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Chapter 2: Cash Flow Management

CHAPTER 2: CASH FLOW MANAGEMENT


Objectives
The objectives are

Understand the relationship of cash flow to other modules

Set up cash flow forecasting

Define a cash flow forecast budget model

Create cash flow transactions

Calculate cash flow transactions

View online data and print cash flow reports

Introduction
You can use Microsoft Dynamics AX 2009 cash flow forecasting and currency
requirement tools to estimate a company's future need for cash. To have a reliable
cash flow forecast, functionality is available to:

Identify and list all the liquidity accounts, that is the company's cash
or cash-equivalent accounts.

Identify and set up the forecasts of transactions that affect the


company's liquidity accounts.

Calculate, view, and print cash flow forecasts and calculate and
display currency requirement.

Control the level of cash flow forecast integration either by selecting


a very simple setup for cash flow forecasts or by setting up many
parameters to enable forecasting in many areas.

The cash flow statement is an accounting requirement in some countries and for
certain kinds of companies, such as, publicly traded companies. To build a cash
flow statement in Microsoft Dynamics AX 2009, use the financial statement
functionality. For more information about cash flow statements, refer to the
Financial Statements course in this collection.

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Relationship of Cash Flow to Other Modules


Cash flow projections are a function of expected cash receipts and disbursements.

Future cash receipts occur because of Accounts Receivable, Sales


orders not yet invoiced, sales budgets, and budgeted and posted
ledger transactions.

Future cash disbursements occur because of Accounts Payable,


Purchase orders not yet invoiced, purchase budgets, and budgeted
and posted ledger transactions.

Set Up Cash Flow Forecasting


The ability to accurately forecast cash flow depends on projections of future cash
receipts and disbursements. In Microsoft Dynamics AX 2009, you can set up
various parameters to calculate the expected dates cash receipts and
disbursements will occur. These calculations are based on posted transactions in
the company.
There are several areas that require setup for cash flow forecasting, including the
following:

Liquidity Accounts

Accounts Payable Parameters

Accounts Receivable Parameters

Posting Profiles

Vendor and Customer Groups

Ledger or Budget Accounts

Dependent Ledger Accounts

Procedure: Define Liquidity Accounts


Follow these steps to define the liquidity accounts that capture cash receipts and
cash disbursements.
1. Click General ledger, click Setup, click Posting, and then click
Liquidity.
2. Press CTRL+N to create a line for a liquidity account.

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Chapter 2: Cash Flow Management


3. In the Ledger account field, click the arrow to select a ledger
account that is one of the company's cash or cash-equivalent
accounts. In the Name field, the description of the selected ledger
account will display.

FIGURE 2.1 LIQUIDITY FORM

Procedure: Set Up Accounts Payable Parameters


You can use the Accounts payable parameters as default values on vendor
records when you create transactions that affect cash flow. You can change these
values as the actual transaction is recorded.
Follow these steps to define accounts payable parameters related to cash flow
forecasting.
1. Click Accounts payable, click Setup, and then click Parameters.
2. Click the Ledger and sales tax tab.
3. In the Cash flow forecast area, in the Period between delivery and
invoicing field, use the arrow to select a value that represents the
typical time that it takes vendors to send an invoice for goods or
services received.
During cash flow forecasting, for any orders not yet invoiced, the
expected invoice date calculates based on the receipt date of the
purchase order plus the value in this field.
4. In the Invoicing period field, use the arrow to select the value to use
in calculating the period between the future date of receipt of goods
or services from vendors and the expected invoicing of the order.

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5. In the Terms of payment field, use the arrow to select the most
frequently used term of payment existing for vendors. You can use
this value for cash flow calculations except when the terms of
payment are specified on the purchase order, the vendor account, or
the vendor group.
6. In the Settle Period field, use the arrow to select the value that
represents the expected delay between the due date and the date of
payment.
7. In the Settle account field, use the arrow to select the liquidity
account that is used most frequently to make payments to vendors.
Use this account for settlement unless there is an applicable entry in
the Accounts payable posting profile. This field accesses the Chart
of accounts table.
8. In the Allocation key field, use the arrow to select the value that
reduces the effect of the budget in the cash-flow forecast as purchase
orders are created.

Procedure: Set Up Accounts Receivable Parameters


The setup in Accounts receivable parameters mirrors the setup in Accounts
payable parameters. You can use Accounts receivable parameters as default
values on customer records when you create transactions that affect cash flow.
You can change these values as the actual transaction is recorded.
Follow these steps to define accounts receivable parameters related to cash flow
forecasting.
1. Click Accounts receivable, click Setup, and then click Parameters.
2. Click the Ledger and sales tax tab.
3. In the Cash flow forecast area, in the Period between delivery and
invoicing field, use the arrow to select a value that represents the
typical time it takes your company to send an invoice to customers
after goods or services ship.
During cash flow forecasting, for sales orders not yet invoiced, the
expected invoice date calculates based on the shipment date of the
sales order plus the value in this field.
4. In the Invoicing period field, use the arrow to select the value to use
in calculating the period between the future date ship goods or
services are shipped to customers and the expected invoicing of the
order. This value applies to budget lines, open sales orders, and free
text invoices.
5. In the Terms of payment field, use the arrow to select the most
frequently used term of payment that exists for your customers. Use
this value for cash flow calculations except when the terms of
payment are specified on the sales order, the customer account, or
the customer group.

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Chapter 2: Cash Flow Management


6. In the Settle Period field, use the arrow to select the value that
represents the predicted delay between the due date and the date of
payment.
7. In the Settle account field, use the arrow to select the liquidity
account used most frequently to deposit receipts from customers.
Use this account for settlement unless there is an applicable entry in
the Accounts receivable posting profile. This field accesses the
Chart of accounts table.
8. In the Allocation key field, use the arrow to select the value that
reduces the effect of the budget in the cash-flow forecast as sales
orders are created.

Procedure: Set Up Posting Profiles


You can select the settlement (liquidity) account for each posting profile in both
Accounts Receivable and Accounts Payable.
Follow these steps to select the settlement account.
1. Click Accounts payable or Accounts receivable, click Setup, and
then click Posting profiles.
2. Click the line for the desired profile.
3. Click the Setup tab.
4. In the Settle account field, use the arrow to select an account from
the Chart of Accounts for payments to vendors (Accounts Payable)
or receipts from customers (Accounts Receivable).

FIGURE 2.2 CUSTOMER POSTING PROFILE FORM

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Procedure: Set Up Vendor and Customer Groups
Follow these steps to select both the Terms of payment and the Settle period
per customer or vendor group.
1. Click Accounts payable or Accounts receivable, click Setup, and
then click Vendor groups or Customer groups.
2. In the Terms of payment field, use the arrow to select the
appropriate code. If the Terms of payment are specified on the sales
order or purchase order or the customer or vendor, they have higher
priority than the customer group or vendor group terms of payment.
3. In the Settle period, use the arrow to select the code that represents
the predicted delay between the due date and the date of cash receipt
or payment. When an entry is made in this field, it overrides any
entry made in the Accounts receivable or Accounts payable
parameters for activity associated with the customer or vendor group.

FIGURE 2.3 VENDOR GROUPS FORM

Procedure: Set Up a Ledger Account


The Cash flow forecast form is used to set up ledger accounts that are used in
cash flow forecasts. In the cash flow forecast, future ledger transactions are
estimated based on information that is already posted, such as invoices that are
not yet paid, expected sales tax payments, and budget transactions.
1. Click General ledger, and then click Chart of account details.
2. Select a line for the account.
3. Click the Setup button, and then click Cash flow forecast.

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Chapter 2: Cash Flow Management


4.
5.
6.
7.

In the Percent field, enter 100.00.


Leave the Terms of payment field blank.
Leave the Posting type field blank.
In the Ledger account field, enter the number of the account
selected.
8. Close the Set up cash flow forecasts form.

FIGURE 2.4 SET UP CASH FLOW FORECASTS FORM

Procedure: Set Up Dependent Ledger Accounts


In General ledger, you can set up relationships between accounts so that the cash
flow forecast for one account is based on the expected activity in another
account. An example is the calculation of sales tax payments based on the
expected transaction amounts for customer accounts.
Follow these steps to set up dependent ledger accounts.
1.
2.
3.
4.
5.

Click General ledger, and then click Chart of account details.


Click the line for the appropriate account.
Click the Setup button, and then click Cash flow forecast.
If it is necessary, press CTRL+N to add a line.
In the Percent field, enter the percentage to include in the cash flow
forecast.
6. In the Terms of payment field, use the arrow to select the terms of
payment to use in the cash flow forecast.
7. In the Posting type field, use the arrow to select the posting type
related to the cash flow forecast.

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8. In the Ledger account field, click the arrow to select a ledger
account, one of the company's cash or cash-equivalent accounts, to
which the percentage should be recorded.
9. Close the Set up cash flow forecasts form.
10. Close the Chart of accounts form.
You can add more lines in this form if the account selected in the Chart of
Accounts form affects the cash flow of multiple accounts.

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Chapter 2: Cash Flow Management

Lab 2.1 - Set Up a Ledger Account for Cash Flow Forecasting


Scenario
Phyllis, the Accounting Manager at Contoso, wants to use the cash flow forecast
functionality in Microsoft Dynamics AX 2009.
When she reviews the liquidity accounts in the Chart of Accounts, she notices
that account 110180 is not set up for cash flow forecasting. She wants to include
the activity in account 110180 in cash flow forecasting.

Challenge Yourself!
Help Phyllis change the setup to include the activity in account 110180 in cash
flow forecasting.

Step by Step
Follow these steps to change the setup in cash flow forecasting.
1.
2.
3.
4.
5.
6.
7.

Click General ledger, and then click Chart of Account Details.


Click the line for account 110180.
Click the Setup button, and then click Cash flow forecast.
In the Percent field, enter 100.00.
In the Ledger account field, enter 110180.
Close the Set up cash flow forecasts form.
Close the Chart of accounts form.

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Lab 2.2 - Set Up a Dependent Ledger Account


Scenario
Phyllis, the Accounting Manager at Contoso, wants to use the cash flow forecast
functionality in Microsoft Dynamics AX 2009.
The bank pays 0.25 percent interest on the 20th of each month to Contoso on the
balance in account 110180. The balance in account 110180 is directly attributed
to the activity in account 401120. Phyllis wants to recognize the expected interest
in the cash flow forecast.

Challenge Yourself!
Help Phyllis enter the correct setup information in the Chart of Accounts.

Need a Little Help?


Set up account 110180, Petty Cash, as dependent on the expected activity to
account 401120 using a rate of 0.25 percent.

Step by Step
Follow these steps to setup an account to be dependent on the expected activity
of another account.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

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Click General ledger, and then click Chart of Account Details.


Click the line for account 401120.
Click the Setup button.
Click the Cash flow forecast option.
In the Percent field, enter .25.
In the Terms of payment field, leave the field blank.
In the Posting type field, leave the field blank.
In the Ledger account field, enter 110180.
Close the Set up cash flow forecasts form.
Close the Chart of accounts form.

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Chapter 2: Cash Flow Management

Define a Cash Flow Forecast Budget Model


In Microsoft Dynamics AX 2009, you can link budget models to cash flow
forecasts. As soon as a budget is included in cash flow forecasts and budget
entries are made to an account, view the budget entries in the cash flow form for
the General ledger account.

Procedure: Define a Cash Flow Forecast Budget Model


Follow these steps to link a budget model to cash flow forecasts.
1. Click General ledger, click Setup, click Budget, and then click
Budget model.
2. On the Overview tab, click a line.
3. Click the General tab.
4. In the Cash flow forecasts field, select the field.
5. Close the Budget model form.

FIGURE 2.5 BUDGET MODEL FORM, GENERAL TAB

Create Cash Flow Transactions


Entries made in Microsoft Dynamics AX 2009 are included in cash flow
forecasts based on the system setup. Sales orders, purchase orders, ledger entries,
and budget entries are examples of activity that may be included in cash flow
forecasts. Entries in various fields including the terms of payment, settle date,
and period between delivery and invoicing affect the date the activity displays in
the cash flow forecast.

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Lab 2.3 - Create a Budget Entry to Include in Cash Flow


Scenario
Phyllis, the Accounting Manager at Contoso, wants to use the cash flow forecast
functionality in Microsoft Dynamics AX 2009. She knows a deposit to account
110180 in the amount of $100,000 will be made on 06/20/2009. Phyllis must
include that deposit in the cash flow forecast.

Challenge Yourself!
Help Phyllis to create a budget entry using the provided information.

Step by Step
Follow these steps to create a budget entry.
1.
2.
3.
4.
5.
6.
7.
8.
9.

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Click General ledger, and then click Ledger budget.


Press CTRL+N to add a line to the budget.
In the Model field, click the arrow to select TOTAL.
In the Account field, enter 110180.
In the Date field, enter 06/20/2009.
In the Amount field, enter 100000.
Click the Setup tab.
In the Cash flow forecast field, note the field is selected.
Close the form.

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Chapter 2: Cash Flow Management

Calculate Cash Flow Transactions


Setting up cash flow and recording transactions does not guarantee that cash flow
forecasts will display throughout the system. You must also calculate cash flow.

Procedure: Calculate Cash Flow Transactions


Follow these steps to calculate cash flow transactions.
1. Click General ledger, click Periodic, click Currency requirement,
and then click Calculate cash flow forecasts.
2. In the Calculate cash flow forecasts field, use the arrow to select
from one of the following options:
Total - Clear all existing cash flow forecast transactions and
recalculate.

New - Create a new cash flow forecast, but do not clear other
cash flow forecasts. Select this option to view consequences of
modifying budgets.

3. Update batch processing options, if it is necessary, and then click


OK to calculate the cash flow forecast. Microsoft Dynamics AX
2009 displays an Infolog form when the calculation is completed.
4. Click Close in the Infolog form.

View Online Data and Print Cash Flow Reports


You can view cash flow forecasts from several areas in the system. The
following table summarizes the areas where you can view the data.
Path

Action

Accounts receivable >


Sales Order Details

Click the Sales order of interest, click the


Inquiries button, and then click Cash flow
forecasts.

Accounts payable >


Purchase Order Details

Click the Purchase order of interest, click the


Inquiries button, and then click Cash flow
forecasts.

General ledger > Chart


of Account Details

Click the account f interest, click the Inquiry


button, and then click Cash flow forecasts.

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Path

Action

General ledger >


Ledger budget

Click the budget of interest, and then click the


Cash flow forecasts button.

Inventory management
> Item Details

Click the item of interest, click the Forecasting


button, and then click Purchase or Sales or
Inventory forecast.

You can print Cash flow reports when you view the data online. To do this, click
File, and then click Print or Print preview from the menu bar.

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Chapter 2: Cash Flow Management

Lab 2.4 - Calculate Cash Flow Transactions


Scenario
Phyllis, the Accounting Manager at Contoso, wants to determine whether the
budget entry recorded is included in the cash flow forecast for account 110180. If
the entry is excluded, Phyllis plans to run the calculate cash flow transactions
function for the new entries.

Challenge Yourself!
Help Phyllis complete the following:

View the cash flow forecast for account 110180 and look for the
budget entry on 6/20/2009.

If the entry is excluded, run the calculate cash flow transactions


function for the new entries.

NOTE: This lab assumes that labs 2.1 and 2.3 have already been completed.

Step by Step
Follow these steps to view the cash flow forecast for account 110180 and look
for the budget entry on 6/20/2009.
1.
2.
3.
4.

Click General ledger, and then click Chart of Account Details.


Click the line for account 110180.
Click the Inquiry button, and then click Cash flow forecasts.
Review the activity to determine whether the budget entry for
06/20/2009 is included in the forecast.
5. Close the Cash flow forecasts form.
6. Close the Chart of accounts form.
Because the entry was excluded, follow these steps to run the calculate cash flow
transactions function for the new entries.
1. Click General ledger, click Periodic, click Currency requirement,
and then click Calculate cash flow forecasts.
2. In the Calculate cash flow forecasts? field, use the arrow to select
New.
3. Click OK. When the process is complete, an Infolog appears.
4. Click Close in the Infolog form.

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Review account 110180.
1.
2.
3.
4.

Click General ledger, and then click Chart of Account Details.


Click the line for account 110180.
Click the Inquiry button, and then click Cash flow forecasts.
Review the activity to determine whether the budget entry for
06/20/2009 is included in the forecast.
5. Close the Cash flow forecasts form.
6. Close the Chart of accounts form.

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Chapter 2: Cash Flow Management

Summary
This section described the setup and online review of cash flow forecasts using
Microsoft Dynamics AX 2009.
Users who decide to use the functionality discussed in this section may help their
company in planning ahead to meet cash requirements.

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Test Your Knowledge


Test your knowledge with the following question.
1. Name five areas in Microsoft Dynamics AX 2009 where you can view cash
flow forecasts.

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Chapter 2: Cash Flow Management

Quick Interaction: Lessons Learned


Take a moment and write down three key points you have learned from this
chapter
1.

2.

3.

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Solutions
Test Your Knowledge
1. Name five areas in Microsoft Dynamics AX 2009 where you can view cash
flow forecasts.
MODEL ANSWER:
Cash flow forecasts can be viewed online from sales orders, purchase orders,
the chart of accounts, ledger budgets, and inventory.

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