Microsoft Dynamics 365 Business Central. How to email documents. Microsoft Dynamics 365 Business Central offers the ability to send documents by email, directly from the page that shows the document. In this video, we’ll go through the steps to send a posted sales invoice to a customer in an email message. Before we can send emails, we need to connect our email account to Business Central. To help us do that, Business Central provides the “Set up email” assisted setup guide. After we complete the steps in the guide, we can send documents by email. Let’s send the posted sales invoice to a customer. We’ll choose the Search icon at the top right of the screen, type “Posted Sales Invoices” and choose the Posted Sales Invoices link in the search results. We’ll choose the invoice to open the posted sales invoice page, and then choose the Print/Send action. The options for emailing the document are Send, which uses the document sending profile assigned to the customer to send the invoice, and Email, which opens the Send Email page. If we choose Send, the Send Document To page opens, and in the Email field we can choose to use the default settings or to be prompted for settings. We’ll choose the “Yes (Prompt for Settings)” option to open the Settings page in the next step. Choose the email attachment type and press OK. The Send Email page will open and we can review our message. We can add recipients on the Cc and Bcc fields, edit the subject, and of course review the email content. If everything is correct, we can choose OK to send the message. If we choose Email instead of the Send action from the posted sales invoice, the Send Email page opens immediately, so we can review our message before we send it. And that’s it. Thanks for watching.
Microsoft Dynamics 365 Business Central. How to open a new fiscal year. In Business Central, we use accounting periods to define fiscal years. In this video we’ll open a new fiscal year and define the accounting periods that we’ll use for our financial statements. There are two ways to create accounting periods. One is to create a batch job to create accounting periods that are of the same length of time. We can also manually create the periods and define custom lengths of time for each period. Let’s explore the process. To open a new fiscal year, we’ll search for “Accounting Periods”, and then choose the Accounting Periods link. The list page shows all open and closed accounting periods. To let Business Central create accounting periods for us, we’ll choose Process, and then Create Year. On the Create Fiscal Year page we’ll enter the starting date of the new fiscal year, the number of periods to include and the length of each period. We’ll choose OK to create the new fiscal year. If we want to manually create an accounting period, we’ll search for Accounting Periods, and then choose the Accounting Periods link. On the Accounting Periods page we’ll choose New to create a new line in the list. In the Starting Date field we’ll enter the date on which we want to start our new fiscal year. The Name field will automatically show the name of the month. Because this is the first period of the fiscal year, we’ll choose the New Fiscal Year checkbox. To create the rest of the periods for the fiscal year, we’ll just repeat these steps. Thanks for watching.
Microsoft Dynamics 365 Business Central. Set up categories for items. Trading companies typically handle many products. In Microsoft Dynamics 365 Business Central, products are called items. In Business Central, we can categorize items to make it easier to sort them, search for them, and filter them in reports. In this video, we’ll create an item category and assign an item to it. To create a new item category, we’ll search for “Item Categories”, and then choose the Item Categories link in the search results. On the Item Categories page, we’ll choose New to create a new item category. We’ll enter a code, which is just an identifier for the category, and then we’ll enter a description. If we want to, we can create a hierarchy of categories. On the General fast tab, in the Parent Category field, we can choose a category that our new category belongs to. Next, we can assign attributes for the item category. If we chose a parent category, our new category inherits attributes from it. The same is true when we assign an item category to an item. The item will inherit attributes from the category. Now that we have created the item category, let’s assign it to an item. We’ll choose Items to open the items list, and then choose the item we want to include in the item category. On the Item fast tab, in the Item Category Code field, we’ll choose the category for the item. And that’s it. Our item now belongs to an item category. Thanks for watching.
Microsoft Dynamics 365 Business Central. Set up a customer approval workflow. In Dynamics 365 Business Central, approval workflows give us added control over our data by requiring that at least 2 people are involved when someone creates or changes sales and purchase documents, adds or updates customers, or posts payment journals. When someone does any of those things, a designated approver is notified, and must sign off on the new information before it can be applied. To make it easier to set up approval workflows, Business Central offers assisted setup guides that help us through the processes. In this video we’ll focus on creating an approval workflow that will start when someone creates a new customer. Now, before we can start with the actual workflow, we need to specify the people who will be involved in the process as users and approvers, and how and when they will be notified that they need to take an action. We’ll start by defining the events that will trigger our workflow. To do that, we’ll search for the Workflow Event/Response Combinations page. The events we’re looking for are “A customer record is changed” and “Approval of a customer is requested”. For each event, we’ll choose the “Remove record restriction”, “Approve the Approval Request for the Record”, and the “Create an approval request for the record using approver type percentage one and percentage two” check boxes. Now we’ll set up our users. We’ll search for the Workflow User Group page, and then choose the User Name for each user and set their position in the sequence. For approvers, we’ll first create them as workflow users, like we just did. To make the workflow user an approver, we’ll search for the Approval User Setup page. There are several options, but for the customer approval workflow we just need to add the user in the User ID field, and then enter their email address. To define how and when the approver is notified, we’ll choose Notification Setup. In the Notification Type field, we’ll choose New Record. In the Notification Method field, we’ll choose Email. Now we’ll specify when to send notifications. We want our approver to be notified immediately, so we’ll leave Instantly in the Schedule field. OK, we’ve laid the groundwork for our workflow, now let’s use the assisted setup guide to create the actual workflow. We’ll search for “Assisted Setup”, and then choose the Assisted Setup link in the search results. To start the guide, we’ll choose “Set up a customer approval workflow. The first page gives us some information about the process. We’ll choose Next to go to the next step. We’ll choose our approver and when the workflow will start. There are 2 options to choose, “The user sends an approval request manually” and “The user changes a specific field”. If we choose the second option, in the next step we would need to define the specific field that will trigger the workflow. Additionally, we can specify the message to display when the workflow starts. We want users to submit requests manually, so we’ll go back and choose the option, “The user sends an approval request manually”. We’ll choose Next and then Finish to enable our workflow. If at some point we want to change something in the workflow, we can search for workflows and choose the workflows link in the search results. In the Workflows list we’ll find the Customer Approval Workflow we created, and then make our changes. Thanks for watching. We’ve just seen how to get people involved in an approval workflow, and defined how and when they will be prompted to act.
Set up dimensions. Hi, and thanks for watching. This video shows how to set up dimensions, which help analyze business transactions. For example, track sales revenue per geographical area or customer segment, track expenses per department, and so on. The setups depend on what we want to analyze and the structure of our company. In the Business Manager Role Center you will find the dimensions set up under Home, Setup and Extensions, Manual Setup, and Finance. Choose Dimensions. A dimension named Department is provided, so we’ll use that. To define the values that we can choose for this dimension, choose Dimension Values. Departments has values for three departments: Administration, Production, and Sales. If needed we can arrange dimension values in a hierarchy like a chart of accounts. Now we can add our Department dimension to transactions so we can analyze the transactions later. We’ll make it easy to enter dimension values and do basic analysis by making a dimension global so it’s available throughout Business Central. Journals, documents, and look-ups in the general ledger. Global dimension should be dimensions we often use. Create global dimensions in the General Ledger Setup window by choosing Change Global Dimensions. We can add default dimension values as defaults to master data like customers, items, vendors, salespersons, and general ledger accounts so we don’t have to enter them on every transaction. We’re tracking revenue and expenses for departments so we’ll add defaults to customers because they belong to the sales department. Let’s look at a Customer card. There we choose Navigate, and Dimensions. This customer always buys through the Sales office, so we’ll use only this value. In the Value Posting field, we’ll choose Same Code so that Business Central uses only the Sales value. So what happens when we post a sales invoice where the default values differ from the customer and sales person? It’s a problem only if Value Posting is set to Same Code for both the customer and sales person. If we don’t set the value posting parameter or require a dimension, we can set up a hierarchy in the Default Dimension Priorities window so that Business Central picks one. Search for Default Dimension Priorities. The Default Dimension Priorities page shows source codes, which are types of business transactions. We’ll prioritize the tables to get dimension values from. For example, for sales, customers are first priority if there is a value. The salesperson is second, and then the item. If there is no default dimension we’ll add one so we can analyze the data. Posting with dimensions is easy. Typically, default values do the job for us. However, for special transactions like corrections, we might want to change the dimensions. For documents, default values are assigned to the headerd an used on lines. We can change both. If we do, Business Central asks if we want to update all lines. New lines use the new values. And we’re done. Thanks for watching. We’ve just seen how to use dimensions to track and analyze transactions, set up as many dimensions and accommodate different setups, control how, and when, dimensions are used, and resolve conflicts between multiple entities with different default values.
Microsoft Dynamics 365 Business Central. Working with inventory costing. When creating a new item in Microsoft Dynamics 365 Business Central, one of the important things to specify is the costing method. The costing method defines how the item is valued when it enters our inventory, while we store it, and when it leaves inventory. We can choose from 5 costing methods: FIFO, LIFO, Average, Specific, and Standard. For FIFO and LIFO costing, when an item is sold the value processed is the actual value of either the first or last receipt of the item. The Average costing method calculates the average cost of an item with every positive adjustment. With the Specific costing method, the item is valued with the exact cost of that item’s receipt. Lastly, the Standard costing method will use a preset unit cost and when the actual cost is realized, the standard cost will be adjusted to the actual through variances. When you purchase goods, the goods are received through a purchase order or purchase invoice. Receipt of goods can also have additional costing elements like freight, insurance, and duty. Before posting these additional purchase invoices you will need to assign a value to the specific purchase receipts, so that the additional cost is passed to the items. To create a purchase invoice for costing, choose the Search icon at the top right of the screen, type “Purchase Invoices” and choose the Purchase Invoices link in the search results. Now we’ll choose New to create a new purchase invoice, and then fill in the information required on the Purchase Header. On the purchase line, we’ll choose the type Charge (Item) and choose the Freight Charge in the Number field. We’ll set the Quantity to one and then set the Direct Unit Cost with the amount for the freight. The next step is to assign this cost to a specific purchase receipt. We’ll press Line, Related Information and then the Item Charge Assignment option. The Item Charge Assignment page will open and we’ll press Item Charge, and then Get Receipt Lines to select the receipt lines we want to assign the cost to. Now we’ll select the lines and press OK to transfer them to the Item Charge Assignment page. To get some help to assign the cost correctly, we’ll choose Item Charge and then Suggest Item Charge Assignment. In the message box that appears we’ll need to choose how we’ll distribute cost to the receipt lines. Equally will divide the amount equally per line. The other three options will assign the amount based on the amount, the weight, or the volume of each line. We’ll choose OK to continue. The Quantity to Assign is now filled in for each line. We’ll choose Close, and then post the purchase invoice. Posting will create additional value entries for each item ledger entry of the items’ receipts, increasing the cost of each item by the amount assigned. And that’s it. Thanks for watching.
Microsoft Dynamics 365 Business Central. Correct or cancel posted purchase invoices. Mistakes happen, and when they do it’s nice to be able to correct them. In Business Central, we can correct or cancel posted purchase invoices as long as we haven’t applied a payment to them. In cases where we have applied a payment, we’ll need to create a purchase credit memo or a purchase return order to reverse the transaction. In this video we’ll look at how to correct or cancel an invoice. To correct or cancel a posted purchase invoice, in the Search field, we’ll type “Posted Purchase Invoices” and then choose the Posted Purchase Invoices link in the search results. On the Posted Purchase Invoices page we’ll choose the invoice we want to correct or cancel. To correct the invoice, we’ll choose the Correct action. A message pops up, asking whether we want to continue with the correction. We do, so we’ll choose Yes. Business Central will automatically create and post a credit memo for the invoice and recreate the invoice so we can make our changes. Let’s change the quantity and then use the Post action to post the invoice. Let’s return to the Posted Purchase Invoices page and verify that the original invoice was canceled. On the General fast tab, we’ll choose Show more, and then scroll down to the Canceled field. Additionally, we can go to the Posted Purchase Credit Memo by choosing the Correct – Show Canceled Corrective Credit Memo action. The steps to cancel a posted purchase invoice are similar. The only differences are that we’d choose the Cancel action instead of Correct, and Business Central will automatically create and post a Canceling Credit Memo. And that’s how to correct a mistake on a purchase order after we’ve posted it.
Microsoft Dynamics 365 Business Central. Set up a location for inventory. Companies that keep items in inventory typically want to be able to identify the physical location of the items. In Dynamics 365 Business Central, we do that by defining locations. This video covers the process of creating an inventory location. To create a new location, we’ll choose the Search icon, type “locations”, and then choose the Locations link in the search results. The Locations list opens. We’ll choose New, and then New again to create a new location. We’ll fill in the Code, which is the identifier for the location, and give the location a descriptive name The Use As In-Transit toggle defines whether the location is used when we transfer goods between 2 locations. On the Address and Contact fast tab, we’ll enter contact information for the location. OK, we’ve entered the basics and our location is created and ready to use for inventory. Let’s take a minute to briefly explore some of the more advanced options. If we’re ready to manage finance-related information about the location, we can define how Business Central will post transactions for the items we keep in it. We’d do that by preparing the Inventory Posting Setup. We can get to the setup by choosing Location, and then the Inventory Posting Setup action. There’s also functionality for locations in basic and advanced warehousing processes. The Location card is where we set those up. For example, on the Warehouse fast tab we have settings for receiving, put-aways, and picking. If we want to use bins, we can create them for each location and set them up on the Bins and Bin Policies fast tabs. Thanks for watching.
Microsoft Dynamics 365 Business Central. Set up payment methods. In Business Central, we assign payment methods to customers to define how they will pay us, and to vendors to define how we prefer to pay them. Some typical payment methods are “on Account”, cash, cheque, and bank. This video shows how to set up a payment method. After we assign a payment method to a customer or vendor, all sales and purchase documents that we create for them will automatically use the payment method. However, we could change the payment method for an individual document. To set up a payment method, in the Search field we’ll enter “Payment Methods” and then choose the Payment Methods link in the search results. We’ll choose New to create a new payment method. The two required fields are Code and Description. Depending on the type of payment method and how we will use it, we can specify some additional settings. Let’s quickly walk through the options. The Balance Account Type field defines the account type, Bank or General Ledger Account, of the balancing entry when we use this payment method. The Balance Account Number defines the account number for the balancing entry. The Direct Debit checkbox specifies whether this payment method is used for direct debit collections. If we do allow direct debit, the Direct Debit Payment Terms Code is used to assign a payment term. The Payment Export Line Definition defines the data exchange definition used to export payments. And finally, the Bank data conversion Payment Type is used when exporting payment transactions by using the bank data conversion service. Now that we have a payment method, we can assign it to customers and vendors.
Microsoft Dynamics 365 Business Central. Set up an item to sell. In Business Central, products and services are called items and they form the basis of the trade capabilities. This video shows how to enter the basic settings for an item. To create a new item, in the search field, we’ll enter “Items” and then choose the link in the search results. Now we’ll choose New to create a new item. If we have created templates for items, a page will open and prompt us to choose a template. Item templates are a way to save time and add consistency when we create new items. We can create templates that contain information that specific types of items have in common. When we create an item of that type and choose the template, the shared information is already entered. We’ll choose the Item template. On the Item fast tab, we’ll enter a description of the new item, and choose the type. We can choose from 3 types of items. The Inventory type is used for items that we track physical inventory for, Non-Inventory is used for items that we don’t track, and Services for service items, such as those we bill based on time. Now we’ll specify the Base Unit of Measure, which is how we measure the physical inventory for this item. All item ledger entries for this item will be posted with this unit of measure. On the Item fast tab, we can also assign the item to a category by choosing an option in the Item Category Code field. Moving on to the Inventory fast tab, we can define the physical attributes of the item in the Net Weight, Gross Weight, and Unit Volume fields. We can also set up some safeguards here. For example, in the Stockout Warning field, we can specify whether we want a warning message to display when someone chooses an item on a sales document, but the quantity they’re selling will bring the inventory level below 0. Or, in the Prevent Negative Inventory field, we can prevent people from posting sales documents when quantities will bring our inventory level below 0 for the item. We might have to choose Show more to see this field. Next is the Costs and Posting fast tab. Here we’ll choose a costing method to specify how we want to calculate the cost of the item. There’s also the Posting Details section, which is where we define how the item is posted in the chart of accounts. The Inventory Posting Group field defines the general ledger account in the balance sheet, and the General Product Posting Group field defines the general ledger accounts for selling and purchasing the item. Finally, depending on our region, in either the Tax Group Code or the VAT Product Posting Group fields, we’ll choose an option to specify the tax percentage for the item. On the Prices and Sales fast tab, in the Unit Price field, we can specify how much we’ll sell 1 unit of the item for. The price can include sales tax. If it does, in the Unit Price Excluding Tax field, we can specify the price before tax is added. Some additional settings we might make here are the Allow Invoice Discount field, which specifies whether we want to include this item in invoice discount calculations, the Item Discount Group field, which specifies whether to include the item in a discount group, and the Sales Unit of Measure field, which defines a default unit of measure when we choose the item on sales documents. We can add more details about the item on the remaining fast tabs. For example, on the Replenishment fast tab we can enter settings for restocking the item. On the Planning fast tab we’ll find settings for reordering the item. On the Item Tracking fast tab, if we want to track this item in our supply chain by using serial or lot numbers, we can select an option in the Item Tracking Code field. Lastly, if we’re using warehousing capabilities, we’ll find settings for that on the Warehouse fast tab. And that’s it. Our item is created and ready to sell.