NAV Terminology

*Note:  Terminology I have included in this list will not be explained in Microsoft technical terms but in my own way, proven to be understood by many clients and reused when users explain things to each other later.  I’m happy for you to save, print, edit, add to or remove from this list to suit your individual needs.

Each time I train any new users on NAV, I always start with some basic terminology and shortcuts.  This ensures everyone is on the same page and we are all speaking the same language.  There is nothing more frustrating than trying to figure out what someone means when you are learning a new skill.

Here is some Terminology that is a good starting point:

Chart of Accounts This is the General Ledger, Nominal Ledger or G/L.  Everyone seems to have a different name for it but it is the same thing – The Ledger made up of your Balance Sheet and Income Statement (Profit &Loss) accounts.
Document This refers to any output from NAV that can be printed.  Some examples are Quote, Order, Invoice, Shipment Note, Picking List, and Credit Note.
Document Header The Header section of any document contains all the relevant information to tell you about what the document is for, who it relates to, which currency it is based in, where the products will ship from/to, relevant dates and how payment should be handled.  Information entered into the header of a document will be copied to the lines (e.g. Dimensions) but this can be changed per line
Document Lines The Lines section of documents deals with the body of the document.  This is where users will specify the type of account, quantity, VAT Rates, prices/costs and can change individual dimensions per each line.
Posting Posting a document means that we are committing the transaction to the ledger.  A posted document cannot be changed and once a document is completely posted – i.e.  All lines, all quantities and all amounts are fully posted/entered to the ledger then the original document will be removed and a Posted Document will be created for the type of transaction.

*Note: The differences between Order, Invoice and Posted Invoice often confuses users at first.  The rule is this:

– An Order once posted becomes a Posted Invoice,

– An Invoice once posted becomes a Posted Invoice

When to use the Order or Invoice document will be determined by business processes and the documentation tracing that needs to be recorded.

Role Tailored Client This is the default client or view that users who are working with NAV will see.  The Role Tailored Client or RTC can be modified to show any view that the user prefers.  Users can use a default Profile provided by Microsoft and Customise the look of this profile or build their own RTC profile.  Microsoft provides help on designing your own Profiles here.
You can set up users to have different Profiles in different companies in the database.
Development Environment The Development Environment will not be seen by end users that are involved simply with data entry.  This client is used specifically for users that need specific access to develop the system.  Note that for most serious development, a Development Licence is required and the average user will be unable to Design and Develop on most objects.
Object Designer Within the Development Environment, after logging into the relevant Database and Company a list of all Objects that make up the NAV program can be found in the Object Designer.  The Object Designer must be open to export and import objects.
Page A page can be described as a view of data on the screen.  This view can be different for each page displayed, e.g.  a G/L Account Card versus a Customer Card.  Pages replaced Forms in NAV 2009
Form Prior to NAV 2009, the viewing of data was described as being in a form.  Forms have been replaced with Pages so you won’t see Forms in the Object Designer from NAV 2009 onwards
Report Report is not only used to describe a printed report containing information produced/exported out of the system, for example a Trial Balance, but is also used to explain the printable version of any document produced as an output to a transaction, e.g. Sales Invoice.
Query Queries are new to NAV 2013.  A Query is best explained as a user defined set of reporting requirements that span more than one set of data, with a defined calculation, to produce results that can be displayed in a Chart format on the RTC.  The chaps from Archerpoint have a wonderful video on this that I highly recommend you watch.
Codeunit Codeunits are the brains of the operation.  Codeunits contain the code that is used in the operation of the system.  Several codeunits can be triggered to carry out one action in NAV.
Dataport Dataports have been replaced in NAV 2009 with XML Ports.  A Dataport can be used to quickly import or export data to/from NAV in a format that can be customised by setting up the rules for import/export.  Data can be validated on import to ensure that incorrect data is not entered into certain fields, e.g. City information is not entered into Post Code field as validation is set up (by the Developer that created the Dataport) to be in a particular format.
XMLport XML Ports have been described as the big brother to Dataports.  They are essentially the same thing except that XMLports are contained in XML format.  The setup of an XML Port is also different to the way in which Dataports were set up but the concept remains the same – they are used for import/export of data in a defined format.
MenuSuite MenuSuites contain the menu options displayed in the Departments menu page.  NAV has a basic MenuSuite that can be modified so users can add bespoke menus to their Departments.
Object When you hear a NAV consultant speak about FOB files, they are referring to the objects.  An object is the term used to describe the individual components that make up the NAV system, from Tables to XMLports
Fast Tab These are the different tabs you can view when looking at Documents onscreen, such as Sales Orders.  Each Fast Tab will hold specific information and you can tailor the system to show certain information even when the Fast Tab is not expanded.
Ribbon The Ribbon bar is referred to in most Microsoft products now and will feature in all the newer MS Office products.  You will be familiar with the “button bar” at the top of your screen that holds commands particular to that screen and is broken down into different tabs to enable users to sort these buttons for easier reference and use.
Navigation Pane The Navigation Pane is found down the left hand side of your screen.  This holds your shortcuts and filtered lists at the top and underneath this, the buttons for accessing other menus.  You can tailor this to your own needs.
Chart Part On the Role Tailored Client Home Screen or other FactBox Panes, you can add at Chart Part that will allow you to show predefined charts available from Microsoft or specifically built and designed by users.
Job Queue A Job Queue is essentially a set of one or more background jobs scheduled to perform a programmed task at a particular time without the need for user intervention.
Filter Pane Prior to the Role Tailored Client users would use the F-Keys to filter.  The new Role Tailored Client allows users to filter using a filter pane and choose filters to apply in a user friendly manner.  This can be hidden or shown by customising the screen in NAV.
FactBox Pane The FactBox Pane will appear on the right hand side of some of the list and document screens.   These boxes can be tailored to show relevant user friendly information that allows user a quick view of information without having to navigate away from that screen
Role Centre The Role Centre is the first view the user will have of the system when logging in.  It will contain tasks and activities relevant to that user and their role in the organisation.  A default role centre can be used or a bespoke one created.  Each user can tailor their role centre to suit the way in which they prefer to work
Search Box The top right hand box on all home, list and main screens in NAV is where you can find the Search Box.  Use this box to search for any term.  NAV will filter as you type to display results relevant to your input that appear in NAV.
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Posted in NAV 2013, Navision, Terminology
2 comments on “NAV Terminology
  1. […] go along with the NAV Terminology post, I have created a Dynamics NAV 2013 R2 RTC Cheat Sheet.  Feel free to use this as and when […]

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  2. […] and Lines.  If you are unsure of the meanings of these words then check out this post regarding Terminology and […]

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