fiscal books integration from ax 2009 to ax 2012
DESCRIPTION
Dynamics AX 2009 to Dynamics AX 2012 R2 Fiscal Books integrationTRANSCRIPT
Microsoft Dynamics
®
AX
Fiscal books integration with
Microsoft Dynamics AX 2009
White Paper
This white paper describes how to configure and use the Fiscal books integration between Microsoft Dynamics AX 2009 SP1 RU8 and Microsoft Dynamics AX 2012 R2 to perform fiscal books
analysis and reporting. The integration is available as a hotfix from KB 2839295. You can manage your business in Microsoft
Dynamics AX 2009, and then transfer fiscal documents and inventory transactions to Microsoft Dynamics AX 2012, where
you can perform fiscal books reporting tasks.
May 2013
2 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Table of Contents
Introduction ................................................................................................ 3
Process overview ........................................................................................ 3
Configure Microsoft Dynamics AX 2012 R2, KB 2850595 and KB 2839295 .. 4 Install Microsoft Dynamics AX 2012 R2, KB 2850595 and KB 2839295 ........................................ 4 Create a Brazilian legal entity ................................................................................................. 5 Create number sequences ...................................................................................................... 5 Set up fiscal establishment groups .......................................................................................... 7 Set up fiscal establishments ................................................................................................... 7 Set up accountant information ................................................................................................ 7 Set up General ledger information ........................................................................................... 8
Set up fiscal calendars ........................................................................................................ 8 Set up a chart of accounts .................................................................................................. 8 Set up currencies ............................................................................................................... 8 Set up a ledger .................................................................................................................. 8
Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298...................................................................................................... 9
Install KB 2839298 for Microsoft Dynamics AX 2009 .................................................................. 9 Activate the fiscal book integration.......................................................................................... 9 Fiscal books integration parameters ........................................................................................ 9 Set up fiscal book integration by using the job manager ...........................................................10 View the fiscal book integration log reader ..............................................................................11
Manage the integration in Microsoft Dynamics AX2012 R2 KB 2850595 and KB 2839295 .............................................................................................. 11
Maintain .......................................................................................................................... 12 Actions ............................................................................................................................ 12 View ............................................................................................................................... 12
Process staging area ............................................................................................................12 Staged inventory on hand .....................................................................................................13 Fiscal receipts ......................................................................................................................14 Z Reports ............................................................................................................................14
3
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Introduction
This white paper provides information about the integration between Fiscal books for Microsoft Dynamics® AX 2012 R2 and Microsoft Dynamics® AX 2009. The integration functionality is included in the hotfix that is available from Knowledge Base article 2839295. You must download and install the hotfix for both versions. This integration lets users generate the SPED Fiscal and SPED EFD contribution obligation for transactions coming from Microsoft Dynamics AX 2009. This paper describes how to set up the integration in both versions and how to interpret the fiscal books information after it is transferred to Microsoft Dynamics AX 2012 R2.
Process overview
The Fiscal books integration lets you do the following things:
Manage your business in Microsoft Dynamics AX 2009. As transactions are processed, fiscal documents and inventory transactions are created.
Periodically, transfer fiscal documents and inventory transactions to Microsoft Dynamics AX 2012 R2. When you transfer the fiscal documents and inventory transactions, they go into a staging area. You can review them and correct any errors that you find while the fiscal documents and inventory transactions are in this staging area.
When you are satisfied that all errors have been corrected, validate the fiscal documents and
inventory transactions. Then you can create booking periods and perform other fiscal books and tax reporting tasks in Microsoft Dynamics AX 2012 R2.
The following illustration shows how fiscal documents and inventory transactions flow from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2.
4 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
1. Fiscal documents and inventory transactions are exported from Microsoft Dynamics AX 2009 to Microsoft Dynamics® AX 2012 R2 with KB 2850595 and KB 2839295 staging by using a job manager. All fiscal documents are taken from the fiscal document model and displayed in the staging area.
A user can validate and edit information about fiscal documents with the following exceptions:
Outgoing fiscal documents can’t be edited by a user.
A user cannot modify the direction, number, series, and model for a fiscal document.
2. After the fiscal documents have been validated, the user can transfer the fiscal documents to the Fiscal books module in Microsoft Dynamics® AX 2012 R2.
Configure Microsoft Dynamics AX 2012 R2, KB 2850595 and KB 2839295
Before you can transfer fiscal documents and inventory transactions from Microsoft Dynamics AX 2009, you must configure Microsoft Dynamics® AX 2012 R2.
Install Microsoft Dynamics AX 2012 R2, KB 2850595 and KB
2839295
Install and configure the Microsoft Dynamics AX 2012 R2 software, and install the hotfix that is
available from KB 2850595 first and then install the hotfix that is available from KB 2839295.
5
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
For more information, see the following resources:
Instructions for system administrators: http://technet.microsoft.com/library/gg731797.aspx
KB 2850595: http://go.microsoft.com/fwlink/?LinkId=306723
KB 2839295: http://go.microsoft.com/fwlink/?LinkId=306724
Create a Brazilian legal entity
In Microsoft Dynamics AX 2012, create a legal entity to represent your company. The primary audience of the legal entity must be in Brazil. The company address must be exactly the same that you have configured in Microsoft Dynamics AX 2009.
To get started, click Organization administration > Setup > Organization > Legal entities > New.
For more information, see the following resources:
About organizations and organizational hierarchies: http://technet.microsoft.com/library/hh242144.aspx
Create or modify a legal entity: http://technet.microsoft.com/library/hh242184.aspx
Create number sequences
In Microsoft Dynamics AX 2012, create number sequences for the following areas and references:
Accounts payable, Vendor account
Account receivable, Customer account
6 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
To get started, click Organization administration > Common > Number sequences > Number sequences. Then click Generate.
After number sequences are created, modify each entry that was created for the Brazilian legal entity. On the Segments FastTab, a constant line is automatically added. Remove the constant line that was
automatically added. In the Number allocation field group on the General FastTab, select the Continuous check box.
For more information, see the following resources:
Number sequence overview: http://technet.microsoft.com/library/hh209457.aspx
Set up number sequences: http://technet.microsoft.com/library/hh242127.aspx
7
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Set up fiscal establishment groups
In Microsoft Dynamics AX 2012, create a fiscal establishment group. You can group fiscal establishments and set up tax groups for each fiscal establishment group in the Taxes matrix form, but this is not required for the integration.
To get started, click Organization administration > Setup > Brazil > Fiscal establishment groups.
For more information, see the following resources:
(BRA) About fiscal establishments: http://technet.microsoft.com/library/jj911269.aspx
(BRA) Create a fiscal establishment group: http://technet.microsoft.com/library/jj910982.aspx
Set up fiscal establishments
A fiscal establishment is a physical location of a legal entity, such as a subsidiary, branch, plant, distribution center, warehouse, or store that requires a Cadastro Nacional da Pessoa Jurídica (CNPJ) or
Inscrição Estadual (IE) tax registration number. You must create a fiscal establishment for each company that you have in the Microsoft Dynamics AX 2009 installation.
To get started, click Organization administration > Setup > Brazil > Fiscal establishment.
For more information, see the following resources:
(BRA) About fiscal establishments: http://technet.microsoft.com/library/jj911269.aspx
(BRA) Create a fiscal establishment: http://technet.microsoft.com/library/jj923400.aspx
Note: Only one legal entity is required in Microsoft Dynamics AX 2012 R2 for the integration to work.
However, you can create legal entity in Microsoft Dynamics® AX 2012 R2 for each company that you have in Microsoft Dynamics AX2009 (legal entities). In this case, you must complete all steps described in this section for each legal entity.
Set up accountant information
In Microsoft Dynamics AX 2012, set up information about each accountant who is responsible for SPED reporting. This information is used to generate SPED fiscal and SPED EFD contributions.
To get started, click Organization administration > Setup > Brazil > Accountant details.
After you set up information for your accountants, specify the accountant who is responsible for each fiscal establishment.
To get started, click Organization administration > Setup > Brazil > Fiscal establishment.
8 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
For more information, see the following resources:
Fiscal books on TechNet: http://go.microsoft.com/fwlink/?LinkId=304128
Set up General ledger information
For each legal entity in Microsoft Dynamics AX 2012 R2, you must set up a ledger, currencies, fiscal calendar and chart of accounts.
Set up fiscal calendars
Fiscal calendars provide a framework for the financial activity of an organization. Create fiscal calendars that correspond to the fiscal documents that will be transferred.
To get started, click General ledger > Setup > Fiscal calendars.
For more information, see the following resources:
About fiscal calendars, fiscal years, and periods: http://technet.microsoft.com/library/hh242909.aspx
Key tasks: Fiscal calendars, fiscal years, and periods:
http://technet.microsoft.com/library/hh242146.aspx
Set up a chart of accounts
Use the Chart of accounts form to set up a chart of accounts.
To get started, click General ledger > Setup > Chart of accounts > Chart of accounts. Click New and then, in the Chart of accounts field, enter a name for the chart of accounts and the description.
Note: You don’t need to create any main accounts because they aren’t needed for the fiscal books
integration.
For more information, see the following resources:
About the chart of accounts: http://technet.microsoft.com/library/aa496941.aspx
Set up a chart of accounts: http://technet.microsoft.com/library/hh227530.aspx
Set up currencies
Set up the currencies that are used by the Brazilian legal entity.
To get started, click General ledger > Setup > Currency > Currencies.
For more information, see the following resources:
Create a currency code: http://technet.microsoft.com/library/hh351822.aspx
Set up a ledger
After you have created a Brazilian legal entity, you must create a ledger for that legal entity. You can have only one ledger for each legal entity. You must assign a chart of accounts, fiscal calendar, and currencies to the ledger.
To get started, click General ledger > Setup > Ledger.
For more information, see the following resources:
Set up a ledger: http://technet.microsoft.com/library/hh416704.aspx
9
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Manage the integration in Microsoft Dynamics AX 2009 SP1 RU8 and KB 2839298
Install KB 2839298 for Microsoft Dynamics AX 2009
Before you begin, be sure that you are using Microsoft Dynamics AX 2009 with SP1 and RU8. Then, install the hotfix that is available from KB 2839298.
For more information, see the following resource:
KB 2839298: http://go.microsoft.com/fwlink/?LinkId=306725
Activate the fiscal book integration
1. Click Basic > Setup > Brazil > Brazilian parameters to open the Brazilian parameters form.
2. Click the General tab and select the Enable Brazilian features and Enable Fiscal Book
Integration check boxes to activate the integration process.
3. Press CTRL+S or close the form.
Fiscal books integration parameters
1. Click Administration > Periodic > Fiscal books > Fiscal books integration parameters.
2. Enter information for the following parameters:
Microsoft Dynamics AX 2012 R2 database server name
Microsoft Dynamics AX 2012 R2 database name
Microsoft Dynamics AX 2012 R2 partition ID
Microsoft Dynamics AX 2012 R2 company ID
Microsoft Dynamics AX 2012 R2 fiscal establishment ID
10 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Set up fiscal book integration by using the job manager
1. Click Administration > Periodic > Fiscal books > Job manager.
2. Click New to open the FBI Job Wizard and then create a new job. Select the fiscal group that is
named Fiscal data to Microsoft Dynamics AX2012 R2.
3. Click the Execute now button to start a new job run in the Job Manager form.
4. Click the Fiscal files tab to view the fiscal files that are associated with the job.
5. Click the Job runs tab to view information about the job run.
6. Click Log to open the Log reader form, where you can verify the log for the job run. Note: This button is available only when a job run is selected in the Job Runs pane.
7. Click Refresh statuses to query the external system for all the exported fiscal files with a
Finished status. Note: This button is available only when a job run is selected in the Job Runs pane, and the current status of the job run is Timeout.
11
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
8. Click the Exported fiscal files tab to view information about the exported fiscal files that are associated with the job run. Note: This button is available only when an exported fiscal file is selected in the Exported fiscal files pane.
9. Click Refresh statuses to query the external system for all of the pending exported fiscal files with a Finished status. Note: This button is available only when the status of at least one exported fiscal file is Timeout in the Exported fiscal files pane.
View the fiscal book integration log reader
You can use the Log reader form to verify the events that occurred when data was exported. You might do this if you need to verify the detail of a specific event.
To get started, click Administration > Periodic > Fiscal Books > Job manager > Log.
Refer to the following descriptions of each field.
Fiscal file type – The exported fiscal files of the event that was logged.
Description – The event description.
Context – Detailed information about the event that was logged. If the external system does not accept inconsistent record data, the relevant values of the record fields are displayed in this field.
Manage the integration in Microsoft Dynamics AX2012 R2 KB 2850595 and KB 2839295
After the job is run successfully in Microsoft Dynamics AX 2009, all fiscal documents are transferred
automatically into the staging area located in Microsoft Dynamics AX 2012 R2.
To get started, click Fiscal books > Periodic > Staging > All staged fiscal documents.
12 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
Refer to the following sections for information about the buttons on the Action Pane.
Maintain
Edit: You can edit and change some information for a fiscal document to fix an error.
Delete: You can delete a select fiscal document or all fiscal documents that were transferred into the staging area.
Actions
Validate: You can validate a specific fiscal document or for all fiscal documents in the list. Validations are used to verify that everything from the fiscal point of view is OK.
The following validation statuses are available:
Pending: The fiscal validation has not been performed yet.
Valid: The fiscal document has been successfully validated.
Invalid: The fiscal document is invalid for fiscal purposes. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations.
Modified: This is a temporary status of fiscal validation. When a user modifies information for the fiscal document and saves the changes, the status of validation is updated to Modified.
View
Referenced fiscal documents: This button allows you to view the fiscal references that are attached to the fiscal document. For example, if you select a complementary fiscal documents document and then select the action referenced fiscal document, the form displays the original fiscal documents that complement.
Complementary information: This button allows you to view the fiscal legal text that is attached to
the fiscal document. The form shows the code and description of the fiscal legal text.
Errors: This button displays the errors found during the fiscal validation process. The errors are detailed by fiscal document at the header level or line level.
Process staging area
The process staging area lets you post the fiscal documents that have a validation status of Valid into the Microsoft Dynamics AX2012 R2 fiscal document framework. You can run the batch process manually or to schedule the batch by a specific period. After that, you can start to use the Fiscal books module.
To get started, click Fiscal books > Periodic > Staging > Process staging data
13
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
After the process is finished and the fiscal documents are posted into the fiscal document framework, you can view them on the All fiscal documents list page.
To get started, click General ledger > Inquires > Fiscal documents > All fiscal documents.
For more information see the following resources:
(BRA) About fiscal documents and the fiscal document framework: http://technet.microsoft.com/library/jj663949.aspx
Staged inventory on hand
As part of the transferring process from Microsoft Dynamics AX 2009 to Microsoft Dynamics AX 2012 R2, the integration process executes the transfer of inventory position as well and all the transactions
related are kept in a specific staging area.
To get started, click Fiscal books > Periodic > Staged inventory on hand.
The Inventory on hand form displays the inventory position per fiscal establishment and the related fiscal information for an item. You can change the validation status.
14 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
You can validate a specific fiscal document or all fiscal documents that are available in the list. Validations are used to verify that everything from the fiscal point of view is OK.
The following validation statuses are available:
Pending: The fiscal validation has not been performed yet.
Valid: The fiscal document has been successfully validated.
Invalid: The fiscal document is invalid for fiscal purposes. It means that any fiscal information is wrong or there is missing information that is required for fiscal obligations.
Modified: This is a temporary status of fiscal validation. When the user modifies some information for the fiscal document and saves the changes, the status is changed to Modified.
Delete: You can delete the transaction selected or all of them.
Staging validation log: You can view the log of validations.
Fiscal receipts
The integration process also transfers the fiscal receipts that were generated in the Retail module in Microsoft Dynamics AX 2009. You can validate the fiscal receipts that are transferred and fix any errors that occur.
To get started, click Fiscal books > Periodic > Staging > All staged fiscal receipts.
The process of staging data will pick up these transactions with a validation status of Valid to post
into the Fiscal document framework data source.
Z Reports
The integration process also transfers the Z reports that were generated in the Retail module in Microsoft Dynamics AX 2009. You can validate the Z Reports that are transferred and fix the errors that occur.
15
FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
The process of staging data will pick up the transactions that have a validation status of Valid, and the transactions will be updated in the Fiscal document framework data source.
16 FISCAL BOOKS INTEGRATION WITH MICROSOFT DYNAMICS AX 2009
The information contained in this document represents the current view of Microsoft Corporation on the issues discussed as of the
date of publication. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a
commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information presented after the date of
publication.
This white paper is for informational purposes only. Microsoft makes no warranties, express or implied, in this document.
Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in, or introduced into a retrieval system, or transmitted in any form or by any means
(electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of
Microsoft Corporation.
Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject
matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this
document does not give you any license to these patents, trademarks, copyrights, or other intellectual property.
© 2013 Microsoft Corporation. All rights reserved.
Microsoft and Microsoft Dynamics are either registered trademarks or trademarks of Microsoft Corporation in the United States
and/or other countries.
The names of actual companies and products mentioned herein may be the trademarks of their respective owners.
Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and streamlining financial, customer relationship and supply chain processes in a way that helps you drive business success.
U.S. and Canada Toll Free 1-888-477-7989
Worldwide +1-701-281-6500
www.microsoft.com/dynamics