Operational company copy and setup procedureDynamics AX 2012 R3Prepared for Global Geophysical Services

Table of ContentsDOCUMENT CONTROL....................................................................................................................3

INTRODUCTION..............................................................................................................................4

1.1. Purpose of this Document........................................................................................................4

PREPARATION................................................................................................................................4

Entity Creation Procedure..............................................................................................................5

1.2. Step 1 –Create Legal Entity.......................................................................................................5

1.3. Step 2 – Import Base company data.........................................................................................5

2.1. Step 3- Copy Number sequences..............................................................................................6

2.2. Step 4 – refresh voucher series attached to GLJ Journal name................................................7

2.3. Step 5 – setup ledger................................................................................................................7

2.4. Step 6 – Intercompany.............................................................................................................8

2.5. Step 7 – Security.......................................................................................................................9

2.6. Step 8 – Run the AX job/scripts................................................................................................9

2.7. Step 9 – Additional configuration for each legal entity..........................................................11

2

DOCUMENT CONTROL Change Record

Date Author Version Change reference2/23/2015 Pradeep 1 First release

2/26/2015 Shakil Zaman 1.1 Additional Functional Requirements

3/2/2015 Shakil Zaman 1.2 Edit Functional Requirements

3/6/2015 Shakil Zaman 1.3 Add Functional Requirements

3

INTRODUCTION

1.1. Purpose of this DocumentThe purpose of this document is to detail the procedure to create a new operational legal entity in GG’s s Dynamics AX 2012 R3 (AX) environment. PREPARATION

1. Finalize the Company ID, Company Name, currency code and country/region for each entity that needs to be setup.

2. The business will need to confirm the ACCOUNT STRUCTURES (general ledger >setup> Chart of accounts >configure account structure) to be built and setup for each of the new entities. They should be finalised prior to building the new entities.

3. General Ledger > Setup> posting Intercompany accounting. You will need to confirm that intercompany accounting needs to be setup between all these new entities and all other entities.

4

Entity Creation Procedure

1.2. Step 1 –Create Legal Entity

Organisational Admin >Setup> Organisation> Legal Entities: New

Note the country /region should be similar to the currency code (ref spreadsheet) if not select USA

Language is en-us in all cases. Time zone you will have to look up (but is not used)

1.3. Step 2 – Import Base company data

1. Log out of the system , then log back into the new company created2. System Administration> Common>Data export/Import>importPath to \\filer\SHARES\AXADMIN\glcotemplate\GLCOMPTEMPLATE.dat

5

Ensure on that on the advanced tab INCLUDED SHARED TABLES is NOT TICKED. Then OK to import

2.1. Step 3- Copy Number sequences

Organisational Admin >Common>Number sequences>Company Number sequences copy buttonCopy from 118 to new entity

6

2.2. Step 4 – refresh voucher series attached to GLJ Journal name

General Ledger > setup > Journal> journal namesSelect GLJ and just reselect the voucher series (it need to reference the one created for the new entity)

2.3. Step 5 – setup ledger

General Ledger >setup> Ledger

7

Chart of Accounts: as aboveAccount structure: see Preparation section of this docFiscal Calendar: as aboveAccount currency: from spreadsheetAll other fields as above

2.4. Step 6 – Intercompany

See preparation section of this document

8

2.5. Step 7 – Security

Provide access as required

2.6. Step 8 – Run the AX job/scripts

1. Open the AX project Run the AX job “SAG_JM_ProjectConfigCopy”. Below is the attached XPO.

2. Run the AX job “SAG_NumberSeqCopyProj” to update the number sequences related to Projects modules.

3. Make sure that the “Reuse numbers” checkbox is ticked for the below highlighted number sequence references.

4. Run the class “SAG_ConfigurationDataMigrationScripts” to copy the data from the base company(103 in this iteration) to the new entities (105 and 107)

The base company should be changed in the run method of this class.

9

All the required data (Including intercompany accounting) will be copied from the base company to the new companies after this class is run successfully.

10

2.7. Step 9 – Additional configuration for each legal entity

2.7.1. Centralized Payment

Organization Administration > Common > Organizations > Organization HierarchiesNOTE: The Legal Entity must be set-up in order to proceed to this step.

1. Make sure Centralizedpayments is highlighted.2. Click Organization hierarchy in the View Tab.3. Click Edit in the Maintain Tab.4. Right Click on the Global Geophyscial (main) hierarchy, select Insert and

Legal entity. 5. Select the legal entity and click OK.6. Click Publish and close in the Maintain Tab.

11

2.7.2. Product Configuration

Product Information Management > Common > Products > All Products and product master

1. On Product Tab, click New Product.2. Enter the Product Number, Name and Search Name. Click OK.3. Click on the item you just created. Assign the Dimension Groups for

Storage Dimension group and Tracking Dimension group.4. Select Close.

12

13

2.7.3. Form Note

Project Management and Accounting > Setup > Forms > Form Notes1. Click New.2. Specify the Form in the drop-down menu (i.e. Project – Invoice).3. Verify the Language.4. Enter the Text in the Form note.5. Select Close.

14

2.7.4. General LedgerGeneral Ledger > Setup > Chart of Accounts > Chart of Accounts

1. Click New in the Chart of Accounts field.2. Enter the Chart of Accounts & Description.3. Enter a format mask for a main account to create a structure that is used

when main accounts are created for the chart of accounts.4. On the Main Accounts FastTab, click New to open the Main Accounts –

chart of accounts form.5. To create a new main account from the template, click New from

template, select a template, and then click Select.6. In the Main account field, enter an account number, and then enter an

account name.7. In the Main account type field, select the type of main account. Profit

and loss is the default value, unless you have defined the automatic selection of account type by prefix by using the Automatic account type selection form.

8. If the main account type is any value other than Total, you can enter or select a category for the main account.

9. If the main account type is Reporting, you can enter or select a reporting type.

10. On the Financial dimensions FastTab, select Fixed value to specify that amounts for the selected main account are always posted to the financial dimension value. When the financial dimension is a valid segment in the account structure for the main account, amounts are posted to this financial dimension value, even if the journal entry or source document contains other default values or changes to their ledger account.

11. Select Close.

15

General Ledger > Reports > Base data > Chart of accountsThe main account can be selected automatically, based on the first character that you enter for a main account. To setup automatic selection, on the Main accounts FastTab, click Automatic account type selection.

1. Select a chart of accounts.2. On the Main accounts FastTab, click Automatic account type selection.3. Select Close.

16

2.7.5. Customer Terms of PaymentAccounts Receivable > Setup > Payment > Terms of Payment

1. Click New.2. Enter Terms of Payment and Description.3. Ensure that Payment method of in Setup FastTab indicates Net.4. For Credit Card and Prepayment the Days in Setup FastTab, should be

defaulted to 0.5. For N10, N15, N30, N45 and N60, the Days in the Setup FastTab, should

correspond with the Term of Payment (i.e. N10 = 10 Days). 6. Select Close.

2.7.6. Vendor Terms of PaymentAccounts Receivable > Setup > Payment > Terms of Payment

7. Click New.8. Enter Terms of Payment and Description.9. Ensure that Payment method of in Setup FastTab indicates Net.10.For Credit Card and Prepayment the Days in Setup FastTab, should be

defaulted to 0.11.For N10, N15, N30, N45 and N60, the Days in the Setup FastTab, should

correspond with the Term of Payment (i.e. N10 = 10 Days). 12.Select Close.

17

2.7.7. Customer GroupsAccounts Receivable > Setup > Customers > Customer groupsNOTE: You must reach out to Stephanie on any new foreign legal entity to see if we need to add the following Customer Group:Customer Group Description Terms of PaymentFOREIGN Foreign N30

1. Click New.2. Enter a Customer Group,3. Enter a Description.4. Enter Terms of Payment.5. Select Close.

18

2.7.8. Write-Off General Ledger > Setup > Journals > Journal Names

1. Click New.2. Enter a Name and Description.3. In the General FastTab, select the Journal type (i.e. Daily)4. In the General FastTab, select Active.5. In the General FastTab, select Approve (i.e. WRI).6. In the General FastTab, select the Voucher Series (i.e. WRI). This is

normally done by Pradeep; however, if necessary see instructions for setting up Voucher Series.

7. In the General FastTab, make sure the new voucher indicates “In Connection with Balance.”

8. In the General FastTab, make sure the Account Type indicates “Ledger”, “Posting Layer indicates Current,” Detail level indicates

19

“Details,” Fees Posting indicates “Keep Fees in Journal,” and the Amount selected is checked.

9. Select Close.

Accounts Receivables > Setup > Accounts Receivable Parameters1. Select Collections.2. In the Collections agent FastTab, assign Collections for Team.3. In the Write-off FastTab, assign Write-Off Journal (i.e. WRI)4. Select Close.

20

See 2.7.8.1 for instructions on how to setup Voucher series

2.7.8.1. Voucher SeriesNOTE: If the Voucher Series does not exist, you will need to create one.Organization Administration > Common > Number Sequence > Number Sequence1. Click New Number Sequence.2. In the Identification Fasttab, enter the Number sequence code (i.e. WRI).3. In the Identification Fasttab, enter the Name (i.e. Receivable Write-off)4. In the Scope Parameters FastTab, enter either the Scope as Company or Shared. (NOTE: If you select Company, you must enter a Legal Entity number).5. In the Segments FastTab, add the Alphanumeric Segment.6. In the Segments FastTab, add the Value (i.e. ######).7. In the Segments FastTab, add the Length (i.e. 6)8. In the General FastTab, change the Largest to match the Value (i.e. 999999).9. Select Close.

21

2.7.9. Customer Method of Payment Accounts Receivable > Setup > Payment > Methods of Payments

1. Click New.2. Enter the Payment of Method (i.e. ABTWIRE)3. Select the Period as Total.4. Enter the Description (i.e. ABT WIRE).5. In the General FastTab, Change the Account Type to Bank.6. In the General FastTab, enter the Bank Transaction type (i.e.

DEPWIRE).7. For Customer Method of Payment type BOACHECK and BOAWIRE, in

the General FastTab, select the legal entity of the entity you are setting up (i.e. 100) and select the Bank Account as BOAMaster.

8. Assign Global Bank Account Legal Entity.9. Assign Global Bank Account Bank Account.10. Select Close.

22

2.7.9.1. Payment AccountNOTE: If the Payment account (Bank account) does not exist, you will need to create one.Cash and Bank Management > Common > Bank Accounts

1. Click New Bank Account.2. In the General FastTab, enter the Bank Account (i.e. ABTWIRE).3. If applicable, in the General FastTab, enter the Routing Number (i.e.

113011258).4. In the General FastTab, enter the Bank Account Number

(0051577557).5. In the General FastTab, enter the Name (i.e. Amegy – Wire Transfer

Acc).6. In the Additional Identification FastTab, enter the SWIFT code (i.e.

SWBKUS44).7. In the Currency Management FastTab, enter the Main Account (i.e.

10071).

23

2.7.10. Vendor Method of Payment Accounts Payable > Setup > Payment > Methods of Payment1. Click New.2. Enter the Method of Payment (i.e. CHECKBOAAP)3. Make the Period Total.4. Enter the Description (i.e. Check BOA AP).5. If necessary, enter the payment type (i.e. Electronic payment).6. In the File Formats FastTab, select the Export format (i.e. Check)7. In the General FastTab, select the Account type (i.e. Bank).

24

2.7.10.1. Export FormatNOTE: If the Export Format does not exist, you will need to follow these steps.

1. Click on Setup.2. Click on the Export format and use the arrow to move it from Available to Selected.

2.7.11. Project CategoriesProject Management and Accounting > Setup > Categories > Project Categories

1. Click New.2. Select Category ID (i.e. AccFeesAudit)3. Select a Category Group (i.e. EXP).4. In the Project FastTab, select Active in Journals.5. In the Project FastTab, select Worker as Optional.

25

6. In the Project FastTab, Select between Non-Billable and Billable.7. If applicable, in the Cost Accounts FastTab, select a Cost account (i.e.

550300)8. If applicable, in the Revenues Accounts FastTab, select an Invoiced

Revenue and Accrued Revenue – Sales Value (i.e. 400400) and Invoiced Revenue (i.e. 400400).

9. Select Close.

26

2.7.12. Number SequenceProject Management and Accounting > Setup > Project Management ParametersNOTE: Ensure the following Reference(s) are selected:

On-account invoice voucher On-account credit note voucher Invoice voucher Credit note voucher

1. Select Number Sequences.2. Select On-account invoice voucher, On-Account cred note voucher,

Invoice voucher and Credit note voucher.

2.7.13. Aging Period Definitions (AR & AP)Accounts Receivable > Setup > Collections > Aging Period Definitions

1. Click New.2. Change the Printing Direction to Backwards.3. Enter a name for the aging period definition (i.e. 30/60/90/120).4. Enter the Description (i.e. 30/60/90/120 Aging).5. In the Periods FastTab, select Add. 6. The first Period to add is Current, with a unit of 0, Interval of Day and

Aging indication of Green Check Mark.

27

7. Enter the remaining data using the following sequence (NOTE: You must follow this sequence otherwise you will get an error).Period Unit Interval Aging Indicator1-30 -30 Day Blank31-60 -30 Day Yellow61-90 -30 Day Orange91-120 -30 Day Red diamond121+ -999 Unlimited Red X

8. Select Close.Accounts Payable > Setup > Statistics > Aging Period Definitions

1. Mirror the steps from Aging Definition for Accounts Receivable.2. Select Close.

2.7.14. Default Invoicing GroupProject Management and Accounting > Setup > Project Management and Accounting Parameters

1. Select ProjAX parameters2. Select Activate Invoice Adjustments.3. Select Default invoicing group (AQ).4. Select Category (RevAdj).

28

2.7.15. Operational Calendar Organization Administration > Common > Calendars > Calendars

1. Click New.2. Select a Calendar.3. Enter a Name.4. Click Working times and Compose Working Times to create or update

working times to the calendar.5. In the Calendar field, select the name of the calendar to compose

working times for.6. In the from date field, enter the first date to compose working times

for.7. In to the To date field, enter the last date to compose working times

for.8. In the working time template field, select the appropriate template.9. Click OK.

29

30

2.7.16. Working CalendarProject Management and Accounting > Project Management and Accounting Parameters

1. Click the Scheduling Tab.2. Select STD in the Default working calendar.

31

2.7.17. Customer Posting Profile Accounts Receivable > Setup > Customer Posting Profile

1. Click New.2. Enter a Posting profile (i.e. DEFAULT)3. Enter a Description (i.e. Default Posting profile)4. In the Setup FastTab, select an Account code (i.e. Group) 5. In the Setup FastTab, select the Account/Group number (i.e. INTER) 6. In the Setup FastTab, select the Summary Account (i.e. 110200)7. If applicable, in the Setup FastTab, select the Write-off account (i.e.

560735). 8. Select Close.

Accounts Receivable > Setup > Accounts Receivable Parameters > Ledger and Sales Tax > General Fast Tab

1. In the General FastTab, select the posting profile as DEFAULT.

32

2.7.18. Vendor Posting ProfileAccounts Payable > Setup > Vendor Posting Profile

1. Click New.2. Enter a Posting profile (i.e. DEFAULT)3. Enter a Description (i.e. Default)4. In the Setup FastTab, select the Account code (i.e. Group).5. In the Setup FastTab, select the Account/Group number (i.e. INT).6. In the Setup FastTab, select the Summary Account (i.e. 200200). NOTE:

There is no Write-off account in this step).

33

Accounts Payable > Setup > Accounts Payable Parameters > Ledger and Sales Tax > Posting Fast Tab.

1. In the General FastTab, select the posting profile as DEFAULT.

34