Dynamics NAV Sleuthing: Navigating Record Information

by | Updated August 16, 2018 | Dynamics 365 Business Central, Dynamics NAV

Henry Ford once said, “Don’t find fault, find a remedy.” While Mr. Ford was a pioneer in business and manufacturing, he likely never had his prior month’s accounting close corrupted after-the-fact by a back posting, or a customer waiting for a shipment that went to the wrong address because of a typo. Sometimes we simply need to identify who caused an issue and when. In fairness to Ford, this also allows us to prevent the issue from occurring again.

We have a few options to assist our investigations into who made a posting and when. Here’s how you can navigate record information in Dynamics NAV.

Ledger Entries

The best starting point for an investigation into a posted result is a ledger entry. By zooming the ledger entry, we can quickly identify the User ID. To zoom a record in NAV, type Ctrl+Alt+F1 from the line and then expand the “Table Fields” FastTab (in versions prior to the Role-Tailored Client, Ctrl+F8 was the equivalent).

Navigating Record Information

Navigating Record Information

In NAV 2018 and above, we can also see the Last Date Modified Date/Time, specifically for General Ledger entries.

Related, the entry number itself on a ledger entry identifies where it was posted within history. This is sometimes useful if we want to see the order of postings or identify the first or last postings in a period. As an example, by filtering on the Posting Date range in question and sorting by the Entry No. column, you can quickly see those first or last entries posted to the period.

Registers

In NAV, Registers provide a “wrapper” around posting actions. As an example, any posting that affects the general ledger will also produce a G/L Register entry in NAV. We can see the list of all registers in the G/L Register page. The register records a “From” and “To” G/L entry number, as well as the date created and the user that created it.

While there is not a time-stamp here, we can review the registers and related entries immediately above and below to gain additional context – and roughly when, within the day, the posting was made. Again, if you are using NAV2018 and above, the time stamp can be found on the Ledger Entry itself.

To best utilize the register, start with the entry in question from a NAV ledger. Note the “Entry No.” on the record and then find the corresponding register containing the entry within the “From Entry No.” and “To Entry No.”.

Navigating Record Information

The biggest advantage of a register is that you can see everything that was posted together with a specific posting. By selecting the associated “Ledger” options from the register page ribbon, you will see all ledger entries made together with the original one you are researching – even if there were different document numbers or dates in the originating batch.

Navigate

Navigating from an entry in NAV is pretty powerful. It is very useful in determining what areas of NAV were posted/affected, and to quickly jump between them. By navigating to posted documents and other ledgers, we can find additional information about an entry and often understand why something occurred.

It is important to note however that NAV uses the document number and posting date to group entries together when navigating. If a journal batch contained different document numbers or posting dates, the navigate feature will provide only part of the overall posting from that batch.

Navigating Record Information

For investigations into changes outside of posted entries, we have a couple of different tools in our arsenal: “Last Modified” fields and the Change Log.

Most master records in Dynamics NAV, such as the Customer Card, contain the “Last Date Modified” and, in NAV2018 and higher, the “Last Modified Date Time”. If you are unable to see the fields directly on a specific list or card, you are still able to “zoom” the record and see the information.

Few master records contain the User ID, however. We can sometimes determine the User ID from other fields in our specific workflow. As an example, the Purchaser Code or a specific Responsibility Center on a PO may be populated automatically, or manually as a matter of procedure.

For a discussion around tracing changes on unposted entries, beyond the “Last Modified fields”, see Part 2 in the series: Dynamics NAV Sleuthing: Change Log.

If you are interested in more information about Dynamics NAV Sleuthing: Navigating Record Information, contact Stoneridge Software.

Related Posts

0 Comments

Submit a Comment

Your email address will not be published. Required fields are marked *

Upcoming Events

september

02sep10:00 am10:30 amThe Modern Manufacturer - Cycle Count Management

02sep12:00 pm12:30 pmBest Practices for Work Order Planning and Routing for Field Service Companies

09sep10:00 am11:00 amWhat is Levridge? An Overview of the Ultimate Ag Solution

09sep12:00 pm12:30 pmOverview of Microsoft Promotion for NAV and GP Clients

10sep11:00 am12:00 pmConfab with Stoneridge - Livestream - Field Service Comparisons

16sep10:00 am10:30 amThe Modern Manufacturer - Product Lifecycle Management

16sep12:00 pm12:30 pmHow to Upgrade to Dynamics 365 Finance and Operations: Examining Custom Code and ISV Implications

16sep2:00 pm2:30 pmScheduling and Dispatching for the Modern Field Service Company

23sep12:00 pm1:00 pmDynamics 365 Business Central Wave 2 Release Preview - An Overview of the Most Exciting New Features Coming in October

24sep11:00 am12:00 pmConfab with Stoneridge - Livestream - The Modern Workplace: Teams, Sharepoint, Outlook, Office, and AI Integration

30sep10:00 am10:30 amThe Modern Manufacturer - Return Management

30sep12:00 pm12:30 pmEmpowering Your Field Service Technicians with a Mobile Solution

october

07oct12:00 pm1:00 pmThe Three Paths to Business Central from Dynamics GP

08oct11:00 am12:00 pmConfab with Stoneridge - Livestream - The Vision and Strategy of Microsoft Business Systems

14oct10:00 am10:30 amThe Modern Manufacturer - Complex Cost Modeling

14oct12:00 pm12:30 pmGenerating Custom Inspection or Process Forms

19octAll Day22Stoneridge Connect Fall 2020

22oct11:00 am12:00 pmConfab with Stoneridge - Livestream - Stoneridge Connect Recap

28oct10:00 am10:30 amThe Modern Manufacturer - Engineering Change Orders

About Stoneridge
Stoneridge Software is a unique Microsoft Gold Partner, with emphasis on partner. With specialties in Microsoft Dynamics 365, Microsoft Dynamics AX, Microsoft Dynamics NAV, Microsoft Dynamics GP and Microsoft Dynamics CRM, we focus on attracting the most knowledgeable experts in the field to our team, and prioritize delivering stellar solutions with maximum impact for your business. At Stoneridge, we are deeply committed to your results. Each engagement is met with a dedicated team, ready to provide thorough, tailored, and expert service. Based in Minnesota, we intentionally “step into your shoes,” wherever you are. We focus on what you care about, and develop trusting, long-term relationships with our clients.

Subscribe To Our Blog

Sign up to get periodic updates on the latest posts.

Thank you for subscribing!

X