Configuring ReadSoft Online for use with Microsoft Dynamics AX 2012

This topic describes the settings you must adjust in ReadSoft Online in order to process invoices with Microsoft Dynamics AX 2012.

Company mapping

The organizational hierarchy in ReadSoft Online corresponds to the customer organization. Keep in mind:

  • A Dynamics AX company belongs to the lowest ReadSoft Online organization in the hierarchy.
  • The lowest ReadSoft Online organization must contain the Dynamics AX company code as an external ID.

In other words, if an ReadSoft Online customer has buyers, the buyers correspond to Dynamics AX companies. If customer does not have buyers then customer is the lowest level and that means the customer belong to the AX company.

Extraction service settings

The Extraction service settings deal with fields that are captured and interpreted on the invoices. Do not confuse these fields with coding fields, which are covered later in this guide. You can specify these custom fields, if you want to give workflow operators more control

Approver field

The integration configuration proposes a default approver that is used for invoice registration and approval; however, you can override this value using a custom field. This way, you can modify the approver during verification.

To utilize this feature, add a custom field to the document type and use these settings in the Add header field view:

Type name Approver
Name Approver
Display name Any value
Type String
Accept empty value Selected
Enforce validation Selected
Use master data to suggest field values Selected
User master data to validate the field values Selected
Field format .*

When Accept empty value is selected and the field is empty (during verification), the integration uses the value specified in the Default approver setting.

Sales tax group field

The integration configuration proposes a default sales-tax group that is used for invoice registration; however, you can override this value using a custom field. This way, you can modify the sales-tax group during verification.

To utilize this feature, add a custom field to the document type and use these settings in the Add header field view:

Type name SalesTaxGroup
Name SalesTaxGroup
Display name Any value
Type String
Accept empty value Selected
Enforce validation Selected
Use master data to suggest field values Selected
User master data to validate the field values Selected
Field format .*

When Accept empty value is selected and the field is empty (during verification), the integration uses the value specified in the Default sales tax group setting.

Item sales tax group field

The integration configuration proposes a default sales-tax group that is used for invoice registration; however, you can override this value using a custom field. This way, you can modify the sales-tax group during verification.

To utilize this feature, add a custom field to the document type and use these settings in the Add header field view:

Type name ItemSalesTaxGroup
Name Item Sales Tax Group
Display name Any value
Type String
Accept empty value Selected
Enforce validation Selected
Use master data to suggest field values Selected
User master data to validate the field values Selected
Field format .*

When Accept empty value is selected and the field is empty (during verification), the integration uses the value specified in the Default item sales tax group setting.

Posting date

By default, the Dynamics AX integration uses the Dynamics AX system date as the posting date; however, you can override this value using a custom field. If you leave the custom field empty, or if you do not create the custom field, the Dynamics AX system date is used as the posting date.

To utilize this feature, add a custom field to the document type and use these settings in the Add header field view:

Type name PostingDate
Name PostingDate
Display name Any value
Type Date
Accept empty value Selected
Enforce validation Not selected
Use master data to suggest field values Not selected
User master data to validate the field values Not selected
Field format n/a

When Accept empty value is selected and the field is empty (during verification), the integration uses the value specified by the Posting date custom field. If the Posting date field is missing or not set, the current system date is used.

Voucher description field

The Dynamics AX integration configuration specifies a default voucher description template; however, you can override this value using a custom field. This way, you can modify the voucher description during verification.

To utilize this feature, add a custom field to the document type and use these settings in the Add header field view:

Type name Text
Name Text
Display name Any value
Type String
Accept empty value Selected
Enforce validation Selected
Use master data to suggest field values Not selected
User master data to validate the field values Not selected
Field format .*

When Accept empty value is selected and the field is empty (during verification), the integration uses the value specified in the Journal description template setting.

Master data service settings

Master data on customer level and Let users update supplier data when verifying invoices cannot be selected in the Master data settings.

Storage service settings

You can adjust the Storage service settings to suit your needs.

  • If the Storage service is disabled, you can choose to save images to a local folder that you can specify in ReadSoft Online Connect.
  • If the Storage service is enabled and the Create image link settings is selected, the integration creates a shortcut in the Dynamics AX archive folder, which links to the storage image.
  • If the Storage service is enabled and the Create image link setting is not selected, the integration configuration can save the image in a shared folder that you can specify in ReadSoft Online Connect.

Target system service settings

The target system settings for the Dynamics AX target system vary, depending on whether you use the embedded target system or Online Connect to configure the integration.

Workflow service settings

This topic describes settings that are specific to the Dynamics AX integration.

Account types

The Dynamics AX integration supports invoice coding for these types of invoices:

  • General Ledger - for invoices that require account coding.
  • General Ledger with projects - for invoices that require account and project coding.

You must specify an Account type for each invoice type you want to process. You do not need to specify an account types that you do not use.

General ledger

Use this account type for coding general-ledger invoices. Users who code general-ledger invoices specify the account number and the other information such as the sales tax group, item sales tax group, dimensions etc.

When you add and account type for general-ledger invoices, use these settings in the Account type view:

Name Any value.
Internal name GeneralLedger

General Ledger with projects

Use this account type for coding general-ledger invoices with projects. Users who code general-ledger invoices specify the project number and the other information such as the sales tax group, item sales tax group, dimensions etc.

When you add and account type for general-ledger invoices, use these settings in the Account type view:

Name Any value.
Internal name Project

Sales Tax Group

The Dynamics AX integration configuration proposes default sales-tax groups. The default value can be overridden for approval on a specific coding row using a coding field. This way, you can modify the sales-tax group for a specific coding row during approval.

This coding field can be used for general-ledger coding and general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name SalesTaxGroup
Available for account types Ledger and Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Item Sales Tax Group

The Dynamics AX integration configuration proposes default item sales-tax groups. The default value can be overridden for approval on a specific coding row using a coding field. This way, you can modify the item sales-tax group for a specific coding row during approval.

This coding field can be used for general-ledger coding and general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ItemSalesTaxGroup
Available for account types Ledger and Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Coding dimensions

A standard Dynamics AX integration supports three dimensions: Department, Center and Purpose. If you require additional dimensions that correspond to other dimensions in Dynamics AX, you can add a coding field for each dimension that you require using the settings in the Coding field dialog described below.

This coding field can be used for general-ledger coding and general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name The internal name of the dimension (Department, Center, Purpose etc.)
Available for account types Ledger and Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Text

The Dynamics AX integration configuration specifies a default voucher description template that is used during invoice registration; however, you can override this value on a specific coding row using a coding field. This way, you can modify the voucher description on a certain coding row for approval during coding.

This coding field can be used for general-ledger coding and general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name Text
Available for account types Ledger and Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Not selected

When Accept empty value is selected and the field is empty (during approval), the integration uses the invoice registration value that is created from the configuration template.

Project Category

The Dynamics AX integration can set the project category for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project category for a specific coding row during approval.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectCategory
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Project Employee

The Dynamics AX integration can set the project employee for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project employee for a specific coding row during approval.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectEmployee
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Project Line Property

The Dynamics AX integration can set the project line property for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project line property for a specific coding row during approval.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectLineProperty
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Project Sales Currency

The Dynamics AX integration can set the project sales currency for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project sales currency for a specific coding row during approval. If you do not specify a value for the project sales currency during approval, the default value from the currency field is used.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectCurrency
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Project Sales Price

The Dynamics AX integration can set the project sales price for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project sales price for a specific coding row during approval. If you do not specify a value for the project sales price during approval, the default value from the amount field is used.

When coding, the value must be formatted using a period as the decimal separator. For example: 0.00

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectSalesPrice
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Not selected

Project Sales Tax Group

The Dynamics AX integration can set the project sales tax group for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project sales tax group for a specific coding row during approval. If you do not specify a value for the project sales tax group during approval, the default value from the sales tax group field is used.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectTaxGroup
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

Project Item Sales Tax Group

The Dynamics AX integration can set the project item sales tax group for a specific row. In ReadSoft Online, the value can be defined on a specific coding row using a coding field. This way, you can specify the project item sales tax group for a specific coding row during approval. If you do not specify a value for the project item sales tax group during approval, the default value from the item sales tax group field is used.

This coding field can only be used for general-ledger coding with projects.

To use this feature, add a coding field and use these settings in the Coding field view:

Display name Any value.
Internal name ProjectTaxItemGroup
Available for account types Project
Show coding field as a sub line Any value (Selected recommended)
Accept empty value Selected
Use coding-field master data Selected

General

Allow balancing against total amount must be selected to enforce coding amount validation and enable amount-split assistance.

The balancing amount field depends on the Approval journal configuration in Dynamics AX. The approval journal setting, Amount includes sales tax, in the Sales tax section of your coding, determines whether you balance against the net or gross amount:

  • If Amount includes sales tax is not selected (recommended), you balance against the net amount.
  • If Amount includes sales tax is selected, you balance against the gross amount.