Default descriptions - Dynamics 365 for Finance and Operations Part-01

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Introduction

Transactions generated from different modules often do not generate a description on the transaction in General ledger or in the submodule from where it is generated.

For example, when you post purchases invoice from Accounts payable module, system passes voucher entry with description "Vendor invoice". This description is not much meaningful. So to make the description meaningful, we will use "Default Description" functionality in Dynamics 365 Finance and Operations.

Let's start with setup and then test with one vendor payment journal.

Configure a default description

Select “New”, chose the “Description” you want to configure and select “Language”. [Navigation: General Ledger > Journal Setup > Default Descriptions]



Two different types of variables can be configured:

1.    Fixed variable: date, form and voucher. Date and voucher is already included in a transaction and I normally don’t use these variables. Form on the other hand is more useful. Form name like Vendor Disbursement.

2.    Optional variables: different fields form the tables related to the transaction can be selected. 



Box1: Changes Text Field from Blank to “Against %4 with %6 through %5”

For example, if you want Invoice number, you would type “Invoice %2” in the Text field.

You must save the form before the Parameters section will become active.  Based on the type of form you are modifying; the associated reference tables will become available.  Choose the reference table and reference field that you want to pull into your description field when that type of transaction is created.  You can add up to 3 additional fields in the Parameters section.

Box2: Add Parameters

Parameters

Reference Table

Reference Field

4

Vendor Transactions

Document

5

Vendor Transactions

Methods of Payment

6

Vendor Transactions

Payment Reference

Note: Keep in mind the length of Description available (At base instance: Max Length is 60 characters).

Box3: Verify the Optional Variables.

 

Create a Transaction of Vendor Payment

Now when you create a transaction, the fields you identified in the setup flow to the Description field in the Voucher.

Let’s create a vendor payment with
Method of Payment : RTGS

Navigation: Accounts Payable > Payments > Vendor Payment Journal



Document Number: PO-345


Payment Reference: HDFC5643456IN



After posting the same, open the voucher.

Here Description has been changed to “Against PO-345 with HDFC5643456IN through RTGS” as per text field defined in the setup “Against %4 with %6 through %5”.

Note: If description was already entered by us then that description will be picked. Default description will be picked in case the same is blank.

More scenario-specific default descriptions will be covered in next blogs.

Thanks, Enjoy Learning!

By Neeraj kumar


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