Create and post a statement
Important
This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack
In Microsoft Dynamics AX 2012 for Retail, after all transactions from the registers have been uploaded from a retail store, a statement can be created, calculated, and then posted. The statement calculates the total amount of all transactions that have been created since the last store statement was created, within the statement period that you define. The statement also calculates the payment methods that are counted.
The statement is calculated by using the settings for statements and posting in the Retail parameters form and the Stores form. After the statement is created, you can review the transactions. Then, if the transactions are ready to be posted, you can post the statement. When you post the statement, the system creates accounting entries, updates customer accounts and taxes, and generates sales orders and invoices. Inventory is also updated, so that your point of sale (POS) system always has current inventory information.
Note
This topic includes information about features that were added or changed for cumulative update 7 or later for Microsoft Dynamics AX 2012 R2. This information also applies to AX 2012 R3.
Create and calculate the statement
Click Retail > Journals > Open statements.
On the Open statements list page, on the Action Pane, in the New group, click New statement.
In the dialog box, in the Store number field, select the store to create a statement for.
In the Statements form, on the Action Pane, in the Function group, click Calculate statement.
Click Yes to confirm that you want to calculate the statement.
When a statement is calculated for a specific period, information is updated for the transactions that are included in the statement calculation. These transactions include items that are not on file, blocked items, and blocked customers.
Note
In the Stores form, if the Staff/register check box is selected and a value is set in the Statement method field, a separate statement is created based on the value that is selected in the Statement method field when the statement calculation process is run.
Post a statement
After you calculate a statement, the statement lines that the system has included in the statement are displayed on the Lines FastTab in the Statements form. Depending on the calculation criteria that were defined for the statement in the Stores form, the lines may be displayed by terminal number, by staff ID, or as a total. The lines are always separated by payment method.
In AX 2012 R3 and cumulative update 7 or later for AX 2012 R2: The statement lines can also be displayed by shift. In the Stores form, if the Statement method is set to Shift and the Split by Statement method check box is selected, a separate statement is created per shift when the statement calculation is run.
The statement lines include the transaction currency, transaction amount, and any difference between the transaction sales amount and the actual counted amount for all payment methods.
Note
You must assign financial accounts to items, stores, and payment methods before you can post the calculated values in statements to the general ledger, item ledger, customer ledger, and other related tables.
Click Retail > Journals > Open statements.
On the Open statements list page, select a statement to post.
On the Action Pane, in the Function group, click Post statement.
Click Yes to confirm that you want to post the statement.
The statement is posted only if the difference between the transaction sales amount and the actual counted amount is below the maximum posting difference that is defined for the store.
View a posted statement
After a statement is posted, you can view details about the posted transactions. You can also print the posted statement.
Click Retail > Inquiries > Posted statements.
In the Statement journal form, select a statement to view.
Click Reports > Statement to print the statement.
To view the details about transactions in the posted statement, click individual transactions in the lower pane. Alternatively, you can click Transactions, and then select the transaction types to view.
Configure batch processes to create statements
To run the statement processes for your stores automatically, based on a schedule, configure the batch process for each stage of the statement process:
Configure the calculate statement process to calculate the transaction sets for one store or all stores.
Configure the post statement process to post the calculated statements.
Configure the post inventory process to update the inventory for the stores when the statements are posted.
Click Retail > Periodic > POS posting > Calculate statement.
In the Calculate statement form, on the General tab, in the Store number field, enter a store number to configure the calculate statement batch process for a single store or a range of stores. To run the batch process for all stores in your organization, leave the field blank.
Click the Batch tab to configure the frequency of the batch process.
Click Retail > Periodic > POS posting > Post statement.
In the Post statement form, on the General tab, in the Store number field, enter a store number to configure the post statement batch process for a single store. To run the batch process for all stores in your organization, leave the field blank.
Click the Batch tab to configure the frequency of the batch process.
Click Retail > Periodic > POS posting > Post inventory.
In the Transactions form, on the General tab, in the Store number field, enter a store number to configure the post inventory batch process for a single store or a range of stores. To run the batch process for all stores in your organization, leave the field blank.
Note
To keep your on-hand inventory accurate, you should run this batch job frequently. For example, you can set the frequency to match the frequency with which you run the distribution schedule for job P-0001 for each store.
Click the Batch tab to configure the frequency of the batch process.