(EEUR) Key tasks: Set up officials to certify financial documents [AX 2012]

Updated: December 20, 2012

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2

You can set up a list of officials who are responsible for certifying internal financial documents for your legal entity. These officials can be internal or external to your legal entity. External officials are also referred to as counteragents.

Internal financial documents, or primary documents, include but are not limited to customer invoices, purchase order credit notes, and general ledger deferrals. Officials are set up according to transaction type and documents that are generated from the transaction.

Data about officials is printed on documents depending on where your organization is located:

  • In Russia, the data that you enter about the officials is printed on invoices for payment, customer invoices, factures, and internal and external financial reports.

  • In the European Union (EU), the data that you enter about the officials is printed on invoices and on internal and external financial reports.

Use this procedure to set up information about general officials for the organization. General officials include the director and the chief accountant of the organization.

  1. Click Organization administration > Setup > Contacts > Officials.

  2. On the General tab, click Add.

  3. In the Position field, select Director, and then in the Name field, select the name of the organization director.

    When you select the director’s name, the director’s job title is automatically added to the Job title field. You can modify this field value.

  4. Click Add, and then, in the Position field, select Chief accountant.

  5. In the Name field, select the name of the chief accountant for the organization.

    When you select the chief accountant’s name, the chief accountant’s job title is automatically added to the Job title field. You can modify this field value.

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Use this procedure to create or modify the list of the officials in the organization who can certify documents that are related to cash flow. Cash flow documents include documents that are generated based on inventory journals, primary customer documents, primary vendor documents, and warehouse documents that are related to issuing or receiving items.

  1. Click Organization administration > Setup > Contacts > Officials.

  2. On the Ledger tab, select an option in the left pane, and then click Add.

  3. In the Position field, select the position of the employee that you are adding.

  4. In the Name field, select the name of the employee.

    When you select the employee’s name, the employee’s job title is automatically added to the Job title field. You can modify this field value.

  5. Repeat steps 2–4 to add more cash flow officials.

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Use this procedure to create or modify the list of officials who can certify outgoing primary customer documents, such as customer invoices and invoice credit notes.

You can add employees who are internal to the organization or you can add counteragents. When you add an internal employee as a sales official, the Our check box is automatically selected. The check box remains cleared if you add a counteragent.

  1. Click Organization administration > Setup > Contacts > Officials.

  2. On the Sales orders tab, select an option in the left pane, and then click Add to add a sales official.

  3. In the Account code field, select whether the official is certified for all customer invoices or for only a specific record.

  4. In the Account relation field, select the account for which the official is responsible for certifying documents. This field is available only if you selected Record in the Account code field.

  5. In the Position field, select the employee’s position as a sales official.

  6. In the Name field, select the name of the sales official.

    When you select the employee’s name, the employee’s job title is automatically added to the Job title field. You can modify this field value.

  7. Repeat steps 2–6 to add more sales officials.

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Use this procedure to create or modify the list of officials who can certify incoming primary documents from vendors, such as vendor invoices and invoice credit notes.

  1. Click Organization administration > Setup > Contacts > Officials.

  2. On the Purchase orders tab, select an option in the left pane, and then click Add.

  3. In the Account code field, select whether the official is certified for all vendor invoices or for only a specific record.

  4. In the Account relation field, select the account for which the official is responsible for certifying documents. This field is available only if you selected Record in the Account code field.

  5. In the Position field, select the employee’s position as a purchase official.

  6. In the Name field, select the name of the purchase official.

    When you select the employee’s name, the employee’s job title is automatically added to the Job title field. You can modify this field value.

  7. Repeat steps 2–6 to add more purchase officials.

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Use this procedure to create or modify the list of officials who can certify warehouse documents when you issue items to a customer or receive items from a vendor.

  1. Click Organization administration > Setup > Contacts > Officials.

  2. On the Inventory item management tab, select an option in the left pane, and then click Add.

  3. In the Account code field, select whether the official is certified for all inventory item management records or for only a specific record.

  4. In the Account relation field, select the account for which the official is responsible for certifying documents. This field is available only if you selected Record in the Account code field.

  5. In the Association with warehouse field, select whether the official is associated with all warehouses or with only a specific warehouse.

  6. In the Warehouse field, select the warehouse to which the official is associated. This field is available only if you selected Record in the Association with warehouse field.

  7. In the Position field, select the employee’s position as an inventory item management official.

  8. In the Name field, select the name of the official.

    When you select the employee’s name, the employee’s job title is automatically added to the Job title field. You can modify this field value.

  9. Repeat steps 2–8 to add more purchase officials.

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