOES NOT REQUIRE OR ALLOW THIS SPECIFICATION.

On the contrary, a budget without any filter can be copied in a budget which requires a filter at any time.

5.5 Budget Comparison

To compare budgeted with actually posted amounts, there are two ways available:

5.5.1 Balance/Budget-Comparison for all Cost Accounts of one Period

To compare the actually posted amounts with the budget amounts for all cost accounts within one period, please proceed as follows:

1. Select Departments > NC Cost Accounting > Cost Budgets to open the Cost Budget window and select the desired cost budget. Click Edit Budget to open the Edit – Cost Budget window.

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2. Select the budget to be compared in the Budget Name field. In the Date Filter, Department Filter, Project Filter, and Sub-Account Filter fields, more filters for the budget comparison can be set.

3. Click Balance in the header of the Matrix FastTab and select Balance/Budget to open the Balance/Budget window.

4. Select whether or not net changes are to contain closing entries by in the Closing Entries field. 5. Use the View by and View as fields at the bottom of the window to select the period length

and the calculation method of the amounts (Net Change or Balance at Date).

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6. The chart of cost accounts will be displayed in the lines of the window; each line represents a cost account. Here, a table filter can be used.

7. The number of the current cost account is displayed in the first column; the name is displayed in the second column.

8. The third column displays the balance of all postings to this cost account within the period. Click the dropdown arrow in the Balance field to open the Cost Ledger Entries window. All entries which are included in calculating the balance are displayed.

9. The fourth column displays the amount budgeted for this cost account within the period. Doubleclick the Budgeted Amount field to open the Cost Budget Entries window. All entries which are included in calculating the budgeted amount are displayed.

10. The fifth column displays which percentage of the budgeted amount makes up the current balance.

5.5.2 Balance/Budget-Comparison for one or all Cost Accounts in Several Periods.

To compare actually posted amounts with budgeted amounts for a cost account within several periods, please proceed as follows:

1. Select Departments > NC Cost Accounting > Cost Budgets to open the Cost Budget window and select the desired cost budget. Click Edit Budget to open the Edit – Cost Budget window.

2. Select the budget to be compared in the Budget Name field. In the Date Filter, Department Filter, Project Filter, and Sub-Account Filter fields, more filters for the budget comparison can be set

3. Click Balance in the header of the Matrix FastTab and select Cost Account Balance/Budget… to open the Cost Account –Balance/Budget window.

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4. Select whether or not net changes are to contain closing entries by in the Closing Entries field. 5. Use the View by and View as fields at the bottom of the window to select the period length

and the calculation method of the amounts (Net Change or Balance at Date). 6. The periods will be displayed in the lines of the window. 7. The first column contains the beginning of the period; the second column contains the period

name. 8. The third column contains the balance of all postings to this cost account within the period.

Click the dropdown arrow in the Balance field to open the Cost Ledger Entries window. All entries included in calculating the balance are displayed.

9. The fourth column displays the budgeted amount for this cost account within the period. Click the dropdown arrow in the Budgeted Amount field to open the Cost Budget Entries window. All entries included in calculating the budgeted amount are displayed.

10. The fifth column (%Net Change/Budget) displays which percentage of the budgeted amount the current balance represents.

5.6 Quantity Budgets

Both amount and quantity budgets can be administered in Cost Accounting. The procedure for administering and maintaining quantity budgets is identical to the procedure described above for amount budgets. The main difference is that for quantity budgets, a work type and a unit to which the budget refers must be entered. For a given work type with a certain unit, budget values can only be entered for such cost accounts to which this unit code is assigned in the cost account card. For each cost account, quantity budgets can only be set up for one unit.

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5.6.1 Setting up Quantity Budgets

To set up quantity budgets, select Role Center > Cost Quantity Budget. The Quantity Budget by Period window appears.

Select Departments > NC Cost Accounting > Cost Budgets to open the Cost Budget window and select the desired cost budget. Click Edit Quantity Budget to open the corresponding Edit – Cost Quantity Budget window.

Perform steps 1 to 5 as described above in the section "Setting Up and Administering Budgets" for the amount budgets. Please note that on the Options FastTab, the additional Work Type Filter field is available.

5.7 Cost Budget Journals

Cost budget journals allow to record and post budget values. It is possible to budget quantities per work type, as well as costs and revenues per cost account for departments, for projects, and for sub-accounts. Cost budget journals provide an alternative to the information displayed in the budget windows.

The following explains the general process of filling and posting cost budget ledger journals.

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5.7.1 Filling and Posting Cost Budget Ledger Journals

Select Departments > NC Cost Accounting > Tasks > Cost Budget Journals to open the Cost Budget Journal window:

1. Click the AssistButton in the Cost Budget Name field to open the Cost Budget Names window. Select the name of the budget which you want to edit.

(More information about the setup of new budget names is available in the section "Multiple Budgets" in this chapter.)

2. The cost budget journal lines help record value and quantity sizes for individual budgets. You can enter budget values for all cost accounts depending on departments, projects, and Sub-Accounts.

Fill the fields of the individual lines as described below:

Field Entry

Type

To define whether the cost budget journal line should overwrite an existing budget value or be added to this one, select one of the options from the drop-down box: Total or Additive.

Period Type

Before entering the budget amounts, a time interval must be selected. It is important to select the highest precision, i.e. the shortest interval, which is necessary for the budget. The following options are availbale in the drop-down box: Day, Week, Month, Quarter, or Year.

Date

Select a period filter according to the selection in the Period Type field. The code can be entered directly or by clicking the AssistButton and selecting the desired period. Click OK to confirm.

Cost Account No.

Enter the cost account to be budgeted to. A filter can be set. The code can be entered directly or by clicking the AssistButton to show the chart of cost accounts. Select the desired cost account and click OK to confirm.

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Department Code

Enter the department to be budgeted to. A filter can be set. The code can be entered directly or by clicking the AssistButton to show the department list. Select the desired department and click OK to confirm.

Project Code

Enter the project to be budgeted to. A filter can be set. The code can be entered directly or by clicking the AssistButton to show the project list. Select the desired project code and click OK to confirm.

Sub-Account Code

Enter the sub-account to be budgeted to. A filter can be set. The code can be entered directly or by clicking the AssistButton to show the sub-account list. Select the desired sub-account and click OK to confirm.

Work Type Code

To budget quantity sizes, this field must be filled.

A filter can be set. The code can be entered directly or by clicking the AssistButton to show the work type list. Select the desired work type and click OK to confirm.

Amount Enter the budget amount to be posted. Costs are entered without signs. A minus sign must appear before revenues.

Quantity Enter which quantity of the selected work type is to be budgeted in the corresponding unit.

3. Create a cost budget journal line for each cost accounting dimension which is to be budgeted within the chosen budgets and date intervals.

4. When the cost budget journal is set up, cost budget ledger entries can be created via Posting > Post.

Before posting, it is possible to view a test report via Posting > Test Report. (More information is available in the section "Filling and Posting Journals" in the chapter "Cost Accounting Journals".)

Along with posting cost budget journals, a number of cost budget ledger entries is created view can be viewed afterwards.

(More information about the various options is available in the section "Setting up and Administering Budgets" in this chapter.)

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6. Calculatory Fixed Assets

6.1 Overview

Transferring the calculatory depreciation allows to calculate the depreciation in Cost Accounting independently of the one in the General Ledger and to transfer it directly from the fixed assets into Cost Accounting.

Before the calculatory depreciation can be used, a second depreciation book must be created for all involved assets in the fixed assets accounting. The depreciation postings are then performed separately for each depreciation book, i.e. that different bases apply for commercial law depreciation and calculatory depreciation (mostly useful lives).

For each fixed assets posting group, one cost account which serves to identify the fixed assets entries used for the the transfer can be defined.

All fixed assets entries assigned to the calculatory depreciation book code are transferred into the Cost Accounting module as cost ledger entries of the corresponding cost account in the transfer using the Calculatory Depr. - Transfer function.

6.2 Fixed Asset Setup

1. Select Departments > NC Cost Accounting > Setup > Cost Accounting Setup to open the Cost Accounting Setup window.

2. Enter the name of the calculatory depreciation book which contains the calculated depreciation postings in the Calculatory Depr. Book field on the Fixed Asset FastTab.

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In next step, the fixed asset must be assigned to a cost account.

3. Select Departments > Financial Management > Administration > Setup > Posting Groups > FA Posting Groups to open the FA Posting Groups window:

The next step is to import the FA entries into Cost Accounting as cost ledger entries. To do this, please follow the steps described in the next section.

6.2.1 Transfer of Cost Accounting Depreciation

Select Role Center > Departments > NC Cost Accounting > Periodic Activities > Calculatory Depr.-Transfer to open the Calculatory Depr.-Transfer window.

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1. On the Options FastTab, the following entries can be made:

The Posting Date From and Posting Date To fields define the time period from which fixed asset entries will be transferred into Cost Accounting. By default, the first and last day of the last month are entered. Filling these fields is mandatory.

2. Select an appropriate reason code in the Reason Code field. 3. Click OK to start the transfer.

Entries from FA books are transferred into a cost accounting journal and posted automatically. This procedure is the same as for direct postings via cost accounting journals so e.g. the same data check rules are used.

Each posting from FA accounting i.e. each FA entry, is transferred only once into Cost Accounting. Each transferred FA entry is marked in the Cost Ledger Entry No. field in the FA Ledger Entries window and, vice versa, for each cost ledger entry, the FA ledger entry number is entered in the FA Entry No. field in the Cost Ledger Entries window.

If a date which has already been used (i.e. a time period which has already been transferred) is included in the date filter, only unmarked or untransferred entries will be transferred. Thereby, follow-up postings from FA accounting can be transferred later.

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7. NaviCalc

7.1 Overview

The NaviCalc module allows flexible reporting of all cost accounting dimensions used interdependently, i.e. cost accounts, departments, projects, and sub-accounts. It allows to connect and report different schedules of cost accounting in a reporting matrix. Spread sheets can also be used in this reporting matrix (i.e. calculations by means of a simple formula editor). The reports of the NaviCalc module, like those of the schedules and reports, are based on cost accounting entries. Therefore, NaviCalc can be used as a reporting tool for Cost Accounting.

7.1.1 Structure of NaviCalc

NaviCalcs consists of a NaviCalc header, NaviCalc lines, as well as line and column schedules. For each report, an own NaviCalc must be created.

7.1.2 NaviCalc Header

In the header, the NaviCalc is described and several settings applying for the report and/or calculation are specified.

Define the reporting period, i.e. only entries of posting dates within this period will be reported.

Define the types of the used schedules, i.e. you define which cost accounting dimensions are to be displayed in the lines and the columns of the reporting matrix, i.e. which cost accounting dimension are reported and displayed depending on the cost accounting dimension.

Additional filters for the report regarding the cost accounting dimensions can be set, e.g. certain departments can be hidden.

7.1.3 Schedules

It is possible to combine all created schedules for all cost accounting dimensions as line and column schedules of the reporting matrix, i.e. cost account schedule, department schedule, project schedule, and sub-account schedule.

(More information about cost accounting schedules is available in the section "Cost Accounting Schedules" in the chapter "Working with Cost Accounting Tasks.")

Furthermore, it is possible to freely set up schedules for the chosen schedule types, i.e. individually for this NaviCalc.

The following diagram illustrates the matrix schedule constructed with a line and column schedule:

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Each line of the line schedule creates a report of a line (position) of the corresponding schedule in the printout. The report will be filtered just as determined by the corresponding schedule.

Example: If a cost account schedule is selected as line schedule, a cost account line will be printed for each position of the cost account schedule in the NaviCalc.

Please note that, within each line, not only a value can exist (as in cost schedules), but various columns can be created.

Furthermore, there is another line type (Formula) for reworking available in the NaviCalc line schedule. Thereby, the individual line schedule lines can also be linked to one another via basic arithmetic operations.

Each column corresponds to a line (position) of the underlying column schedule.

Example: If a department schedule is selected as column schedule, a column will be printed for each position of the corresponding department schedule.

This combination of lines and columns creates a matrix (similar to a spread sheet). In each cell of this matrix, there is the value whose allocation corresponds to the respective line and column. In the example above, the value that was posted to the respective cost account as well as to the respective department will be printed. Again, the basis of this report are the cost ledger entries which can contain all four possible allocations (cost account, department, project, and Sub-Account).

The NaviCalc works as a filter to the cost ledger entries. When values are calculated, only those cost ledger entries within the filter defined with the line as well as the column schedule will be included. Additionally, date filters and possibly other set filters apply.

7.1.4 NaviCalc Lines

The standard cost accounting schedules evaluate and view actual costs (based on cost ledger entries) of a cost dimension. The NaviCalc allows to combine these schedules and to report the actual costs of two cost dimensions, i.e. to acquire and combine, or work with, more information from Cost Accounting as actual quantities, budgeted costs, and budgeted quantities by means of NaviCalc lines.

In the NaviCalc lines it is defined which information from the entries is to be calculated. This can be based on two tables:

Cost ledger entries provide information about actual values (amounts and quantities), whereas cost budget entries provide information about budgeted values (amounts and quantities). These values can be edited and linked to each other by means of a simple formula editor, using the four basic arithmetic operations (+, -, *, /).

NOTICE: FOR EACH NAVICALC, AT LEAST ONE LINE MUST BE CREATED. ALSO IN THE SIMPLIFIED CASE ABOVE WHERE ONLY ACTUAL COSTS ARE TO BE CALCULATED, A NAVICALC LINE FOR EVALUATING THE ACTUAL COSTS, MUST BE CREATED.

Every additional NaviCalc line which is added in the NaviCalc card classifies the columns corresponding to the printout. The following diagram illustrates the extended report matrix, which consists of a line schedule, a column schedule, and NaviCalc lines (in this diagram two NaviCalc lines are illustrated):

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For each combination of a line and column of the selected schedules, the calculation yields several values, one per defined NaviCalc line. Each cell of the reporting matrix is defined by the combination of a schedule line, a schedule column, and a NaviCalc line.

Each cell (and therefore each value in the reporting matrix) depends on three parameters:

The schedule line, the schedule column and the NaviCalc line, which makes the NaviCalc calculation results a three dimensional reporting matrix. Two dimensions are defined by the schedules, the third one is defined by the NaviCalc lines. When the results are displayed onscreen or printed, the third dimension of the matrix must be displayed in the form of additional columns.

7.1.5 NaviCalc Entries

Like a conventional report, the NaviCalc calculates the results based on the posted entries of Cost Accounting. However, the results of a NaviCalc report are saved in an individual table (NaviCalc entries). Thereby, they are not only available on the NaviCalc printout, but also to a freely designable report and can be exported into Excel spread sheets.

This increases the speed of printing as the values are only calculated before the first print of the NaviCalc. Later versions can then be printed significantly faster. Moreover, further processing in windows applications is thereby considerably simplified.

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7.1.6 Setting up NaviCalcs

To set up a NaviCalc, please proceed as follows:

1. Select Departments > NC Cost Accounting > Analysis & Reporting > NaviCalc to open the NaviCalc List window. Click New in the menu bar to create a new NaviCalc or select an existing one and click Edit to edit it.

2. Choose Edit, Insert New from the menu bar. If you press the Enter-key or click with the mouse on the NaviCalc card, then the number will be automatically filled in. To enter the number manually, activate Manual Nos. in No. Series RTC-NAVICA.

Edit the NaviCalc lines in the next step. Fill in the fields according to the following guidelines:

General FastTab :

Field Fill Entry

Number Click the AssistButton next to this field and select the desired NaviCalc number

Description

Enter any text to describe the NaviCalc. This text will be copied into the Search Description field and can there be changed manually.

Report Group

Enter a freely defined code for the grouping of the NaviCalc. This grouping can be used for filtering and finding as well as for copying or printing a NaviCalc.

From Date; To Date

These fields determine the date filter for the cost ledger entries that will be included in the calculation of

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the NaviCalc results. These will be copied into the NaviCalc lines and can be edited there.

Search Description

The content of the Description field is suggested in this field and can be edited if necessary.

Calculated

No entry. This field shows if the NaviCalc has already been calculated. A calculated NaviCalc can no longer be edited.

Line Schedule Type

Select one of the following options:

Cost Account, Department, Project, Sub-Account, or Section.

Line Schedule Name

Click the AssistButton in the Line Schedule Name field to view a list of the available schedules of the selected type. Select a schedule name, and, if desired, view the added line schedule via Navigate > Line Schedule. The NaviCalc Line Schedule window appears where the added schedules can still be edited individually. Furthermore, it is possible to add the line schedule manually without using an existing schedule of the selected type.

Column Schedule Type

Select one of the following options:

Cost Account, Department, Project, Sub-Account, or Section.

Column Schedule Name

Click the AssistButton in the Column Schedule Name field to view a list of the available schedules of the selected type. Select a schedule name, and, if desired, view the added column schedule via Navigate > Line Schedule. The NaviCalc Column Schedule window appears where the added schedules can still be edited individually. Furthermore, it is possible to add the column schedule manually without using an existing schedule of the selected type.

Calculation FastTab:

Field Fill Entry

Cost Account Filter

Department Filter

Project Filter

Sub-Account Filter

Work Type Filter

Section Filter

Reason Code Filter

Set filters to define which cost ledger entries will be included in the NaviCalc report. Please note that filters can only be set for fields which have not already been selected for line or column schedules.

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3. Choose Calculate, Calculate and confirm the following message window with Yes. The calculation can take a little while depending on the filters set and the size of the schedules used.

4. A calculated NaviCalc cannot be changed again. However, you can cancel a calculated NaviCalc. See the sub-section "Cancelling NaviCalcs" in this chapter. After the cancellation the NaviCalc can then be changed and calculated once again.

5. After the NaviCalc is calculated, you can either view the resulting report directly on the screen or print it out. This procedure is described in the next section "Working with NaviCalc."

7.2 Inserting Comments to a NaviCalc

To add comments to NaviCalcs, select NaviCalc > Navigate > Comments. The Comments window opens.

Any number of comment lines can be stored for each NaviCalc. Optionally, the appropriate date can be added to the respective comment. If a comment was added to a NaviCalc, a pencil icon appears next to the No. field in the NaviCalc Card window.

7.3 Working with NaviCalc

7.3.1 Viewing NaviCalc Results on the Screen

Select NC Cost Accounting > Analysis & Reporting > NaviCalc to open the NaviCalc List window. Select the desired NaviCalc and click Result to open the NaviCalc Result window. Select the desired line and click Result.

In the left part of the window the selected line schedule is displayed. In the right part a column for each added NaviCalc line combined with each column element of the selected column schedules is displayed.

7.3.2 Printing a NaviCalc

To print the results of a calculated NaviCalc, please proceed as follows:

1. Select Cost Accounting > Reports > NaviCalc to open the Edit - NaviCalc window. 2. Select Print to open the Print NaviCalc Report window.

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3. On the Options FastTab, the printout of the NaviCalc results is set up. The Maximum Number of Cell Results per Line field defines the maximum number (3 – 6) of results that can be printed in one line. 6 is entered as default value which can be changed manually. For extensive descriptions, texts or NaviCalc lines it is recommended to choose a lower number. This field is mandatory.

To print a new page for each column of the column schedules, tick off the New Page per Column field.

4. Finally, choose Print or Preview to print out the report or to view it on the screen.

7.3.3 Cancelling NaviCalcs

Once a NaviCalc is calculated, it is no longer possible to modify it. The Calculated field on the General FastTab of the NaviCalc Card is then ticked off.

To edit a NaviCalc, it must first be cancelled. Select Actions > Cancel in the NaviCalc Card window and click Yes to confirm the message that follows. Thereby all NaviCalc entries created to this NaviCalc will be deleted.

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This cancelling function can be used to correct errors or to modify and reuse an existing calculated NaviCalc if the results are no longer needed as NaviCalc entries, i.e. on the screen or for export to another system.

7.3.4 Copying NaviCalcs

To reuse the structure of an existing NaviCalc without modifying the original NaviCalc (and thereby deleting the resulting entries), copy the NaviCalc as follows:

1. Select Actions > Copy NaviCalc to open the Copy NaviCalc window appears:

2. Set filters for the No., Search Description, and Begin Date fields on the NaviCalc Header FastTab fields to determine the range of the NaviCalc to be copied. Certain groups of NaviCalc can be copied by using appropriate entries.

3. In the Date Change Formula 'From Date' and Date Change Formula 'To Date' fields on the Options FastTab, a date formula to calculate the corresponding fields of the new NaviCalc from the From Date and To Date fields of the NaviCalc can be entered.

If one or more NaviCalcs are copied, their numbers are assigned automatically based on the last NaviCalc number stored in the No. field in the cost accounting setup.

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7.3.5 Exporting NaviCalcs to Excel

The Export to Excel batch processing is used to export a NaviCalc into an Excel spreadsheet, e.g. to create presentations. Please proceed as follows:

1. Select Actions > Export to Excel in the NaviCalc Card to open the Export NaviCalc to Excel window.

2. Click OK to export the data to Excel.

3. Alternatively, it is possible to export data to Excel separated by departments via Actions > Export to Excel (Department separated) in the NaviCalc Card to open the Export NaviCalc to Excel (Department separated) window.

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7.3.6 Batch Calculation

To perform evaluations of extensive reports (and thereby calculate a lot of NaviCalcs), it is possible to use a batch processing, instead of calculating each NaviCalc individually.

To calculate a series of NaviCalcs via batch job, please proceed as follows:

1. Select Actions > Calculate Batch in the NaviCalc Card window to open the NaviCalc Calculate Batch window.

2. Set filters for the No., Search Description, and Begin Date fields on the NaviCalc Header FastTab to determine the range of the NaviCalc to be copied.

3. Click OK to start the batch calculation. 4. When the calculation process is completed, a message window displays how many NaviCalc

evaluations within the set filter could be successfully calculated.

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8. Technical Information

This section describes the system requirements and the license installation for the NC Cost Accounting 6.12 module.

8.1 System Requirements

The minimal system requirements for NC Cost Accounting 6.12 for the Microsoft Dynamics NAV 2016 Windows Client are: Operating system: Windows 10 Pro, Enterprise or Education (32-bit and 64-bit editions)

Windows 8.1 Professional or Enterprise (32-bit and 64-bit editions) Windows 8 Professional or Enterprise (32-bit and 64-bit editions) Windows 7 Service Pack 1 Professional, Ultimate or Enterprise (32-bit and 64-bit editions) Windows Server 2012 R2 Standard or Essentials (64-bit edition) Windows Server 2012 Standard or Essentials (64-bit edition) Windows Server 2008 R2 Service Pack 1 (64-bit edition)

Memory: min. 2 GB Hard disk: min. 200 MB free space Display: 1280x1024 or higher resolution

8.2 Installing Objects

To import the required objects into Microsoft Dynamics NAV 2016:

1. Make a backup of the database. 2. Start the Microsoft Dynamics NAV 2016 Development Environment. 3. Check whether your license includes the necessary modules:

1.001.760 - NC Cost Accounting - Base

1.001.770 - NC Cost Accounting - Project

1.001.780 - NC Cost Accounting - NaviCalc

1.001.790 - NC Cost Accounting - Budget

1.001.800 - NC Cost Accounting - Allocation

1.001.810 - NC Cost Accounting - Section

1.001.820 - NC Cost Accounting - Page

Click Tools > License Information to open the License Information window.

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If the required modules are not part of your license, please contact your system administrator. Close the window with the Esc key.

4. Click Tools > Object Designer. The Object Designer window is displayed.

5. Click File > Import.

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6. Select the NC Cost Accounting object file you have received, and click Open. 7. The following message is displayed:

Click Yes to start import and installation. If you receive another message, click No and contact your Microsoft Dynamics NAV Partner.

8. After importing the NC Cost Accounting installation is finished successfully.

8.3 Installing Roles

This section is optional – it is meant to help you setting up users and access rights for NC Cost Accounting. Using an integrated function (Codeunit) in the NC Cost Accounting objects you can create basic roles automatically. Subsequently, you can assign these roles to users or user groups.

1. Click Extras > Object Designer. The Object Designer window is opened.

2. Click Codeunit and select object 1001765. 3. Click Run. 4. You automatically switch to the RTC environment and get the following message:

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5. Click Yes to add the „NCKR-EDIT“ role. 6. The role has been added successfully.

8.4 Uninstalling

To remove NC Cost Accounting from Microsoft Dynamics NAV, contact your partner. He will uninstall all NC Cost Accounting objects step by step. Before uninstalling, make a backup of the database.

1. Make a backup of the database. 2. Start the Microsoft Dynamics NAV 2016 Development Environment. 3. In the Main Menu, click Tools, Object Designer 4. In the objects list filter for all objects with *NCKR* in the Version List column and with

1001750..1002299 in the ID column and delete them. 5. In all other objects with NCKR in Version List column you must manually remove all

adjustments documented by NCKR. 6. Start the Microsoft Dynamics NAV 2016 Role Tailored Client. 7. In the Main Menu, click Departments, Administration, IT Administration, General, Users and

remove at all users under User Permission Sets the line with NCKR-EDIT 8. In the Main Menu, click Departments, Administration, IT Administration, General, Permission

Sets and remove line with NCKR-EDIT