AX2012 PERIODIC MAINTENANCE
CLEANUP
AND
PERIODIC: PERIODIC CLEAN UP Prepared by: Mansi Kashyap
[email protected] MicroChannel (Australia) Pty Ltd Level 34, 100 Miller Street, North Sydney 2060, NSW Tel: +61 (0)2 9409 0400 Version: 1.0 Date: 24/02/2015 This document contains information that is privileged, confidential or otherwise protected from disclosure. Any review, dissemination or use of this document or any of its contents by persons other than the company named is strictly prohibited. Special Note Regarding Forward-Looking Statements: This presentation may contain “forward-looking statements” relating to, without limitation, future economic performance, plans, and objectives of MicroChannel Services for future operations and projections of revenue and other financial items that are based on the beliefs of, assumptions made by, and information currently available to MicroChannel Services. The words “expect,” “estimate,” “anticipate,” “believe,” “intend,” “plan” and similar expressions and variations thereof are intended to identify forward-looking statements. The cautionary statements in this presentation and the assumptions used in the preparation of the forward-looking statements identify and involve important factors with respect to such forward-looking statements, including certain risks and uncertainties, which could cause actual results or the benefits that MicroChannel Services might derive to differ materially from those expressed in or implied by such forward-looking statements.
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Document Version Control Version
Date
Author
Reason for update
0.01
24/02/201 5
Mansi Kashyap
Draft
Document Information Item
Description
Template:
IMP – ALL – FDD Enhancement Template 0.01
Client:
HTH
Project No.:
Not defined
Project Name:
Home Central
Product Name:
Microsoft Dynamics AX 2012 R3 CU8
FRD Reference No.:
Periodic
Related FDD(s):
Date:
24-02-2015
Business Area:
AX
Project Phase:
Design
Version/SP/Add-ons:
Microsoft Dynamics AX 2012 / R3
HTH Project Manager:
James Merrill
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HTH Process Owner:
MicroChannel Project Manager:
MicroChannel Consultant:
HTH Implementation Team Tania Raubenheimer Shekhar Diptiman
Mansi Kashyap
MicroChannel Lead Developer:
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Table of Contents 1
2
Introduction................................................................................................................................................ 5 1.1
Purpose of the document................................................................................................................... 5
1.2
References......................................................................................................................................... 5
1.3
Document convention......................................................................................................................... 6
High-Level Design...................................................................................................................................... 7 2.1
Overview............................................................................................................................................ 7
2.2
Key requirements and Business Rules............................................................................................... 7
2.3
Requirement Reference..................................................................................................................... 7
2.4
Design Considerations....................................................................................................................... 7
2.5
Microsoft Dynamics AX 2012- Accounts Receivable..........................................................................7
2.5.1
Account Receivable Periodic Clean up – Clean up Back Order..................................................7
2.5.2
Account Receivable Periodic Clean up – Sales Confirm Journal Clean up...............................12
2.5.3
Account Receivable Periodic Clean up – Delete Empty Sales Orders......................................13
2.5.4
Account Receivable Periodic Clean up – Delete Empty Return Authorisations.........................15
2.6
Microsoft Dynamics AX 2012- General Ledger.................................................................................18
2.6.1 2.7
General Ledger Periodic Clean up – Clean up ledger Journals................................................18
Microsoft Dynamics AX 2012- Procurement and Sourcing...............................................................20
2.7.1
Procurement and Sourcing Periodic Clean up – Purchase Update History Clean up...............20
2.7.2
Procurement and Sourcing Periodic Clean up – Delete Request for quotations.......................21
2.8
Microsoft Dynamics AX 2012- Inventory Management.....................................................................22
2.8.1
Inventory Management Periodic Clean up – Summation of Load Adjustments.........................22
2.8.2
Inventory Management Periodic Clean up – Inventory Journals CleanUp................................24
2.8.3
Inventory Management Periodic Clean up – Inventory Settlement CleanUp.............................25
2.8.4
Inventory Management Periodic Clean up – Inventory Dimensions CleanUp...........................26
2.8.5
Inventory Management Periodic Clean up – Dimension Inconsistency CleanUp......................27
2.8.6
Inventory Management Periodic Clean up – On hand entries CleanUp....................................28
2.8.7
InventsumlogTTS...................................................................................................................... 29
2.9
Microsoft Dynamics AX 2012- Production Control............................................................................30
2.9.1
Production Control Periodic Clean up – Clean Up Registrations...............................................30
2.9.2
Production Control Periodic Clean up – Archive Future Registrations......................................30
2.9.3
Production Control Periodic Clean up – Production Journal Clean up......................................31
2.9.4
Production Control Periodic Clean up – Production orders Clean up........................................32
2.10
Microsoft Dynamics AX 2012- Sales and Marketing.........................................................................33
2.10.1
Sales and Marketing Periodic Clean up – Delete orders...........................................................33
2.10.2
Sales and Marketing Periodic Clean up – Delete Quotations....................................................36
2.10.3
Sales and Marketing Periodic Clean up – Delete Return Orders..............................................38
2.10.4
Sales and Marketing Periodic Clean up – Sales Update History Cleanup.................................42
2.11
Microsoft Dynamics AX 2012- Call Centre........................................................................................ 44
2.11.1
Call Centre Periodic Clean up – Delete orders..........................................................................44
2.11.2
Call Centre Clean up – Delete Quotations................................................................................46
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4
2.11.3
Call Centre Periodic Clean up – Delete Return Orders.............................................................48
2.11.4
Call Centre Clean up – Sales Update History Cleanup.............................................................52
2.11.5
Call Centre Clean up – Sales Order Purge...............................................................................54
2.12
Data consistency check.................................................................................................................... 55
2.13
Sysdatabaselog table Cleanup......................................................................................................... 57
2.14
Batchjob History cleanup.................................................................................................................. 58
2.15
TIS History........................................................................................................................................ 59
2.16
Alerts................................................................................................................................................ 61
2.17
Clean up of closed/old Trade agreements........................................................................................ 62
2.18
DRS clean up................................................................................................................................... 62
2.19
Smmtranslog table clean up............................................................................................................. 63
3
Summary.................................................................................................................................................. 65
4
Test Cases............................................................................................................................................... 67
5
Client Acceptance.................................................................................................................................... 68
Glossary Abbreviation
Description
CR
Change Request
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DMS
Data Migration Strategy
FDD
Enterprise Design Document
GAR
Guaranteed Annual Rebate
GLC
Go-live Checklist
FAQ
Frequently asked questions
FRD
Functional Requirements Document
MSA
Master Services Agreement
PAD
Pre Analysis Document
PCN
Project Completion Notice
PSR
Project Status Report
PM
Project Manager
PMP
Project Management Plan
PS
Project Schedule
RAD
Readiness Assessment Document
SA
System Administrator
SOW
Statement of Work
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SVR
Site Visit Report
TDD
Technical Design Document
TSF
MicroChannel Solution Framework
UATD
User Acceptance Test Document
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1
INTRODUCTION
This Functional Design Document (FDD) is prepared based on the Functional Requirements Document (FRD):
FRD AX2012R3 Retail Merchandising
This FDD applies to the Agreement between HTH (hereinafter referred to as the “Client”) and MicroChannel (hereinafter referred to as the “MicroChannel”). This document is structured in accordance with MicroChannel’s method for implementation of Microsoft Dynamics projects. Generally, this document is structured according to the business functions of the client. These are generally described by means of a business requirement followed by a resolution. The resolution may include use cases, algorithms, context or process diagrams and screenshots to more effectively describe the solution. Technical aspects of the design may also be included for use by developers. This document is primarily intended for the Client’s and the MicroChannel project managers and system developers who will cooperate with developing the new system. The FDD is also intended for those of the Client’s users who participated in developing the system design. These users shall report whether the designs specifications meet the requirements of their business functions. DRAFT
Purpose of the document
1.1
The general purpose of the FDD is to translate those requirements in the FRD, which are not covered by the standard software, into concrete specifications for bespoke system functions. Whereas the FRD / Gap Fit document specify the requirements, the FDD specifies how to map them in the solution. Predominantly, only processes and fields that will be developed are included in this document. However at times, mention of standard functionality (fields, tables, forms, etc.) will be added to support the proposed solution. Note: Any detailed specifications not listed in the FDD must be created and estimated separately and are not included in the scope of the estimated effort figures listed here. This FDD generally contains no estimated effort figures for the creation and/or adaptation of documents (reports). These must also be specified and estimated separately. The FDD forms the basis of:
Development of the system Planning – preparation of activity plans Planning and execution of system test System maintenance/service
It has to be possible to change the FDD so that it always documents the design that has been agreed between the parties. The FDD must be consistent with the implemented system. Thus, any modification of the system may imply a change of the FDD.
1.2
References
These documents provides context: Document
Content
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1.3
Document convention
Throughout this document, the same conventions have been applied:
Dynamics AX form Type
Description
Grid
A tabular style window similar in look to an Excel spreadsheet. Can display several records at the one time.
EDT
Extended Data Type - Data types which is defied in AX and can be extended.
Field types Type
Description
Text
Free text field. Any alpha-numeric character can be used.
Boolean
The only values are True or False
Option
Allows selection from a list of specified values only. If the list of valid values needs to be extended, this will be subject to a development change.
Code
Any alphanumeric characters will be formatted into uppercase. Often used for the identifying field in a record eg. Client No.
Date
Date format – uses dd-mmm-yyyy where dd = day, mmm = month and yyyy = year
Decimal
Numeric value containing decimal places. The length will be shown as x.y where x is the number of characters before the decimal place and y is the number of decimal places.
Integer
Numeric value containing no decimal places
DRAFT
Object types Type
Description
Table
Defines the underlying data structure. Also, defines triggers and validation routines that are used when entering data.
Form
The windows and menus visible to the user.
Report
Used for reports and processing batch jobs.
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Real
Numeric value containing decimal places. The length will be shown as x.y where x is the number of characters before the decimal place and y is the number of decimal places.
Integer
Numeric value containing no decimal places
Form controls Type
Description
Button
This will open a list of menu options to select from.
Tab
Used to organize the fields on a card.
Field
Used to input or display data. DRAFT
Look-up
Will open up a new window with a list of data values to choose from.
Drill-down
Will open up a new window showing detail entries.
No
Decision
Yes
Predefined Process
Flow chart notations
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2
HIGH-LEVEL DESIGN
Overview
2.1
The clean up periodic activities includes valuable information about the various clean up processed available (standard and customized) to keep the functioning and performance of the system at par.
Key requirements and Business Rules
2.2
With the Periodic clean-up activities, we can: help with performance. Reduce the space of database
Requirement Reference
2.3
Requirement Id
Activity
Requirement DRAFT
Clean up jobs
Various jobs to be designed for the customized clean up process.
2.4
Design Considerations
2.5
Microsoft Dynamics AX 2012- Accounts Receivable
2.5.1
Account Receivable Periodic Clean up – Clean up Back Order This cleanup process will help to purge / void (make delivery remainder = zero for lines) sales orders created between a given date range and/or for a specific customer, item or item group.
1. Open Accounts Receivable > Periodic> Clean up > Clean up Back Order
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2. Click on Select button-> Provide the criteria for filtration of records> Click OK
DRAFT
3. The “Cleanup Backorders” form will display the eligible records for being voided.
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Lines tab: This tab will display the relevant lines for the selected sales order on the overview tab.
DRAFT
4. Click OK to Process the lines. User to press the button to clean up the orders lines displayed in the form. When the user clicks on the Ok button, system will ask for the Reason code based on the setup done on the AR Parameters.
AR> Setup > AR Parameters > General tab > Reason code for cleanup
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5. By clicking on ‘OK’, system will make the Delivery Reminder zero for the selected orders.
2.5.1.1
Field Description DRAFT
Field Name
Show only delivered lines
Description
partial
When = No the data for all the sales lines which has deliver remainder >zero will be shown which includes all open ordered lines including the backordered ones as explained in. When the check box is marked ( = Yes) by user after the data is there in the form then the data will be filtered to have sales orders only of those lines which have been partially delivered and backordered.
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Field Name
Show only expired campaign orders
Description
A check box on the form for filtering the data. If the check box is marked then AX would filter the data and display only those records (of campaign orders only) out of the queried data which have campaign’s end date less than today. This filter will affect only campaign orders. Other orders fetched by the query will remain unaffected.
2.5.1.2
Result
Before Clean up
DRAFT
After Clean up
2.5.1.3
Suggested Recurrence
Suggested recurrence is every 8 days.
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2.5.2
Account Receivable Periodic Clean up – Sales Confirm Journal Clean up
This activity is for clean up sales confirm journal which is confirmed before a particular period of time 1. Account Receivable> Periodic > Clean up > Sales Confirm Journal Clean up This will open the periodic form where the user can provide his conditions (a) No of days records to keep: This field identifies for how many days the record needs to be kept. Beyond this, the batch will clean up the confirmations of order. (b) Delete records: If true, will delete or untick the field IncludeInIF060
DRAFT
2. To run the process regularly, user can select the batch process.
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DRAFT
3. Click Ok to complete the process. On completion of the activity, system will pop an infolog to confirm that the cleanup has been completed.
2.5.2.1
Result
Before Clean up
After Clean up
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2.5.2.2
Suggested Frequency
Suggested Frequency is every month
DRAFT
2.5.3
Account Receivable Periodic Clean up – Delete Empty Sales Orders
This activity will delete all those sales orders where there are no lines. 1. Accounts Receivable > Periodic > Clean up > Delete Empty Sales Orders
2. To run the activity regularly, use the batch processing 3. Click OK to trigger the activity. After completion of the activity, system will pop up an infolog giving number of sales orders and customer that has been deleted.
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DRAFT
2.5.3.1
Result
Before Clean up
After Clean up
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Suggested Frequency
Suggested Frequency is every month.
DRAFT
2.5.4
Account Receivable Periodic Clean up – Delete Empty Return Authorisations
This activity will delete all those Return authorizations (Return Orders) that are empty 1. Accounts Receivable > Periodic > Clean up > Delete Empty Return Authorisations
2. To rn the process regularly, use the batch tab.. 3. Click OK to trigger the activity. After completion of the activity, system will pop up an infolog giving number of Return authorisation (Return Order) numbers and customer that has been deleted.
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DRAFT
2.5.4.1
Result
Before Clean up
After Clean up
2.5.4.2
Suggested Frequency
Suggested frequency is every month
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DRAFT
Microsoft Dynamics AX 2012- General Ledger
2.6 2.6.1
General Ledger Periodic Clean up – Clean up ledger Journals
This activity deletes all the posted ledger journals. When the user delete a posted ledger journal, all information that is related to the original transaction is removed. User should delete this information only if the ledger journal transactions will not be reversed in the future. 1. Click General ledger > Periodic > Clean up > Clean up ledger journals.
2. Select the type of Journals to delete. The form will have three tabs for three modules- General Ledger, Accounts Receivable and Accounts Payable. Every tab will have relevant journals related to that particular Module. Property of MicroChannel Services. This information is intended only for HTH use.
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3. On the Batch tab, user can define parameters to regularly delete posted ledger journals.
DRAFT
4. Click on ‘OK’ to process the activity. On completion, user can check on the relevant posted journal that no record exist. 2.6.1.1
Result
Before Clean up
After Clean up
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DRAFT
2.6.1.2
Suggested Frequency
Frequency could vary based on the statutory requirement to keep the records. However, could be run every year.
Microsoft Dynamics AX 2012- Procurement and Sourcing
2.7 2.7.1
Procurement and Sourcing Periodic Clean up – Purchase Update History Clean up
This table stores temporary purchase order line entries when a purchase order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean-up job can be accessed via 1.
Procurement and sourcing > Periodic > Clean up > Purchase update history clean up.
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2. Select the status of the update history to be deleted as Executed or Executed and erroneous. In the Created until field, select the date up to which the update history is to be deleted. 3. On the Batch tab, user can define parameters to regularly delete Purchase update history. 4. Click OK to delete the update history and close the form 2.7.1.1
Result
Before Cleanup
After Cleanup DRAFT
2.7.1.2
Suggested Frequency
Suggested Frequency is every month
2.7.2
Procurement and Sourcing Periodic Clean up – Delete Request for quotations
User can delete requests for quotation (RFQs) and RFQ replies that are no longer required from Microsoft Dynamics AX 2012. The corresponding RFQ journals are not deleted, but remain as a record in the system. 1. Click Procurement and sourcing > Periodic > Clean up > Delete requests for quotations.
2. Set the criteria for which RFQs to delete. For example, this can be all RFQs created before a specific date, or all RFQs that expired on a specific date/time. Property of MicroChannel Services. This information is intended only for HTH use.
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3. On the Batch tab, user can define parameters to regularly delete RFQs. 4. Click ‘OK’ to start the activity.
2.7.2.1
Result
Before Clean up
After Clean up DRAFT
2.7.2.2
Suggested Frequency
Suggested frequency is six months.
2.8 2.8.1
Microsoft Dynamics AX 2012- Inventory Management Inventory Management Periodic Clean up – Summation of Load Adjustments
In earlier versions, only the numbers of pallets were tracked on locations. In Microsoft Dynamics AX 2012, weight and volume of items and pallets are also tracked together with the pallet count. The load for a location can be seen in the Inventory locations (WMSLocation) form. Inventory Management > Setup > Inventory Breakdown > Inventory Locations
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DRAFT
The tracking is based on records in a new table named WMSLocationLoad. Records are always created and they are never updated. In order to reduce the number of records in the WMSLocationLoad table it is recommended to run the Summation of load adjustments job. 1. Inventory Management > Periodic> Clean Up > Summation of load adjustments
2. Click on the Select button to select the Warehouse and Location to run the clean-up.
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DRAFT
3. Click on OK > OK to run the activity. 2.8.1.1
Result
Before Clean up
After Clean up
2.8.1.2
Suggested frequency
Suggested frequency is every month.
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2.8.2
Inventory Management Periodic Clean up – Inventory Journals CleanUp
When user use the Inventory journals clean up functionality, all the posted inventory journals that user selects are deleted. All the relevant records in the InventJournalTable table are deleted. All the relevant transactions in the InventJournalTrans table are also deleted. 1. Click Inventory management > Periodic > Clean up > Inventory journals cleanup.Select the types of inventory journals to delete.
DRAFT
2. Click the Batch tab if user want to define parameters to delete old inventory journals regularly.
3. Click OK to run the deletion process.
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Result
Before Clean up
After Cleanup
DRAFT
2.8.2.2
Suggested Frequency
Frequency is based on the statutory requirement. Could be every year.
2.8.3
Inventory Management Periodic Clean up – Inventory Settlement CleanUp
The inventory settlements table is used to store information generated during inventory close and adjust periodic job run. When an inventory settlement/adjustment is cancelled, the system does not remove the original adjustment but generates a set of reverse adjustments). The clean up procedure will remove both the original set of adjustments and the reversing set. This table can be cleaned up/compressed using the 1. Inventory Management > Periodic > Clean up > Inventory Settlement CleanUp
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User will select the Settlement posted/cancelled date before which the transactions will be deleted. User can also select a specific Item or Item group by using the select button. 2. After selecting the criteria’s, Click on OK to complete the process. DRAFT
2.8.3.1
Result
While the user run the process, system will give the below message and will do the cleanup.
2.8.3.2
Suggested frequency
Suggested Frequency is every three months.
2.8.4
Inventory Management Periodic Clean up – Inventory Dimensions CleanUp
Use this batch job to maintain the InventDim table. To maintain the table, delete unused inventory dimension combination records that are not referenced by any transaction or master data. The records are deleted regardless of whether the transaction is open or closed. User cannot delete an inventory dimension combination record that is still referenced because when the record is deleted ,related transactions cannot be reopened 1. Inventory Management > Periodic > Clean up > Inventory Dimension CleanUp
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2. Click OK to process the job. 2.8.4.1
Result DRAFT
Before Clean up
After Clean up
2.8.4.2
Suggested frequency
Suggested Frequency is every three months.
2.8.5
Inventory Management Periodic Clean up – Dimension Inconsistency CleanUp
Use this batch job to resolve dimension inconsistencies on inventory transactions that have been financially updated and closed. 1. Inventory management > Periodic > Clean up > Dimension inconsistency cleanup.
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DRAFT
2. By default, the default site and warehouse values that are saved in the database are displayed in the Site and Warehouse fields. 3. Enter the date range to apply to the job. 4. Click OK to resolve the site inconsistencies on any closed source transactions and their corresponding inventory transactions that are in the specified date range.
2.8.5.1
Suggested Frequency
Suggested frequency is every three months.
2.8.6
Inventory Management Periodic Clean up – On hand entries CleanUp
The purpose of the On-hand entries cleanup feature is to improve the performance of the on-hand query by deleting records from the inventory on-hand table (InventSum) that are closed and associated with a tracking dimension. Entries in the table that are not associated with a tracking dimension are not deleted. 1. Inventory management > Periodic > Clean up > On hand entries cleanup.
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DRAFT
2. User will provide the number of days for which the record has not been used. A specific Item, Site or Product number could also be selected by using the select functionality. 3. Click on OK to process the job.
2.8.6.1
Suggested Frequency
Suggested frequency is every three months
2.8.7
InventsumlogTTS
This table stores inventory movements data used by dynamic master planning. The table is supposed to be automatically purged when a dynamic master plan is run. If there are test companies in the production environment then it would add up data in this table. Also there is no periodic job to clean up this table, so typically if a company does not use master planning data must be deleted from the table manually (e.g. using SQL server). 2.8.7.1
Suggested Frequency
It might be beneficial to check this table immediately after master planning session is run to see if it purges correctly.
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Microsoft Dynamics AX 2012- Production Control
2.9 2.9.1
Production Control Periodic Clean up – Clean Up Registrations
This job Move raw registration to archive table or export them to file. 1. Production Control > Periodic > Clean up > Clean up registrations
DRAFT
User can select from the three enum values available in cleanup based on the requirement to archive the values in the table, export them to the file or delete them permanently. In the field, minimum age is defined beyond which the data will be deleted/achieved/exported. In case user wants to export the data, the file name needs to be provided in which the data will be exported. 2. Click the Batch tab if user want to define parameters to run the activity regularly. 3. Click OK to run the process
2.9.2
Production Control Periodic Clean up – Archive Future Registrations
1. Production Control > Periodic > Clean up > Clean up registrations
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2. Click the Batch tab if user want to define parameters to run the activity regularly. 3. Click OK to run the process.
2.9.3
Production Control Periodic Clean up – Production Journal Clean up
Use this form to delete production journals. After you delete old journals or unused journals, there is less demand on system resources. To delete the production journals, follow these steps: 1. Production Control > Periodic > Clean up > Production Journal Clean up
DRAFT
System will give two options to choose from whether to delete all posted journals or posted journals where the production has ended. 2. Click the Batch tab if user want to define parameters to run the activity regularly.
3. Click OK to run the process.
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2.9.4
Production Control Periodic Clean up – Production orders Clean up As the name suggest, this job is used to delete the ended production orders. When the user delete production orders that have the Ended status, the accounting that is related to these orders is reflected through the date that user select in the calendar on the General tab. To delete the production orders, follow these steps:
1. Production Control > Periodic > Clean up > Production order Clean up
DRAFT
2. Click the Batch tab if user want to define parameters to run the activity regularly.
3. Click OK to start the processing.
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2.10 Microsoft Dynamics AX 2012- Sales and Marketing 2.10.1 Sales and Marketing Periodic Clean up – Delete orders Use the delete order form to delete multiple orders. 1. Sales and Marketing> Periodic > Clean up > Delete Order. The form will open, user will click on the select button to provide the selection criteria.
DRAFT
Property of MicroChannel Services. This information is intended only for HTH use.
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2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab. DRAFT
4. Click OK to run the process.
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PERIODIC: - PERIODIC CLEAN UP ACTIVITY 2.10.1.1 Result Before Clean up
After Clean up
DRAFT
2.10.1.2 Suggested Frequency
Suggested frequency is based on the statutory requirement. Could be once in a year.
Property of MicroChannel Services. This information is intended only for HTH use.
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2.10.2 Sales and Marketing Periodic Clean up – Delete Quotations
User can delete a selection of quotations that you no longer want to keep track of in the system. 1. Sales and Marketing> Periodic > Clean up > Delete Quotations The form will open, user will click on the select button to provide the selection criteria.
DRAFT
Property of MicroChannel Services. This information is intended only for HTH use.
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2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
DRAFT
3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.
\
4. Click OK to run the process.
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2.10.2.1 Result
DRAFT
Before Clean up
After Clean up
2.10.2.2 Suggested Frequency
Suggested frequency is based on the statutory requirement. Could be once in a year.
2.10.3 Sales and Marketing Periodic Clean up – Delete Return Orders User can delete a selection of return orders that user no longer want to keep track of in the system. 1. Sales and Marketing> Periodic > Clean up > Delete Return Orders The form will open the delete return order form; user will click on the select button to provide the selection criteria.
Property of MicroChannel Services. This information is intended only for HTH use.
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DRAFT
2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
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3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab. DRAFT
\
4. Click OK to run the process.
2.10.3.1 Result Before Clean up Property of MicroChannel Services. This information is intended only for HTH use.
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After Clean up
DRAFT
2.10.3.2 Suggested Frequency Suggested frequency is based on the statutory requirement. Could be once in a year.
2.10.4 Sales and Marketing Periodic Clean up – Sales Update History Cleanup This table stores temporary sales order line entries when a sales order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean up job can be accessed via 1. Sales and Marketing > Periodic > Clean up > Sales update history cleanup
2. Select the status of the update history to be deleted as Executed or Executed and erroneous. In the Created until field, select the date up to which the update history is to be deleted. 3. On the Batch tab, user can define parameters to regularly delete Sales update history.
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4. Click OK to delete the update history and close the form 2.10.4.1 Result
DRAFT
Before Clean up
After Clean up
2.10.4.2 Suggested Frequency Suggested Frequency is every month.
2.11 Microsoft Dynamics AX 2012- Call Centre 2.11.1 Call Centre Periodic Clean up – Delete orders Use the delete order form to delete multiple orders. 1. Call Centre> Periodic > Clean up > Delete Order. Property of MicroChannel Services. This information is intended only for HTH use.
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The form will open; user will click on the select button to provide the selection criteria.
DRAFT
2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
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3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.
DRAFT
. 4. Click OK to run the process.
2.11.1.1 Result Before Clean up
After Clean up
2.11.1.2 Suggested Frequency Suggested frequency is based on the statutory requirement. Could be once in a year.
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2.11.2 Call Centre Clean up – Delete Quotations User can delete a selection of quotations that you no longer want to keep track of in the system. 1. Call Centre> Periodic > Clean up > Delete Quotations The form will open; user will click on the select button to provide the selection criteria.
DRAFT
2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
Property of MicroChannel Services. This information is intended only for HTH use.
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DRAFT
3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab.
\
Property of MicroChannel Services. This information is intended only for HTH use.
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4. Click OK to run the process.
\
2.11.2.1 Result DRAFT
Before Clean up
After Clean up
2.11.2.2 Suggested Frequency Suggested frequency is based on the statutory requirement. Could be once in a year.
2.11.3 Call Centre Periodic Clean up – Delete Return Orders User can delete a selection of return orders that user no longer want to keep track of in the system. 1. Call Centre > Periodic > Clean up > Delete Return Orders The form will open the delete return order form; user will click on the select button to provide the selection criteria.
Property of MicroChannel Services. This information is intended only for HTH use.
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DRAFT
2. When the user clicks on OK after providing the condition, system will fetch all the orders in the overview tab.
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3. In the lines tab, user will be able to view the lines related to the order selected in the overview tab. DRAFT
\
4. Click OK to run the process.
2.11.3.1 Result Before Clean up Property of MicroChannel Services. This information is intended only for HTH use.
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After Clean up
DRAFT
2.11.3.2 Suggested Frequency
Suggested frequency is based on the statutory requirement. Could be once in a year.
2.11.4 Call Centre Clean up – Sales Update History Cleanup This table stores temporary sales order line entries when a sales order is posted. The temporary lines are not deleted after posting and need to be cleaned up periodically. The clean up job can be accessed via 1. Call Centre > Periodic > Clean up > Sales update history cleanup
2. Select the status of the update history to be deleted as Executed or Executed and erroneous. In the Created until field, select the date up to which the update history is to be deleted. 3. On the Batch tab, user can define parameters to regularly delete history.
Property of MicroChannel Services. This information is intended only for HTH use.
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DRAFT
4. Click OK to delete the update history and close the form
2.11.4.1 Result Before Clean up
After Clean up
2.11.4.2 Suggested Frequency Suggested Frequency is every month
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2.11.5 Call Centre Clean up – Sales Order Purge At some point, your organization will need to remove outdated order information from Microsoft Dynamics AX. This job will delete invoiced and cancelled sales orders that were generated in the call centre. 1. Call Centre> Periodic > Clean up > Sales Order Purge
DRAFT
2. Based on the requirement, user will fill the following fields. Field Name
Description
Customer
Select the customer for which user wants to delete the order
Tax Invoice aged days
Enter the number of days up to today’s date for which all invoiced and cancelled sales orders should be deleted. For example, if today is April 1, 2014, and you enter 30, all invoiced or cancelled sales orders created on or before March 2, 2014 will be deleted.
Last Invoiced Through
Select the date on which all invoiced or cancelled sales orders created should be deleted. This also deletes any invoiced or cancelled sales orders that were created before the selected date. For example, if you enter February 1, 2014, all invoiced and cancelled sales orders that were created on or before February 1, 2014 will be deleted.
3. Click Ok to start the process.
Property of MicroChannel Services. This information is intended only for HTH use.
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2.11.5.1 Result Before clean up
After Clean up
DRAFT
2.11.5.2 Suggested Frequency
Suggested Frequency is every month
2.12 Data consistency check Tables in Dynamics AX 2012 are divided into different categories: Main tables such as Customers, Ledger Accounts, Vendors, Items, etc, Transaction headers such as Sales headers, Purchase order headers, etc, and transaction details such as Sales lines, PO lines, etc. These tables are all related to each other through keys. For example when a sales order is created for customer A123, the customer, sales header and sales line are all linked to each other. Occasionally one or more of these transaction records can be abandoned, meaning the parent data was deleted but the transaction still existsWhile these records cause no problem, they take up space in the database and given enough time, a lot of these records can cause performance issues. Dynamics AX 2012 has a tool to spot and remove these orphans. It’s called the Consistency Check tool. It basically runs through the entire database and locates transaction records that do not have any parent record associated with them.
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1. System Administration > Periodic > Database> Consistency Check
DRAFT
2. User will select for which module the consistency needs to be checked. 3. Click OK
2.12.1.1 Result
2.12.1.2 Suggested Frequency Suggested frequency is every 90 days Property of MicroChannel Services. This information is intended only for HTH use.
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2.13 Sysdatabaselog table Cleanup Dynamics Ax 2012 provide the database level logging. You can track every change not only at table level but also at field of any table. It provide the functionality to log insert update and delete functionality on table as well as selected filed of a table. When tracking on any table in dynamics Ax, a new entry will be created in sysDatabaselog table. SysDatabaselog cleanup helps maintaining the performance of the system by deleting the unnecessary or old records off the database, hence creating space and enhance speed. 1. System Administration> Inquiries > Database > Database log
DRAFT
This will open the form where the user can select the criteria to apply filter using Select query. 2. Click OK to execute the query 2.13.1.1 Result Before Cleanup
After Cleanup
2.13.1.2 Suggested Frequency Suggested Frequency is once a month.
Property of MicroChannel Services. This information is intended only for HTH use.
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2.14 Batchjob History cleanup For every batch that runs into AX 2012, a log is created with the list of tasks. This log contains information like the status, created datetime, user etc. For an organization, there could be number of batch jobs running everyday, creating a huge space in the database. Clearing the batch job history will cater the need to save the database space. 1. System Administration> Inquiries> Batch job> Batch job history
DRAFT
This will list the history of all batchjobs that has run over a period of time. 2. Click on the delete button. The filter form will open. User will select the criteria and Click on OK
3. This will delete all the batchjob history from the database
2.14.1.1 Result Before Cleanup
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After Cleanup
2.14.1.2 Suggested Frequency Suggested frequency is every fortnight.
2.15 TIS History For every interface that run though TIS integration, system stores the history of such transaction. These transactions stores space in the database which are of no relevance. TIS history cleanup will delete such information helping to create more space in the database. DRAFT
1. TIS integration> Periodic > Delete logs
2. Click on OK to delete the TIS history
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2.15.1.1 Result
System will give this infolog providing the information of all the logs deleted.
DRAFT
2.15.1.2 Suggested Frequency Suggested frequency is once a month.
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2.16 Alerts Microsoft Dynamics AX stores all the notifications/alerts that has been triggered over a period of time. These notifications are saved in the database and should be cleaned up from time to time. To do this, 1. System Administration > Periodic > Notification Clean up
DRAFT
2. User can use the Select functionality to provide a filter. E.g., here a filter of deleting log for records older than seven days is provided.
3. Click OK 2.16.1.1 Result Before clean up
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After Clean up
2.16.1.2 Suggested Frequency
DRAFT
Suggested frequency is every month
2.17 Clean up of closed/old Trade agreements A query needs to be designed in a way that it should delete/cleanup old or closed trade agreements (Sales, Purchase, SRP) based on the end date criteria. This could help in saving a lot of space in the database.
2.18 DRS clean up The data gets store in staging area before it gets populated to AX. This data, after getting uploaded, remains in the staging area and should be clean up from time to time. 1. Inventory Management > Periodic > Item/Vendor details review
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PERIODIC: - PERIODIC CLEAN UP ACTIVITY 2. Click on ‘Delete the file from staging area’
2.18.1.1 Result After clean up
DRAFT
2.18.1.2 Suggested frequency Suggested frequency is once a month.
2.19 Smmtranslog table clean up If the checkbox in the Sales and Marketing Parameter, transaction log tab is checked, AX stores the log in smmtranslog table. This table stores the changes across Sales and Marketing and Accounts receivable masters. Cleaning the log would help in saving a lot of database space. Sales and Marketing > Setup > Sales and Marketing Parameter > Transaction log
Though there are option available in the parameter to automatically clean the log, user can go to the table and clean the log manually. 2.19.1.1 Result After Cleanup
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DRAFT
2.19.1.2 Suggested frequency Every 45 days.
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DRAFT
Property of MicroChannel Services. This information is intended only for HTH use.
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3
SUMMARY
Perhaps there are number of clean-ups available in AX 2012, the usage depends on the requirement .Below is the comprehensive list of activities that were used in AX 2009. Module
Clean up
Usage in AX 2009
Account Receivable
Clean up Back Order
HTH is already using this cleanup in AX 2009
Sale Confirm Cleanup
Journal
HTH is already using this cleanup in AX 2009
Delete Empty Sale Order
HTH is already using this cleanup in AX 2009
Delete Empty Authorization
HTH is already using this cleanup in AX 2009
Return
General Journal
Clean up Ledger Journals
HTH is not using this cleanup in AX 2009.
Procurement and Sourcing
Purchase clean up
history
HTH is not using this activity as for now. But it is suggested to clean up the history.
Delete Request for quotation
HTH is not using this functionality and hence not using this clean-up too.
Summation adjustment
This is a new enhancement in AX 2012.
Inventory Management
Production Control
Sales Marketing
and
update
of
Load
DRAFT
Inventory Journal Settlement
HTH is not using this clean up in AX 2009.
Inventory Settlement clean up
HTH is not using this clean up in AX 2009.
Inventory Dimension clean up
HTH is not using this clean up in AX 2009.
Dimension clean up
This is a new enhancement in AX 2012.
inconsistency
On hand entries clean up
This is a new enhancement in AX 2012.
InventsumTTSlog
HTH is not using this clean up in AX 2009.
Clean up registration
HTH is not using Production and hence not using this clean up.
Achieve Future Registration
HTH is not using Production and hence not using this clean up.
Production Journal clean up
HTH is not using Production and hence not using this clean up.
Production orders clean up
HTH is not using Production and hence not using this clean up.
Delete orders
HTH is not using this clean up in AX 2009.
Delete quotation
HTH is not using this clean up in AX 2009.
Delete Return Order
HTH is not using this clean up in AX 2009.
Property of MicroChannel Services. This information is intended only for HTH use.
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Call Centre
Sales Update History
HTH is not using this clean up in AX 2009, but it is suggested to use it.
Delete orders
This is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.
Delete quotation
This is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.
Delete Return Orders
This is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.
Sales Update history Clean up
This is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.
Sales order purge
This is a new module introduced in AX 2012 R3 and so HTH is not using this AX 2009.
Sysdatabaselog table Batchjob clean up
history
HTH is already using this functionality in AX 2009. DRAFT
TIS History
HTH is already using this functionality in AX 2009.
Alerts
HTH is not using this, though it is recommended to use.
Clean up closed TA
HTH is not using this in AX 2009.
DRS cleanup
HTH is already using this in Ax 2009.
Smmtranslog table cleanup
HTH is not using it in AX 2009
Property of MicroChannel Services. This information is intended only for HTH use.
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4
TEST CASES
Activity
Scenario
Sample data
N.A
DRAFT
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Expected Results
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5
CLIENT ACCEPTANCE
The foregoing clearly states our understanding of our engagement with MicroChannel, and we hereby agree to the project scope, objectives, assumptions, task assignments and deadlines described herein. We understand that changes to the engagement details, as described in this document, will require a formal change order. We accept our responsibility to ensure that scope; resources and time are kept constant through the life cycle of the project, and our responsibility to ensure that our staff meets all the task deadlines. We understand that our failure to meet these responsibilities could result in an out of scope condition and adjustment of the overall project plan and deliverables, including the possibility of change orders or an entirely new project budget and timeline.
HTH Programme Manager Rebecca Hicks Agrees that all key areas/personnel were consulted from the relevant departments for this functional area and that requirements are in line with the solution scope.
HTH Project Manager James Merrill Agrees that all key areas/personnel were consulted from the relevant departments for this functional area and that requirements are in line with the solution scope.
Date:
Date:
DRAFT
HTH Functional Owner Agrees that all that the identified Gaps are mandatory and aligned to the business strategy.
Date:
HTH Key User Agrees that all operational requirements for the functional area are stated within the document.
HTH Business Analyst Matthew Baines Agrees that all operational requirements for the functional area are stated within the document and that the test cases .
Date:
Date:
MCS Programme Manager Agrees that the document is in adherence of TSF and the solution within the agreed project scope.
MCS Project Manager Shekhar Diptiman Agrees that the document is in adherence of TSF and the solution within the agreed project scope.
Date:
Date:
MCS Consultant Mansi Kashyap Agrees that any conflicting requirements are highlighted and resolved. Exhibit 1: Acceptance
Property of MicroChannel Services. This information is intended only for HTH use.
Date:
